1. 03/21/14 1
How Are We Spending Our Time?How Are We Spending Our Time?
How many people on
their death bed said
“I wish I had spent
more time at work”
Time
Management is
about having
enough
information toBased on "First Things First" Covey,
Merrill & Merrill

2. 03/21/14 2
How Are We Spending Our Time?How Are We Spending Our Time?
“Most of the time I just don’t enjoy life. For every one
thing I do, I can think of ten things I don’t do and it makes
me feel guilty. The constant stress of trying to decide what
I should do in the middle of all I could do, creates tension.
How can I know what’s most important?
How can I enjoy it?”
Based on "First Things First" Covey,
Merrill & Merrill

3. 03/21/14 3
How Are We Spending Our Time?How Are We Spending Our Time?
Commitments
Appointments
Schedules
Goals
Activities
How we manage our time
Vision
Values
Principles
Mission
Conscience
Direction
What we feel is
important and how we
lead our lives
Based on "First Things First" Covey,
Merrill & Merrill

4. 03/21/14 4
How Are We Spending Our Time?How Are We Spending Our Time?
By the end of today you will have knowledge & understanding of:
• Where you currently spend your time
• Where other people currently spend your time
• Where you need to spend your time
• Time Management using the Covey 4 Quadrant Tool
• Ridding yourself of the “timewasters”
• The effects of poor Time Management
• Why good Time Management means changing habits
Based on "First Things First" Covey,
Merrill & Merrill

5. 03/21/14 5
Stimulus Response
Gather information
Generate Options
Select “Best” Option
Taking Decision
Review Decision
The Decision Making/Taking ProcessThe Decision Making/Taking Process
Making
Learning
The World Changes
Here
Based on "First Things First" Covey,
Merrill & Merrill

6. 03/21/14 6
How Are We Spending Our Time?How Are We Spending Our Time?
“Some of us get so used to the adrenaline rush of
handling crisis that we become dependent on it for a
sense of excitement and energy. How does urgency
feel? Stressful? Pressured? Tense? Exhausting? – Sure
but lets be honest, its also exhilarating. We feel
useful. We feel successful. We feel validated. And we
get good at it. Whenever there’s trouble, we ride into
town, pull out our six shooter, do the varmint in, blow
the smoke off the gun barrel, and ride into the sunset
like a hero.
It brings instant results and instant gratification”
Based on "First Things First" Covey,
Merrill & Merrill

7. 03/21/14 7
How Are We Spending Our Time?How Are We Spending Our Time?
“We get a temporary high from solving urgent and
important crises. Then when the importance isn’t there,
the urgency fix is so powerful we are drawn to do
anything urgent, just to stay in motion. People expect us
to be busy, overworked. It’s become a status symbol in
our society – if we’re busy, we’re important; if we’re
not busy, we’re almost too embarrassed to admit it.
Busyness is where we get our security. It’s validating,
popular and pleasing. It’s also an excuse for not dealing
with the important things in our lives – the “first
things.”
Based on "First Things First" Covey,
Merrill & Merrill

8. 03/21/14 8
Life Goals for each Role
2 – 3 – 4 - 5 Year Plan
Milestones – Annual Plan
This Months Plan/Activities
Personal AspirationsKey Responsibilities, 2007 Objectives
This Weeks Plan/Activities
Supported by Quadrant 2 Activities
Values Beliefs
Our values influence our beliefs
Our beliefs influence our behaviours
Our behaviours influence our actions
Our actions decide our outcomes
Our outcomes are a measure of our success
How do you decide what’s important?
How Are We Spending Our Time?How Are We Spending Our Time?
Based on "First Things First" Covey,
Merrill & Merrill

9. 03/21/14 9
How Are We Spending Our Time?How Are We Spending Our Time?
“There’s no such thing as a free lunch”
Consumer Expert after The Hoover Free Flights fiasco in the 90’s
Based on "First Things First" Covey,
Merrill & Merrill

10. 03/21/14 10
How Are We Spending Our Time?How Are We Spending Our Time?
Completing your Values Questionnaire
Take sheet 3 and allocate points as follows
• 5 points to the 6 values you hold highest
• 1 point to the 5 values you you hold lowest
• With the remaining 12 values listed on the sheet
Give 4 values 4 points
Give 4 values 3 points
Give 4 values 2 points
Based on "First Things First" Covey,
Merrill & Merrill

11. 03/21/14 11
How Are We Spending Our Time?How Are We Spending Our Time?
Remember these are the things you
identified as being important to
you
Based on "First Things First" Covey,
Merrill & Merrill

12. 03/21/14 12
How Are We Spending Our Time?How Are We Spending Our Time?
All Activities can be classified by importance and
urgency
An activity is important if you personally find it
valuable, and if it contributes to what you really
want from life, your values and your high priority
goals. What will it contribute to the ROLES you
have listed?
Based on "First Things First" Covey,
Merrill & Merrill

13. 03/21/14 13
How Are We Spending Our Time?How Are We Spending Our Time?
An activity is urgent if you or others feel it
requires immediate attention
Based on "First Things First" Covey,
Merrill & Merrill

