Art of Progress

Recently I put together a small workshop on time management at the request of a coworker. While researching the topic, I came across a summary of Stephen Covey’s four generations of time management. Having read a lot about time management but nothing by Covey, I decided to take the four generations summary and “make it my own” for the workshop. Here’s what I came up with; each generation will be a likely topic for more in-depth future blog posts:

First Generation of Time Management: Reaction

Wikipedia gives the first generation the following description:

Reminders [are] based on clocks and watches, but with computer implementation possible; can be used to alert a person when a task is to be done.

Let me add: post-it notes, coworker drop-ins, phone-calls, emails, and memory.

All of these tactics are reactive: They call your attention to something and give you a chance to react. With any luck, you’ll actually have enough time to react before the next task grabs your attention; but how do you know? Planning.

Second Generation of Time Management: Planning

Wikipedia gives the second generation the following description:

Planning and preparation based on calendar and appointment books; includes setting goals.

If you have a plan and are prepared to execute that plan, chances are you’ll get something accomplished. Within this generation of time management you are perhaps taking those post-it notes and putting them into a logically ordered to-do list and asking your next drop-in to schedule a meeting. To maximize the effectiveness of your plans, you should also be estimating the time each task will take to ensure your plans are realistic.

At this stage, your getting pro-active: You know what you are going to do, about how long it will take, when you’re likely to start, and when you’ll probably be finished. You’re also using tactics from the first generation of time management for things you haven’t yet planned. You’re getting things done, and not losing track of anything (or at least, not much!), but how do you know you’re getting the right thing done? Prioritization.

Third Generation of Time Management: Prioritization

Wikipedia gives the third generation the following description:

Planning, prioritizing, controlling (using a personal organizer, other paper-based objects, or computer or PDA-based systems) activities on a daily basis. This approach implies spending some time in clarifying values and priorities.

If you have a plan, the opportunity to execute that plan, and you know you’re working on the most important thing possible then chances are you won’t just get something accomplished, you’ll actually attain what you value most (often money, but not necessarily)!

At this stage you’re not just pro-active, you’re actually exerting some control over your destiny: You’re focusing where you need to focus, getting done what needs to be done. You aren’t just planning, you’re adapting to new circumstances and opportunities; re-planning and re-prioritizing as new knowledge comes to light. You are using the tactics from the second generation and fitting them into an overarching strategy, and utilizing the tactics from the first generation to manage day-to-day operations. You’re getting the right things done, eliminating what doesn’t need to get done, and staying organized along the way.

Chances are, if you’re managing your time using the first three generations of time management then you’re successful at what you do. You’re also stressed out. Planning, prioritizing, executing, and doing it all on schedule is hard work and any experienced planner knows that “no battle plan survives contact with the enemy.” How do you manage the stress? Do Easy.

Fourth Generation of Time Management: Do Easy

Wikipedia gives the fourth generation the following description:

Being efficient and proactive using any of the above tools; places goals and roles as the controlling element of the system and favors importance over urgency.

This is the point when the first three generations become intuitive, and are executed in the most efficient way possible. Each new circumstance that arises, every new prospect of opportunity, and each new bit of knowledge attained fits effortlessly into its proper place within The System.

I named this generation of time management “Do Easy” because it is well illustrated by the classic short film of the same name by Gus Van Sant:

To work with such effortlessness the mission, vision, and values you operate upon must be known intuitively and shared by those you work with; you must use tools to create leverage and execute not just effectively, but efficiently.

If you are operating within the fourth generation of time management then you have enough experience to both work efficiently now and to change the way you work when a better way comes along. You probably have strong relationships with those you work with; you can lead when its necessary and follow when its most effective. You’ve probably even automated a lot of what used to be (until you automated it) your work: Email, task tracking, status reporting, and so on. You don’t just use your time efficiently, you use it wisely; taking time to stay educated, to improve the overall efficiency of the system, to invest in and grow yourself and those around you, and even to relax when you need to.

Thinking through these four generations was helpful for my workshop, and I think represents a milestone in my own ability to manage time effectively. Do you have any tips or tricks for time management? Which of these four generations does it fall into?