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
Hinweis der Redaktion
So, let’s get to learnin’!
Divide group into groups of 3. There will be a distractor, an employee trying to work or have a conversation, and an observer/conversationalist.
Urgent + Important = Q1 = Urgent
Not Urgent + Important = Q2 = Important
Urgent + Not Important = Q3 = Both
Not Urgent + Not Important = Q4 = Neither
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
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.