I am a big fan of Stephen Covey’s Time Matrix, which compels you to consider the urgency and importance of a task before deciding to do it (or not).
You can download the Time Matrix including a blank template here.
The key is to reduce time spent in Quadrants III and IV to make more time for Quadrant II, the proactivity of which reduces time spent in Quadrant I, leaving even more time for Quadrant II. As time in Quadrant II increases, you get better and better at spending most of your time on the most important things…which makes you more productive and allows you to make a positive difference faster and more often.
I’d like to share my main strategies for reducing Quadrant III (and in so doing, increasing Quadrant II). First, I rely on regular meetings and the Top 3 approach, which I detailed in a previous post. Second, I have signs that are attached with Velcro (or similar brand) to the back of my office door. On the front, I have another square of Velcro above my door handle. Whenever I do not want to be disturbed, I take one of the following three signs from the back of my door and place it on the front of my door before I close the door:
When someone reaches for my door handle, they typically stop when they see one of these signs. The integrity of this approach is maintained because if I am in my office, I only shut my door if one of these signs is on the front. Otherwise, I keep the door open to indicate I am available. Because I am consistent and disciplined about this, most people honor the signs and will not interrupt unless it’s a Quadrant I matter.
Originally published November 2, 2018 on www.kiddenprep.com