14. 03/21/14 14
How Are We Spending Our Time?How Are We Spending Our Time?
Crisis
Pressing Problems
Deadline-driven
projects
Meetings
Preparation
Preparation
Prevention
Planning
Values clarification
Relationship building
Empowerment
Recreation
Interruptions
Some phone calls
Some mail, some
reports
Some meetings
Many “pressing”
matters
Many popular activities
Trivia
Some telephone calls
Time wasters
“Escape” activities
Excessive TV
URGENT NOT URGENT
IMPORTANT
NOT
IMPORTANT
I II
III IV
Based on "First Things First" Covey,
Merrill & Merrill

15. 03/21/14 15
How Are We Spending Our Time?How Are We Spending Our Time?
Stress
Burn Out
Crisis Management
Fire Fighting
Preparation
Prevention
Planning
Values clarification
Relationship building
Empowerment
Recreation
Interruptions
Some phone calls
Some mail, some
reports
Some meetings
Many “pressing”
matters
Many popular activities
Trivia
Some telephone calls
Time wasters
“Escape activities
Excessive TV
URGENT NOT URGENT
IMPORTANT
NOT
IMPORTANT
I II
III IV
Based on "First Things First" Covey,
Merrill & Merrill

16. 03/21/14 16
How Are We Spending Our Time?How Are We Spending Our Time?
Creating Time for Quadrant 2 Activities
• Identify and eliminate quadrant 3 and 4 activities
• Review any “quadrant 1” activities – Is it really your quadrant 1?
- How will this support the things that are important to you?
- Do you really have to do this at all?
- What will happen if you don’t do it?
- What effect will it have on your relationship with this person or the
organisation if you drop or postpone it?
Based on "First Things First" Covey,
Merrill & Merrill

17. 03/21/14 17
How Are We Spending Our Time?How Are We Spending Our Time?
7 Step Planning Process
• Remind yourself what is really important
• Review the roles you are expected to fulfil
• Identify the goals/milestones you have set under each role
• Recognise the activities which support these
• Organise weekly by reviewing what’s ahead – quadrant 2
• Exercise integrity in making your choices of activities
• Evaluate your previous weeks activities – learn from your mistakes
Based on "First Things First" Covey,
Merrill & Merrill

18. 03/21/14 18
How Are We Spending Our Time?How Are We Spending Our Time?
Crisis
Pressing Problems
Deadline-driven
projects
Meetings
Preparation
Preparation
Prevention
Planning
Values clarification
Relationship building
Empowerment
Recreation
Short Term Focus
Crisis Management
Reputation-Chameleon
Goals and plans – Ha
Ha
Feel victimised, out of
control
Difficult Relationships
Trivia
Some telephone calls
Time wasters
“Escape activities
Excessive TV
URGENT NOT URGENT
IMPORTANT
NOT
IMPORTANT
I II
III IV
Based on "First Things First" Covey,
Merrill & Merrill

19. 03/21/14 19
How Are We Spending Our Time?How Are We Spending Our Time?
Crisis
Pressing Problems
Deadline-driven
projects
Meetings
Preparation
Preparation
Prevention
Planning
Values clarification
Relationship building
Empowerment
Recreation
URGENT NOT URGENT
IMPORTANT
NOT
IMPORTANT
I II
III IV
Total Irresponsibility
Fired from jobs
Dependant on others for basics
Based on "First Things First" Covey,
Merrill & Merrill

20. 03/21/14 20
Assertiveness - What does it mean to you?
• Standing up for your own rights in such a way that you do not
violate another persons rights
• Expressing your needs, wants, opinions feelings and beliefs in
direct, honest and appropriate ways
How Are We Spending Our Time?How Are We Spending Our Time?
Based on "First Things First" Covey,
Merrill & Merrill

21. 03/21/14 21
The Aim of Assertive Behaviour
The aim of assertive behaviour is to satisfy the needs and
wants of both parties involved in any situation
How Are We Spending Our Time?How Are We Spending Our Time?
Based on "First Things First" Covey,
Merrill & Merrill

22. 03/21/14 22
Submissiveness - What does it mean to you?
Submissive behaviour would mean:
•Failing to stand up for your rights or doing so in such
a way that others can disregard them
•Expressing your needs, wants, opinions feelings and
beliefs in apologetic, diffident or self effacing ways
How Are We Spending Our Time?How Are We Spending Our Time?
Based on "First Things First" Covey,
Merrill & Merrill

23. 03/21/14 23
The aim of non-assertion or submissiveness
The aim of non-assertion is to avoid conflict and to
please others
How Are We Spending Our Time?How Are We Spending Our Time?
Based on "First Things First" Covey,
Merrill & Merrill

