No matter what you do in your career or personal life, there never seems to be enough time to get everything done. We often will use the phrase "I ran out of time" to justify why we didn't get a task completed. Think about this. Is it really a situation of running out of time or not making a specific task a PRIORITY? Understanding the difference between URGENT and IMPORTANT is vital in starting the process of prioritization. This concept is a Stephen Covey original with a PROSALESGUY twist...
This is the first step. Only until you truly understand these definitions can you start the process of task prioritization. In my training programs, I always ask the question...
"Are you in control of your day or is your day in control of you?"
The answer is always the same from busy multi-taskers who attempting to get many things accomplished in a given day. I am not suggesting that at times, your day will not change the course of events you had planned. Stuff happens. In our fast paced world, you need to to accept that and do the best to deal with the situation without losing your sanity. Here's a few questions to ask yourself...
"How often are you in Crises Management Mode?"
"Might your actions or inactions be causing this on a regular basis?"
OK. Let's roll up our sleeves and examine the issue by understanding the terms
URGENT
Anything that NEEDS to be done TODAY or there will be BIG TROUBLE / CONSEQUENCES of a major nature. TODAY not TOMORROW. Before the end of the day. DEFCON 5. Missiles about to launch. Time Sensitive. Our business will lose a client. I will be in my bosses' office tomorrow explaining myself if this doesn't get done TODAY.
IMPORTANTAnything that NEEDS ATTENTION and it can WAIT UNTIL TOMORROW. While it might be urgent tomorrow, it's IMPORTANT TODAY. Got it?
The Four Quadrants
Guideposts
You want to spend most of your Time in Quadrant #3 - IMPORTANT and NOT URGENT. This is your insight mode and where you will produce your best work. The more time you spend here, the less you do in Quadrant #4 - IMPORTANT and URGENT. Be aware that PROCRASTINATION in Quadrant #3 puts you into Quadrant #4 when you didn't need to be.
Quadrant #4 is your CRISES MANAGEMENT Mode. While some time will be spent here based on your occupation and the day's events, you do not want to be here often. You are fighting fires with no time to look for the source of the fire. Don't be the lumberjack too busy cutting trees to sharpen the saw!
Ask your self several times a day - What Mode am I in? Why am I here? Did my actions or inactions put me here?
Any questions? Feel free to drop me an email. This week's PROSALESGUY BLOG is a heavy topic. It's also a very useful one.
Next week we'll give you the 20 TIPS TO STAYING ORGANIZED. Subscribing to the PSG BLOG means you will never miss it and have it in your Inbox. It's in the top right hand side of this page.
Thanks for reading!
Dave Warawa - PROSALESGUY
Been "here" before...now I will learn the lesson so I wont have to do the"test" again. Great post, Dave!
