EXAMPLES OF EXERCISES
1. Regularly take stock of your missions to distinguish the essential from the accessory (the important from the unimportant).
- Missions with high added value (primary)
- Medium-added value (secondary) assignments
- Missions with low added value (secondary)
Clarify your objectives (the crux of the matter), including personal and professional objectives, and prioritise them using Priority Square.
2. Divide your tasks into the appropriate quadrant of the matrix.
Caution: An activity classified as unimportant remains unimportant even if it becomes very urgent. For example: if you need a document to finish the file you are exclusively responsible for, it becomes urgent to start tidying up to find it, even though it is a non-important activity because you have not been hired to tidy up.
- Use different colour schemes to immediately visualise the tasks related to high value-added missions from those related to medium or low value-added missions.
- Indicate your private life tasks as well so that you don't forget yourself and keep a balance.
3. Take actions for each quadrant of your matrix:
- Dial I/U: To be dealt with in priority during the day or week. If possible, get help from competent people.
- The ni/U quadrant: This is where you can save the most time. Assess and negotiate deadlines. Say no to certain requests, standardise what can be standardised, anticipate unforeseen circumstances and give up trying to deal with everything.
- Dial I/nu: Plan now by spreading them out over time. At least two or three slots per week, at times of the day when you are most effective.
- I/nu dial: Low-value tasks that can be done at times when your energy is low, and that will recharge you or save you time later (filing, updating).
4. Focus on I/nu tasks to anticipate your activities and possible problems. Each day, define 4 or 5 activities with high added value and block out time to carry them out. The ideal is to spend 1/3 of your time in the short term and 2/3 in the medium and long term.
This will give oxygen to your schedule by dealing with fewer and fewer tasks in "firefighter" mode.
5. Take 15 minutes each week to review the past week and the week ahead. Plan the highlights of the week: appointments, meetings, but also appointments with yourself.