In a situation of high stress or even distress, it is difficult to expect one to be fully capable of using one’s clear mind to craft out a route ahead. The results are often mistakes after mistakes as one puts in an effort to rescue oneself from the undesirable situation.
In fact, a cool head and clear vision is always needed in whatever situation, and if such was applied early on in the process, the situation may have been totally different coming to this stage. A step back to look at things from a wide perspective is always a good practice and it will make all the difference if that is done effectively. However, for most people, there is always a subconscious urge to simply push harder and do more of the same things to try to resolve problems.
As they push harder and want things to go faster, they are generally working in a very confined mode of applying their most familiar way of doing things taken likely from their most recent past. But then, if that was good enough, it is likely that they wouldn’t have been in such a situation in the first place. There is hardly any notion to them that working harder will not get them any further but rather working smarter will.
In their race against time, they have rarely found it was they who have placed a wrong focus and thereby wasted all their time and effort. Their effort was futile and might even be counter-productive because it simply wasn’t the right things to do. Effectiveness (that is, doing the right thing) and efficiency (that is, doing things right) are both important qualities, and we can learn from Stephen Covey‘s famous book The Seven Habits of Highly Effective People. The habit we can learn from him to improve our effectiveness is:
Put First Things First
According to Covey, “first things” are those things that are right. In the bigger scheme of one’s life, the “first things” are determined by one’s own personal life goals and principles. In other words, these are things that are meaningful and will make one genuinely happy and satisfied in life, be they personal achievements, recognition, relationships, or even physical substance such as money. “Put first things first” is therefore to place the right things in their due first priorities and do them using the right way.
In one’s own business project, the “first things” are the right things that will lead to favourable results in line with objectives. “Put first things first” is again to put those right things first and then do them in the right way.
As you can now realise, this practice involves two parts: the thinking part, which is to identify the right things, and the doing part, which is to perform them in the right way. Whether we are contemplating a new business project or putting in our utmost to try to turn around an existing one, change is inevitable. In the process of change, it simply requires us to both “think and do” differently.
Using a time management matrix, Covey takes us to his insightful method which delineates relationships between tasks and the basis of priority setting thereby crystallising the entire practice of “Put First Things First”. While the matrix is said to be dealing with time management, the challenge is indeed self-management, that is, giving ourselves a set of priorities and discipline to follow. The essence is not about getting our work done as quickly or efficiently as possible but really about following a path to producing desirable results – the very concept underlying “Put First Things First”.
We can see in this matrix that the two factors that define an activity is its level of urgency and its level of importance. Urgency deals with timing and the activities of the most urgent nature demand immediate attention. However, not all the urgent calls are important, with only those classified under Quadrant I of the matrix being of high importance. Those matters certainly have to be dealt with first or they will carry very unpleasant consequences.
On the other hand, there are matters which are important for the long term but can easily be put off without any noticeable effect in the short term. These are the Quadrant II activities in the matrix. While they are easily ignorable, how these activities are performed will largely determine if positive results will come out at the end. There are a few reasons why these matters are important in terms of getting results:
1. The activities are developmental in nature, which helps to build a strong foundation for the future
2. Thinking and planning carefully and precisely will prevent careless and surprise mistakes from happening thus reducing the chance of oneself having the torturous need to spend time and energy in combatting Quadrant I fire-fighting crises later on
3. Activities such as relationship building, recreation and personal development can be very pleasant when performed, which helps to re-energise oneself and increase one’s capacity for more productive work and learning
4. The discipline developed by regularly performing Quadrant II activities can build a strong personal sense of balance and control
Unfortunately, most people have under-devoted time on Quadrant II. Instead, because of their past omissions of such activities and the resulting mistakes, they are constantly under high stress having to fight one crisis after another. Others, without a clear view of these relationships, are distracted by a perceived need to engage in Quadrants III and IV activities, all for purpose of relieving stress. However, those activities are unimportant, and even when done in the name of escape, are not helpful in any way to re-energise. It can even be damaging when bad habits are developed through addiction.
The question you would likely ask at this point is whether people like John and Peter/Angela in my stories can afford any time now doing Quadrant II activities when they simply need to put out one fire after another in their deep distress situations (Quadrant I). I can also imagine a lot of other people are in similar situations and consider their full plate of work every day is giving them no breathing space (Quadrants I and III). But I believe they definitely can make the time to learn this concept and review why they are in those situations in the first place. This little time spent can mean a great deal to them. Not knowing there is another way and lacking the necessary will and determination is the more likely reason for some reluctant to make the change. These people just need to take themselves out of their comfort zone for a little while in order to start the process. Once momentum is gathered, things will be a lot easier.
