4 Quadrants of Time Management ⏰| Where Are You Currently Spending Your Time As A Manager?!

Now, I know I’m not good at math, but it seems to me based on the stats
that a lot of people are spending their time right here, right? 51% of people are spending their
time on reactionary things. That’s really draining. Well, hey there, welcome to Mak TV where we believe
that the transformation from manager to leader is such a crucial one. And that
true leaders well they change lives. And they are having a profound effect
on today’s working environment. So I’m really excited to do this
mini lessons with you here today. And as you can probably tell, we’re
at a completely different space. I like to call this space my creative
thinking space because I’m a huge visual learner, right? And so because of that I love using like
butcher paper and whiteboards just to help me really like
break down my thoughts. And I thought it would be nice to just
like do something different today and use the butcher paper and markers to help us
like break down this process for today. Okay, so if you haven’t already noticed, which I’m pretty sure that
you have as a new manager, the demands on your time have
definitely increased, right? And as if that’s not enough, you probably
have a never ending list of tasks. Plus you have to make sure that your
team is using their time effectively as well. I know how overwhelming it is trying to
keep up with literally everything you have to do. But if you don’t get a
grip on your time management skills, then you run the risk of it
overtaking you, overwhelming you, and knocking you out of the game
before you really even get started. So we’re going to dive into
some strategies in this
two part series that will really help you take control of your time. Starting with the four quadrants of time, because I really want you to assess
where your time is currently going. That’s the only way to truly help
you get from point A to point B. Now, there are a lot of renditions or
versions of this matrix right here, and maybe you’ve heard
of some of them yourself. It’s been referred to as obviously
the eyes, Eisenhower matrix. Um, and then Franklin Covey actually coined
one as well through this book here called the five choices.
It’s a great book. Um, and then Dave Ramsey has his own as well. And I’m sure there’s many
other renditions out there. But what I’m going to focus on today is
like a combination of the two between Franklin Covey and Dave Ramsey because
it just makes the most sense to me and for what we’re trying
to do here today. Okay, so we’re going to start with this
two by two matrix right here. And starting on this axis, I want
you to know that as it goes up, it’s more important as it goes
down, it’s less important. And then further to the
right is not really urgent. And then over here to the left is very
urgent. Okay so with that in mind, let’s start off with a quadrant where
most of us sadly spend most of our time, which is this right here, Q1.
It is the quadrant of necessity, or in other words, it’s very
important and critical, right? So on the axis it’s very
important and it’s very urgent. So this quadrant right
here is very reactionary. It’s the stuff that we literally
have no other choice but to do. So I’m going to put
that here, reactionary. So this is the quadrant of deadlines. It’s essentially someone hasn’t showed
up for their shift and you have to quickly scramble to figure out
who’s going to cover it for them. So it’s always crisis mode right here. So being in this quadrant right here often
makes you feel as though there’s just not enough time in the day. And that’s because you’re
constantly reacting to things. So maybe as I’m describing this to
your thinking to yourself, hell yeah, I spend my time constantly
reacting. N ow, yes, I skipped two and I went to three.
But I swear there’s a reason. And it is not because I’m bad at math, but Q3 is the quadrant of deception. And there’s a reason for that because
it is not important, but it’s urgent, which is why it’s called deceptive, because it comes to you
looking like it’s important, but it’s really not. It’s just urgent. So how is it that something could
be not important but urgent? Well, it’s because it’s important to somebody
else and they have made it urgent to you. So in this case, it would all be
about the interruptions. For example, it would be your team coming to you
with questions that they have or useless meetings set up by people to solve their
problems that really have nothing to do with you or email. That’s another
big one. Or random phone calls. This quadrant really is all about other people’s problems. So again, all of this has to do
with other people’s problems. What’s urgent to them, but not
necessarily important to you. And in that same study
done by Franklin Covey, he actually showed the 23% of people
live in this quadrant right here. Now, I know I’m not good at math, but it seems to me based on the stats
that a lot of people are spending their time right here, right? 51% of people are spending their time
on reactionary things that’s really draining. And a lot of managers
find themselves in this area, especially new managers.
I remember for myself, I was constantly spending my time fixing
my own problems and reacting to other people’s problems. So what this does to a lot of people
