Last time we talked about moving our activities into Quadrant 2, and that discipline is really just about getting our priorities internalized.
Still, even with a mission statement and values/goals that are completely internalized, we may need help shifting our activities. After all, habits are a strong driver of behavior. If we're not effective schedulers, we may run into a time crunch that puts stress on our new behavior.
And when we feel stressed, we revert back to our old scripts. Our old way of doing things.
So...what can we do to keep ourselves focused on our plan? We can develop a Q2 tool, and Covey gives us six important criteria to consider.
But before getting into those, let's look at the evolution of time management.
4 generations of time management
First-generation managers are considered by Covey to be, not effective people. This generation consists of notes and checklists. This produces very little and does not build future production capability.
Second-generation managers have a bit more control, planning, and scheduling things in advance. This generation consists of calendars and appointment books. However, little (if any) consideration is given to the priority level in relation to values/goals.
Third-generation managers are much more proactive. They plan each day around a set of clearly defined values and goals. However, daily planning limits vision. It tends to prioritize Q1 and Q3 activities and also lacks realism, creating the tendency to over-schedule the day.
Fourth-generation managers see the challenge not with "managing time" but with managing ourselves. The focus of this generation is on preserving and enhancing relationships and accomplishing results. Plans are made on a weekly basis to provide flexibility, but also accountability.
Whether thinking in terms of time management or self-management, the lesson is still clear... The focus needs to be on prioritizing what is truly important. This is where the internalization of a mission comes in handy.
Consider where you lie on this spectrum. I'm already (somewhat) doing weekly planning, however, I still get caught in the 1st and 2nd gen at times. It is so comforting to just make a list and start checking things off without thinking how effective those activities are on my overall well-being.
The six criteria for Q2 organization
Coherence
Harmony, unity, and integrity between your vision and mission, your roles and goals, your priorities and plans, and your desires and discipline. There should be a place for your personal mission statement as well as roles and goals so that you can constantly refer to it.
Balance
Identify your various roles and keep in balance with one another, so that you don't neglect important areas such as your health, your family, professional preparation, or personal development. Success in one area cannot compensate for failure in other areas of life.
Quadrant 2 Focus
This is done by organizing your life on a weekly basis. You can still adapt and prioritize on a daily basis, but the fundamental thrust is organizing the week. The key is not to prioritize what's on your schedule but to schedule your priorities.
A "People" Dimension
While you can think in terms of efficiency in dealing with time, a principle-centered person thinks in terms of effectiveness in dealing with people. Sometimes, Q2 living requires the subordination of schedules to people.
Flexibility
The tool should work for you, not the other way around. This means tailoring it to your style, your needs, your particular ways.
Portability
It should be able to be carried with you most of the time. If your organizer is portable, you will keep it with you so that important data is always within reach. I
If following this approach, a weekly planner of some sort is the obvious tool of choice. Whether that is in physical or digital form doesn't really matter. The point is to find a tool that will help you efficiently and effectively schedule the important Q2 activities.
The next step, as you're setting up this tool, is to begin to actually identify those Q2 activities that matter most. This gets back to the work of defining roles and coming up with short and long term goals.
There is a 4 step process Covey suggests which we'll get into tomorrow. Until then, have a good one!