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Time managementgrid

Tim Owen Yoro
Tim Owen Yoro

This document discusses Stephen Covey's time management grid for organizing priorities. The grid categorizes tasks into four quadrants based on their urgency and importance: quadrant I is urgent and important tasks, quadrant II is important but not urgent tasks, quadrant III is urgent but not important tasks, and quadrant IV is neither urgent nor important. The document recommends sorting one's to-do list into the appropriate quadrants and evaluating how time is spent to determine if reallocation is needed. It also provides instructions for doing a weekly time assessment using the grid to calculate the percentage of time spent in each quadrant.

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s U S G E O L O G I C A L S U R V E Y Department of Employee and Organizational Development TIME MANAGEMENT GRID
Coveys Time Management Grid We live in a time pressured world where it is common to have multiple overlapping commitments that all require immediate attention now. Ur- gency is no long reserved for special occasions, they are an everyday occur- rences. Missing deadlines is not the path to advancement or even good job reviews. So how can one manage the 鍖ood of responsibilities, do excellent work and maintain a positive frame of mind? The Covey time management grid is an effective method of organizing your priorities. As you can see from the grid below, there are four quadrants organized by urgency and importance. URGENT NOT URGENT IMPORTANT Quadrant I: Urgent & Important Quadrant II: Not Urgent & Important NOT IMPORTANT Quadrant III: Urgent & Not Important Quadrant IV: Not Urgent & Not Important source: Stephen Covey, 7 Habits of Highly Effective People Quadrant I is for the immediate and important deadlines. Quadrant II is for long-term strategizing and development. Quadrant III is for time pressured distractions. They are not really impor- tant, but someone wants it now. USGS OEOD Time Management Grid 2
Coveys Time Management Grid Quadrant IV is for those activities that yield little is any value. These are activities that are often used for taking a break from time pressured and important activities. Many people 鍖nd that most of their activities fall into quadrant I and III. Quadrant II is often under used. Yet, Quadrant II is exceptionally important because one must work both tactically and strategically at the same time. Finding ways to expand Quadrant II activities is a common outcome from using this grid. Using The Grid The grid has many applications, two will be suggested here. The 鍖rst and most obvious use of the grid is take your current to-do list and sort all the activities into the appropriate grid. Then, assess the amount of time you have to accomplish the lists and, if necessary, reallocate activities. The second approach is a one week assessment strategy. Make six copies of the grid (you will 鍖nd a working copy on the next page) and use one grid for each day of the week, listing all activities and time spent. At the end of the week, Combine the 鍖ve individual day data onto one summary grid (number 6) and calculate the percent of time in each grid. Then evaluate how well your time is spent and whether you work load needs to be reor- ganized. The Bottom Line: Do Important things First! USGS OEOD Time Management Grid 3
Coveys Time Management Grid Quadrant I: Urgent & Important Quadrant II: Not Urgent & Important Quadrant III: Urgent & Not Important Quadrant IV: Not Urgent & Not Important USGS OEOD Time Management Grid 4

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Time managementgrid

  • 1. s U S G E O L O G I C A L S U R V E Y Department of Employee and Organizational Development TIME MANAGEMENT GRID
  • 2. Coveys Time Management Grid We live in a time pressured world where it is common to have multiple overlapping commitments that all require immediate attention now. Ur- gency is no long reserved for special occasions, they are an everyday occur- rences. Missing deadlines is not the path to advancement or even good job reviews. So how can one manage the 鍖ood of responsibilities, do excellent work and maintain a positive frame of mind? The Covey time management grid is an effective method of organizing your priorities. As you can see from the grid below, there are four quadrants organized by urgency and importance. URGENT NOT URGENT IMPORTANT Quadrant I: Urgent & Important Quadrant II: Not Urgent & Important NOT IMPORTANT Quadrant III: Urgent & Not Important Quadrant IV: Not Urgent & Not Important source: Stephen Covey, 7 Habits of Highly Effective People Quadrant I is for the immediate and important deadlines. Quadrant II is for long-term strategizing and development. Quadrant III is for time pressured distractions. They are not really impor- tant, but someone wants it now. USGS OEOD Time Management Grid 2
  • 3. Coveys Time Management Grid Quadrant IV is for those activities that yield little is any value. These are activities that are often used for taking a break from time pressured and important activities. Many people 鍖nd that most of their activities fall into quadrant I and III. Quadrant II is often under used. Yet, Quadrant II is exceptionally important because one must work both tactically and strategically at the same time. Finding ways to expand Quadrant II activities is a common outcome from using this grid. Using The Grid The grid has many applications, two will be suggested here. The 鍖rst and most obvious use of the grid is take your current to-do list and sort all the activities into the appropriate grid. Then, assess the amount of time you have to accomplish the lists and, if necessary, reallocate activities. The second approach is a one week assessment strategy. Make six copies of the grid (you will 鍖nd a working copy on the next page) and use one grid for each day of the week, listing all activities and time spent. At the end of the week, Combine the 鍖ve individual day data onto one summary grid (number 6) and calculate the percent of time in each grid. Then evaluate how well your time is spent and whether you work load needs to be reor- ganized. The Bottom Line: Do Important things First! USGS OEOD Time Management Grid 3
  • 4. Coveys Time Management Grid Quadrant I: Urgent & Important Quadrant II: Not Urgent & Important Quadrant III: Urgent & Not Important Quadrant IV: Not Urgent & Not Important USGS OEOD Time Management Grid 4