Managing your time: Be more productive, stress less!
Ever feel like your to-do list is running the show? You kick off Monday with good intentions, but somehow, by Friday, you’ve spent more time drowning in emails and admin than actually doing what you’re best at — your actual job! You’re not alone! Most professionals spend a considerable chunk of their week on meetings, reports, and follow-ups instead of the meaningful, impactful work that actually moves the needle.
So how do you take back control? Enter Stephen Covey’s Time Management Matrix, a simple but powerful way to prioritise your tasks and get more done in less time.
The Time Management Matrix: What is it?
Covey’s matrix divides tasks into four quadrants:
1. Urgent & Important
Crises, deadlines, and urgent issues. These tasks demand immediate attention. The key is to manage these effectively by planning ahead and preventing problems before they escalate.
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2. Not Urgent but Important
Planning, learning, goal setting, and building relationships (the key to long-term success!). These activities don’t have immediate deadlines but are critical for sustainable growth. The more time you invest here, the less you’ll need to operate in crisis mode.
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3. Urgent but Not Important
Interruptions, unnecessary meetings, some emails. These tasks feel pressing but don’t contribute significantly to your goals. Delegate or eliminate as many of these as possible.
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4. Not Urgent & Not Important
Scrolling social media, “busy” work, distractions. These are pure time-wasters. Minimise or eliminate them entirely.
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The ‘Aha’ moment: Why quadrant 2 saves you time in the long run
Most people spend too much time in Quadrant 1 (Urgent & Important), constantly firefighting last-minute crises. But here’s the game-changer: the more time you invest in Quadrant 2 (Not Urgent but Important), the less time you’ll need to spend in Quadrant 1.
Think about it — if you regularly plan ahead, build strong relationships, and proactively tackle issues before they become problems, you won’t be scrambling to fix last-minute disasters. Instead of constantly reacting, you’ll be in control of your time and workload.
For example:
- Regular prospecting and follow-ups (Quadrant 2) prevent the stress of scrambling for leads at the last minute (Quadrant 1).
- Developing a clear sales strategy (Quadrant 2) ensures you aren’t panicking over missed targets (Quadrant 1).
- Building strong client relationships (Quadrant 2) reduces last-minute scrambling to appease customers who feel neglected (Quadrant 1).
How to use the matrix effectively
- Audit your tasks – Keep a log of your daily activities for a few days. Categorise each into the four quadrants.
- Prioritise Quadrant 2 – Set aside dedicated time for proactive, high-value activities like strategic planning and relationship-building.
- Reduce Quadrant 3 & 4 activities – Identify tasks you can delegate or automate.
- Use a weekly planning session – At the start of each week, map out your priorities and allocate time accordingly.
Take back your time: 5 practical tips
- Time block like a boss – Set aside dedicated time for selling activities, prospecting, and follow-ups. Treat it like a non-negotiable meeting.
- Follow the two-minute rule – If something takes less than two minutes, do it immediately. Otherwise, schedule it.
- Group your tasks – Answer emails at set times instead of all day long. The same goes for admin work.
- Learn to say no – Not every meeting needs you. Push back on unnecessary commitments.
- Automate & delegate – Use CRM tools, templates, and automation to cut down admin time. If someone else can do it, let them!
Managing your time isn’t about doing more — it’s about doing what matters most. Take charge of your schedule, focus on selling, and watch your results (and sanity) improve!
