Time Management Systems: Covey's Matrix

Time Management Systems

• Two systems for time management: Original system and Stephen Covey's 4 Grid Time Management Matrix.

Original System Areas

• Original system divides time into three key areas:
  • Committed time: Dedicated to personal or professional goals.
  • Maintenance time: Time spent on self-care and household responsibilities.
  • Discretionary time: Free time, which presents two main flaws.

Committed Time

• Represents time dedicated to fulfilling personal commitments and achieving goals.

Maintenance Time

• Involves time for self-care activities and preparing for committed tasks.

Discretionary Time

• Considered free time but lacks alignment with personal values and lacks a structured improvement process.

Covey's Time Management Matrix

• Quadrant 1: Urgent and Important – demands immediate attention.
• Quadrant 2: Non-Urgent but Important – focuses on effectiveness and planning.
• Quadrant 3: Urgent but Not Important – characterized by interruptions and distractions.
• Quadrant 4: Non-Urgent and Not Important – often leads to wasted time.

Time Logging

• Keeping a time log involves recording activities in intervals throughout the day to enhance awareness of time usage.

Time Management Strategies

• Effective strategies include:
  • To Do Lists
  • Project Boards
  • Tackle tough tasks first
  • Break large projects into manageable tasks
  • Group similar tasks together
  • Organizational skills
  • Blocking out time chunks
  • Maintaining a flexible mental attitude

Procrastination

• Identified as a significant obstacle to achieving goals, referred to as a "dream killer."

Priority List

• A tool to combat procrastination by establishing a clear order of tasks.

Managing Interruptions

• Strategies to control interruptions include:
  • Learning to say no
  • Establishing personal time and space
  • Utilizing quiet places like libraries for focused work

Purpose of Time Management

• The ultimate goal is to create enough free time to accomplish essential personal and professional tasks.