LinkedIn Time + Attention Management
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This document discusses time and attention management skills. It provides an overview of key topics including: - Learning objectives around understanding time management, overcoming procrastination, and applying the Time Management Matrix. - An explanation of the Time Management Matrix which categorizes tasks as urgent/important, not urgent/important, urgent/not important, and neither urgent nor important. - Examples of how to apply the matrix to prioritize daily tasks and determine how to handle different types of tasks. - The concept of "eating the frog" which refers to tackling the most challenging task first to avoid procrastination. - Twenty-one tips for stopping procrastination and getting more done faster,
LinkedIn Time + Attention Management
- 1. Time + Attention Management KIK Custom Products Leadership Training What you will learn today… You will learn Time + Attention Management skills to apply and be more efficient + effective every day
- 2. Time + Attention Management Learning Objectives… Learn why Time + Attention Management can be easy or difficult Learn the Time Management Matrix to better understand and improve our Time + Attention Management skills Learn steps to overcome procrastination – Eat that Frog
- 3. Time + Attention Management “Time management” is really a misnomer – the challenge is not to manage time, but manage ourselves. The key is not to prioritize what’s on your schedule, but to schedule your priorities.” Stephen Covey
- 4. So, what does Time + Attention Management mean to you? Time can’t be managed…It just is. So, time management is really about managing our attention. Time + Attention Management
- 5. Staying focused on the task at hand is more difficult than ever. There are… • Open Workspaces • Tons of Media Sources vying for our attention • Individuals acting in crisis mode all the time Time + Attention Management What do you think is the #1 enemy of Attention Management? Distractions
- 6. What are some categories of Distractions? • Self • People • Organizational Time + Attention Management Some distractions are ok/good, but need to be managed All distractions should fall into Q2/Q1 of the matrix; and if not, re-evaluate
- 7. Groups of 3: a distractor an employee trying to work or have a conversation an observer/other conversationalist Role Play Distractions The employee’s goal is to try and tactfully diffuse the distraction
- 8. Stephen Covey’s book, The 7 Habits of Highly Effective People, provide us with the Time Management Matrix. It will help us prioritize and determine which activities best warrant our attention and resources… The 7 Habits of Highly Effective People It provides the judgment as to whether activities are URGENT, IMPORTANT, BOTH or NEITHER. This is crucial for good time management.
- 10. Time Management Matrix Urgent + Important: These are real major emergencies and crisis issues, significant demands for information from superiors or customers, project work with imminent deadlines, meetings and appointments, reports and other submissions, staff issues or needs, problem resolution, fire-fighting fixes, and serious urgent complaints.
- 11. Time Management Matrix Urgent + Important: DO NOW (Vying for immediate attention and critical to your success and/or of the organization.) What to do: • Subject to confirming the importance of these tasks, do this task now… • Prioritize tasks according to their relative urgency • If 2 or more tasks are equally urgent, ask what the needed requirements are from the person requesting the task • Look for ways to break the task down to simplify • Plan this task in quadrant 2 for next time
- 12. Time Management Matrix Not Urgent, but Important: Activities that fall into this quadrant include: planning an preparation; project planning and scheduling; research and investigation; networking, relationship building, thinking and creating; modelling, designing, and testing; systems and process development; anticipative, preventative activities or communication.
- 13. Time Management Matrix Not Urgent, but Important: PLAN TO DO These tasks are most important yet neglected: • Plan time-slots for doing these • Break big tasks down to separate logical stages • Use project management tools and methods • Inform other people of your planned time-slots and schedules: Having a visual schedule is key. (not “in your face” but critical to your success and/or that of your organization)
- 14. Time Management Matrix Urgent, but not Important This quadrant houses trivial and “off-loaded” requests from others, apparent emergencies, ad-hoc interruptions, misunderstandings appearing as complaints, irrelevant distractions, pointless routines or activities, dealing with accumulated unresolved trivia, duplicated effort, unnecessary double-checking, and the boss’s whims or tantrums. Scrutinize these demands and help originators, even your boss, to re-assess the real importance of these tasks.
