We have all heard or seen the eye opening narrative where the professor uses two of the same glass receptacles and in one places the sand {the small everyday- mundane items in your life that need attention} then puts in the rocks {the larger items in our life that need attention- the house, finances, etc} and then doesn't have room for the larger rocks {the more important things like family, health, friends.} He then explains how you put the large rocks in first as they are the most important then the rocks will fill in the spaces around those and then the sand will then fill in the smaller holes around the large rocks and small rocks. The exercise illustrates how we can make everything fit into our lives if we just take care of what is important first and let everything else fill in around that.
It is as enlightening as it is practical and brimming with common sense. Very similar to the reason I re read my favorite parenting books over as I knew hat was in there and what worked but sometimes I just needed the refresher.
Now this also applies to work and might again be something we all know but just don't follow through with as the 'sand' tends to be what grabs our attention moment to moment. I once knew of a ED who advised employees to grab the 'low hanging fruit' when managing their time during the day. I operate, and have done Executive Training, that says that the opposite is is what you should be reaching for. Do not do the easy tasks first. If you want to accomplish as much as possible start off with your list of big rocks- the projects, the reports, the deadlines. Then list your little rocks- your meetings, next weeks meetings, and deadlines. And then your sand- your e-mails, the little to do list, etc. You will have time for it all. Just like the receptacle was big enough.
Start early. When you are there at 7 or 7:30 and close your door, it gives you time to attack the 'rocks' before the interruptions start. If you need a break between the big projects or 'big rocks' hit a few of the smaller rocks in between. You can also jump to the smaller rocks as the day winds down and you might not have the focus or patience as you did earlier in the day. Transfer any over to your list for the next day- again- big rocks first and small rocks next. I actually list my to do's under Big Rocks/Small Rocks/ Sand. Read your e-mails 4-5 times a day and answer them and address the task then and there. If you can't answer or take care of the task add that to your 'to do' list for the end of your day or the next day. Delete, file away and throw away. After 15 to 20 minutes with your e-mails or small tasks make a point to go back to your 'big rocks and little rocks' Check them off as you go. What you don't complete you add to your list for the following day. Know that your small rocks will become bigger rocks as deadlines approach. Know that you won't complete your list daily but you will complete more tasks on that list then if you did not have the list. And know that low hanging fruit is not what you want to be reaching for.
