Time Management Course
80/20 Rule For Time Management.
“What is important is seldom urgent, and what is urgent is seldom important.” Dwight D. Eisenhower
Time management is not about just managing our time; it is about how we manage ourselves in relation to time. It is about taking charge and setting priorities. It means changing activities and habits that cause us to waste time. It means being prepared to try different ideas and methods that will enable us to make maximum use of our time.
The 80/20 Rule
The 80/20 rule, also known as Pareto’s Principle, states that 80% of your results come from only 20% of your actions. In your life, you will find that the 80/20 principle can be applied to many things.
For most people, it comes down to analysing how you are spending your time and what you are spending it on. Are you focusing on the 80% that produces 20% or 20% that produces 80%?
“Don’t put the urgent in front of the important” Cliff Turner
The Urgent/Important Matrix
Great time management is being both effective and efficient. To achieve the things you want to achieve means spending time on the important not just the urgent. To achieve this, you need to be able to distinguish between what is important and what is urgent:
Important: Activities that are stepping stones to achieving your goals and have the greatest impact on your life.
Urgent: These activities demand immediate attention but are often linked to someone else’s goals rather than our own.
The concept of an urgent/important matrix was featured in The Seven Habits of Highly Effective People by Stephen Covey. The Urgent/Important Matrix is a great way to organise tasks based on priorities. By using this simple but highly effective tool, you can focus on what is truly important and overcome the natural tendency to focus on the urgent.
Time Management Course
Urgent And Important:
These are activities dealing with critical and important issues as they arise. Perform them now.
Important, But Not Urgent:
These are tasks that are critical to achieving your goals. These tasks should be put on the plan to do next.
Urgent, But Not Important:
These tasks will not move you towards your own goals. To manage these, delay them, cut them short, and reject requests from others. You need to postpone these tasks.
Not Urgent and Not Important:
Are just a distraction and should be avoided when possible. Be careful, though, not to label recreational time and time with family as not important.
The difference between successful people and really successful people is that really successful people say no to almost everything.” Warren Buffett
There are times when requests from others are important and need immediate attention. These requests often conflict with our values and take time away from working towards your goal. When there is something you would like to do but simply don’t have time to do, it can be quite difficult to say no. An approach you may like to try is to use a Positive No, which can be done in several ways. Here are a few ideas.
Say no, and then give an alternative. Example: “I can’t possibly do that today, but I could schedule it in for tomorrow.”
Show empathy by repeating the request in your own words, and then say no. e.g., “I understand this task is important to you, but I won’t be able to complete it for you today.”
Say yes. e.g., “Yes, I want to help you with this task, but I won’t have time until tomorrow morning.”
Well begun is half done. Aristotle
Ready, Fire, Aim!
Everyone has heard the phrase, “Ready, Aim, Fire!” Often when planning time management, it is better to think “Ready, Fire, Aim!” instead. This is because most people aim for the target but never seem to pull the trigger. They get caught up in the planning and never seem to act. This is just a form of procrastination. It is better just to shoot and then see how close you were to the target.
Ready! Don’t over plan. By the time you fire, the target may well have moved.
Fire! Remember the 80/20 rule. Take action; even if you don’t hit the bull’s eye, the chances are you will hit the target.
Aim! Make new plans based on what you have learned. Readjust your aim based on where you hit the target.
“Time is free, but it’s priceless. You only get today once” Cliff Turner
An opportunity is given to you every day to advance towards your dreams and goals. Its also an opportunity. It’s also a time to spend with people you love and enjoy being with.
You can waste a day doing things that are of little value, and you can also spend time trying to do too much.
The two critical areas of your life are professional and personal. You need to know what is important and try to do something of value in each area daily. This is how you will make everyday count.
“I never put off till tomorrow what I can do the day after.” Oscar Wilde
Everyone procrastinates in some way. Today’s busy schedules ensure everyone has too much to do and too little time. Successful people know the way they manage time determines the quality of their life.
People think that time management as only something you use for business. The fact is though time is our most precious resource. Time management is taking time to think about how you spend your time to achieve a work-life balance.
Time Management Course