- 15. Time Management Matrix Urgent, but not Important: REJECT (Diplomatically) These tasks are tricky: • Practice and develop your ability to explain why you can’t • Where possible, reject and avoid these tasks immediately • Look for causes of repeating demands, so you can stop it • Educate and train others to manage their own time and priorities, so you don’t end up getting involved • Question old policies and assumptions to see if they still are valid (“in your face” – but not important to your success and/or that of the organization.)
- 16. Time Management Matrix Neither Urgent nor Important: Finally, Q4 contains the many unnecessary and unchallenged routines, “comfort” activities; computer games, net surfing, excessive breaks, chatting and gossip (face to face and phone); social and domestic communications; silly emails and text messages; daydreaming and doodling; interrupting others; tidying, changing screen savers, internet and YouTube surfing; drink and drug abuse; aimless travel and driving.
- 17. Time Management Matrix Neither Urgent nor Important: RESIST + CEASE These tasks are unnecessary + are usually unchallenged: • These activities have no positive outcomes • Often they may be stress related, so find the root cause • Have a clear structure or schedule of tasks for each day in quadrant 2 to remove the temptation • These activities are not tasks and provide a refuge from the effort of discipline (the real time wasters – not vying for immediate attention and not important to success)
- 19. Q-1 Q-2 Q-3 Q-4 Time Management Matrix Now it’s time to build your own Time Management Matrix based on an average work day here at KIK. Take the tasks and prioritize them in the correct quadrants: Daily Tasks… Typical fire-fighting… Typical interruptions… Unexpected items… Leadership needs… Direct Boss needs… Do Now. Plan to Do. Reject (nicely). Resist + Cease.
- 20. Proactive vs Reactive Attention Management Being Proactive means thinking ahead and planning how to head off or deal with problems before they arise Being Reactive means that you respond to problems after they occur Reactive items live in Q-1 Proactive items live in You should spend more time in Q2 instead of Q1…
- 21. Attention Management What does Attention Management to you? Attention management increases the ability to focus attention. Four areas of Attention Intentional: plan strategically and prioritize Responsive: responds and puts out fires Interrupted: too much time answering messages and doing non-valued added work Unproductive: waste time at work…Facebook, chatting a lot… Attention Management
- 22. So, how can we manage our attention better? Eat the Frog! (Take Action!) Attention Management “Eat that Frog*” is a metaphor for tackling the most challenging task of your day – the one you are most likely to procrastinate on, but also probably the one that can have the greatest positive impact *Adapted from the book, Eat That Frog! 21 Great Ways to Stop Procrastinating and Get more Done in Less Time – Brian Tracy
- 23. Eat the Frog! (Take Action!) Attention Management Here are 21 great ways to stop procrastinating and get things done faster… 1. Set the table: Write out your goals and objectives 2. Plan every day in advance: every minute planning can save you 5 or 10 minutes in execution 3. Apply the 80/20 rule: 20% of your activities will account for 80% of your results 4. Consider the consequences: most important tasks and priorities can have the most serious consequences – focus on these above all else
- 24. Eat the Frog! (Take Action!) Attention Management Here are 21 great ways to stop procrastinating and get things done faster…cont. 5. Practice creative procrastination: learn to deliberately put off tasks that are low value 6. Use the A B C D E Method: take a few moments to prioritize on your most important activities This is the best method for setting priorities on your list once you have determined your major goals or objectives - You place one of those letters in the margin before each of the tasks on your list before you begin
- 25. Eat the Frog! (Take Action!) Attention Management The A B C D E Method… “A” = “very important;” something you must do “B” = “important;” something you should do “C” = “nice to do;” but which are not as important as ‘A’ or ‘B,’ tasks “D” = “delegate” “E” = “eliminate, whenever possible” When you use the A B C D E method, you can very easily sort out what is important and unimportant - then focus your time and attention on those items on your list that are most essential for you to do
- 26. Eat the Frog! (Take Action!) Attention Management Here are 21 great ways to stop procrastinating and get things done faster…cont. 7. Focus on key results: Identify and determine the results necessary to get your job done well 8. The Law of 3: Identify 3 things that account for 90% of your contribution and get them done first 9. Prepare thoroughly before you begin: have everything you need at hand before you start