is that it causes overwhelm. I mean, how can it not? You’re spending so much time reacting
that they end up drifting over to default land. So Q four is the land of
waste, or in other words, default. You see what happens is when you’re
in constant reactionary mode, you tend to crave things
that come easy to you. And some people just shut down
altogether. It’s called procrastination. So for example, for me, I’m the type of person that
still wants to do things right? So I don’t necessarily shut down, but I do engage in things
that really don’t matter, like perfecting documents or engaging
in mundane tasks so that I can totally delegate to someone else. But
it just comes natural to me. Because it makes me feel like
I’m accomplishing something
when really and truly I’m accomplishing nothing. For others,
their default might be watching TV, right? Or playing video games, whatever it is that keeps
them from basically doing
the things that they should be doing. Fine point here. I don’t want you to think that watching
TV or playing video games is a bad thing cause it’s not right. You should
do things that you find enjoyable. What I’m talking about is doing
anything to excess. That’s not good. Now the sweet spot, which I’m sure you’ve
already guessed is actually Q2 right? So this is what Franklin Covey refers
to as extraordinary productivity. In that book that I was
talking to you about, five choices or what Dave Ramsey
considers this to be the quadrant of leadership. So this here is the quadrant where you
want to be spending most of your time. It’s the quadrant of low
urgency but yet high importance. So it requires a lot
of proactive behavior. So this is where creative thinking and planning exists. Okay? It also include self care.
This is super important. Watching Mak TV, shameless plug. Essentially doing whatever it is that you
need to do to do better and be better. This is where you want to be considering
typical obstacles and then creating the machine to help you push
through it. You see, when you’re chilling in
this quadrant right here, it helps you to feel as though you are
in control because you are in control. So right here, the quadrant leadership is where you
really want to be spending your time. So now it’s time for you to get honest. Now that you know the
four quadrants of time, it’s time to get honest and assess
where you’ve been spending your time. You see, I really want to help you get over here
to the quadrant of leadership and really manage your time effectively. But I can’t help you do that unless you
first know where you need to improve. So here is what I want you to do, at least for the next week until
we’re back here next week, on Mak TV. I want you to track and measure like
you’ve never tracked and measured before. So to make this much easier
for you, so there’s no excuses. I have a download for you and what you’re
going to do is print that out and then write down and track everything
that you’re doing for the week. And then at the end of the week, I want you to actually figure out which
task belongs in which quadrant so that you can see the percentage of
time and where you’re spending it. Because the only way this is really
going to work is if you’re honest about where you’re spending your time. So I will leave the link for the Google
doc in the description below my team, and I actually use this once when we
were doing like a time-tracking activity. So I’ll leave that in the description
box below for you. It’s nice and simple, so you can either use the Google doc or
you can print it out and like write it down if you’re more of a pen or
pen and paper type of person. And I really hope that you’ll do it
because that’s the only way that you will actually make progress. So thank you
so much for watching today’s video. I truly hope that you found it valuable. Don’t forget to hit on the subscribe and
notification bell so you don’t miss out on next week’s video, we will dive into four systems that you
can use to help you not feel overwhelmed and stressed, but most of
all in control of your time. So I hope you have a
fantastic rest of the week. Don’t forget to keep smiling and
I’ll see you in the next one.

Author Since: Mar 11, 2019

  1. You've done such an amazing job explaining how this works, Makeda! Thank you so much, I'll definitely be implementing this new way of managing my time more effectively 🙂

  2. I m so happy I fell on your video. I read about this years ago in the book 7 habits , but I must admit i totally forgot about it till right now. Thank you!

  3. I love how you break this down into 4 quadrants and how often we are reacting rather than strategizing. Super informative, thanks Makeda!

  4. Great video Makeda! I agree completely. We need to be more proactive so we can spend more time in Quadrant 2. I find mindfulness really helps with this. Thanks for creating this video.

  5. I am visual also and LOVE white board sessions lol. I actually run a mastermind group around the 7 habits of highly effective people, which has a whole section around important, urgent things on your list. It is so important to think about but it is so easy to fall into traps of not working on or doing things that are not important.

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