24. 03/21/14 24
AGGRESSION - What does it mean to you?
AGGRESSIVE BEHAVIOUR would mean:
• STANDING UP FOR YOUR OWN RIGHTS BUT DOING
SO IN SUCH A WAY THAT YOU VIOLATE THE RIGHTS
OF OTHER PEOPLE
• IGNORING OR DISMISSING THE NEEDS, WANTS AND
OPINIONS, FEELINGS OR BELIEFS OF OTHERS
• EXPRESSING YOUR OWN NEEDS, WANTS AND
OPINIONS (WHICH MAY BE HONEST OR DISHONEST)
IN INAPPROPRIATE WAYS
How Are We Spending Our Time?How Are We Spending Our Time?
Based on "First Things First" Covey,
Merrill & Merrill

25. 03/21/14 25
THE AIM OF
AGGRESSION
THE AIM OF AGGRESSION IS
TO WIN, IF NECESSARY AT
THE EXPENSE OF OTHERS !!
How Are We Spending Our Time?How Are We Spending Our Time?
Based on "First Things First" Covey,
Merrill & Merrill

26. 03/21/14 26
Assertive “Persuasion”
• Relax (as far as possible)
• Have your information ready
• Be sure of your facts
• Calmly state your feelings
• Keep to the point
• Acknowledge the other persons point of view
• Encourage joint solutions where possible
• Go for “Win – Win”
• Summarise the agreement
Don’t Give
up too easily
How Are We Spending Our Time?How Are We Spending Our Time?
Acknowledge Feelings
Listen & Question
Make positive statements
Based on "First Things First" Covey,
Merrill & Merrill

27. 03/21/14 27
Levels of
Empowerment
How Are We Spending Our Time?How Are We Spending Our Time?
Level 1
Wait until told
TELLS – Makes decision and announces it
Level 2
Ask for instructions
SELLS – Makes decision and explains it
Level 3
Bring Recommendations
CONSULTS – Gets suggestions
Level 5
Do it & report routinely
Level 4
Do it & Report Immediately
SHARES – Defines limits
and delegates
Level 6
Do it EMPOWERS
Based on "First Things First" Covey,
Merrill & Merrill

28. 03/21/14 28
Process for Evaluating Levels of Empowerment
• Determine your confidence in the person/people
• Determine your perception of the situation’s risk
• Determine your perspective on the appropriate level of
empowerment and what leadership style is appropriate for
the person/people at that level
• Plan how to communicate your expectations using that
leadership style
How Are We Spending Our Time?How Are We Spending Our Time?
Based on "First Things First" Covey,
Merrill & Merrill

29. 03/21/14 29
How Are We Spending Our Time?How Are We Spending Our Time?
You now have knowledge & understanding of:
• Where you currently spend your time
• Where other people currently spend your time
• Where you need to spend your time
• Time Management using the Covey 4 Quadrant Tool
• Ridding yourself of the “timewasters”
• The effects of poor Time Management
• Why good Time Management means changing habits
Based on "First Things First" Covey,
Merrill & Merrill

30. 03/21/14 30
CharacterCharacter CompetenceCompetence
A person with high characterA person with high character
exhibits integrity, maturity andexhibits integrity, maturity and
an Abundance Mentalityan Abundance Mentality
A person with highA person with high
competence has knowledgecompetence has knowledge
and ability in a given areaand ability in a given area
TrustworthinessTrustworthiness
TrustTrust
Being TrulyBeing Truly
EffectiveEffective
How Are We Spending Our Time?How Are We Spending Our Time?
Based on "First Things First" Covey,
Merrill & Merrill

31. 03/21/14 31
How Are We Spending Our Time?How Are We Spending Our Time?
Knowledge (what
to, why to)
Desire
(want to)
Skill
(how to)
Habits
Developing Habits
Based on "First Things First" Covey,
Merrill & Merrill

32. 03/21/14 32
That’s rich
A boat docked in a tiny Mexican village and an American tourist asked the fisherman how long it took him to catch
his fish. “Not long” answered the Mexican.
“So why didn’t you stay out longer and catch more?” asked the American.
The Mexican explained his small catch was sufficient to meets his needs and those of his family. The American asked:
“But what do you do with the rest of your time?”
“I sleep late, fish a little, play with my children and take a siesta with my wife. In the evenings I go into the village to
see my friends, have a few drinks, play the guitar and sing a few songs. I have a full life.”
The American interrupted: “I have an MBA from Harvard and I can help you. You should start by fishing longer
everyday. You can then sell the extra fish you catch. “ With the extra revenue, you can buy a bigger boat. With the
extra money the larger boat will bring, you can buy a second and a third and so on until you have fleet of trawlers.
“Instead of selling your fish to a middle man, you can negotiate directly with the processing plants and maybe open
your own plant.
“You can then leave this village and move to Mexico City, Los Angeles or even New York. From there you can direct
your enterprise.”
“How long would that take?” asked the Mexican. “Oh, 20, maybe 25 years,” replied the American.
“And after that?”
“That’s when it gets really interesting,” answered the American. “When your business gets really big, you can sell
stocks and make millions.”
“Millions? And then What?”
“After that, you’ll be able to retire, live in a tiny village near the coast, sleep late, play with your children, catch a few
fish, take a siesta with your wife and spend your evenings drinking and playing the guitar.”Based on "First Things First" Covey,
Merrill & Merrill