- 27. Eat the Frog! (Take Action!) Attention Management Here are 21 great ways to stop procrastinating and get things done faster…cont. 10.Eat the frog one bite at a time: you can accomplish the biggest task one bite at a time 11.Upgrade your key skills: the more skilled you are the faster you start and the sooner you get them done 12.Leverage your special talents: Know your strengths and throw your whole heart into what you do well
- 28. Eat the Frog! (Take Action!) Attention Management Here are 21 great ways to stop procrastinating and get things done faster…cont. 13.Identify your key constraints: determine the bottlenecks, internal and external - focus on alleviating them 14.Put pressure on yourself: think you’re going on vacation and you have to get your tasks completed before 15.Maximize your personal power: get lots of rest so you can perform your best 16.Motivate yourself into action: look for the good in every situation – always be optimistic and constructive
- 29. Eat the Frog! (Take Action!) Attention Management Here are 21 great ways to stop procrastinating and get things done faster…cont. 17.Technology time sinks: use technology to improve the quality of your communication, but not a slave to it 18.Slice and dice the task: break complex tasks down into bite-sized pieces and do one at a time 19.Create large chunks of time: Organize your day around large blocks of time to concentrate and focus 20.Develop a sense of urgency: Move fast on your key tasks – be known to do things quickly and well
- 30. Eat the Frog! (Take Action!) Attention Management Here are 21 great ways to stop procrastinating and get things done faster…cont. 21.Single handle every task: set clear priorities, start immediately on your most important task, and then work without stopping until the job is 100% complete… This is the real key to high performance and maximum personal productivity Lastly…
- 31. Time + Attention Management Manage Yourself Schedule Priorities Focus and Don’t get distracted Use the Time Management Matrix to prioritize and determine what warrants your attention and resources Look for ways to break down the task and simplify Align your priorities with your leader Plan your day in advance Prepare thoroughly before you begin a task Have a sense of Urgency Manage prioritized tasks and follow through on your commitments Accept only necessary distractions – Q1/Q2 Manage Yourself and provide guidelines for your team Set clear priorities for you and your team Work with your team to respond and put out fires immediately Help your team live in Q2 as much as possible Always be open, honest and be provide clear direction regarding priorities Plan your day in advance and know what your team’s day looks like Help prioritize and ensure follow through of completion through to the end for your team Guard your team against organizational distractions – Only change course when necessary
- 32. Time + Attention Management Learn why Time + Attention Management can be easy or difficult Learn the Time Management Matrix to better understand and improve our Time + Attention Management skills Learn steps to overcome procrastination – Eat that Frog So, did we…?
- 33. Time + Attention Management Additional Resources… The 7 Habits of Highly Effective People: Powerful Lessons in Personal Change Stephen R. Covey The Oz Principle: Getting Results Through Individual + Organizational Accountability Roger Connors, Tom Smith and Craig Hickman Eat That Frog: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time Brian Tracy
Editor's Notes
- #2: So, let’s get to learnin’!
- #8: Divide group into groups of 3. There will be a distractor, an employee trying to work or have a conversation, and an observer/conversationalist.
- #10: Urgent + Important = Q1 = Urgent Not Urgent + Important = Q2 = Important Urgent + Not Important = Q3 = Both Not Urgent + Not Important = Q4 = Neither
- #19: Every task or goal that you have should fall into one of these quadrants. Writing them down and prioritizing will not only help you manage your time, but more importantly manages your attention to get things done. Urgent + Important = Q1 =Urgent Not Urgent + Important = Q2 = Important Urgent + Not Important = Q3 = Both Not Urgent + Not Important = Q4 = Neither
- #20: Keep this open discussion for the 20-25 minute activity. Flip chart it out. Have 30 daily tasks that need to be organized. Have the 30 tasks listed, and a large Time Management Matrix to write on. Break the group into 4 separate groups. Allow them time for open discussion to determine what task goes where. Recap to see if there are any differences and discuss them.