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Part II: The Solution to the “One More Thing” Time Vampire

Small business owners have a lot to get done; my tasks so far this week have included replacing my office chair, invoicing, initiating a new targeted-market marketing campaign, filling the bird feeders outside my office windows, client meetings, and, well…you get the picture. Some tasks are urgent, others not urgent but important, and some – not urgent and not important. Facebook and filling the bird feeders fall into that last category. Stephen Covey, in his landmark book First Things First, popularized an idea presented by President Eisenhower; we have tasks which are urgent, and rarely important and tasks which are important, but rarely urgent. In small business terms, it looks like this:

  • Urgent and important tasks: Correcting errors, fighting fires, deadline-driven projects, employee crises. In Covey terms, these are Quadrant I tasks. A clear business vision and effective business systems will eliminate time spent on these tasks.
  • Not urgent but important tasks: Ahhh, The Lovely Quadrant II, my favorite place to spend time. Strategic work, tasks in line with a business vision, chosen to move a business forward. I once created a “Q2” group when I was in corporate, an employee group who focused on long-term strategy and systems. These are the tasks that are often postponed because they are not urgent and there is sometimes some fear around accomplishing them.
  • Urgent but not important tasks: These tasks often help someone else, or we have taken them on to be “nice”, or if we’re not clear about our own business vision. Incoming phone calls and emails can be seen as urgent, but very few are important to our business. Other examples might include networking that’s not in line with our business model.
  • Not urgent and not important tasks: Most of our time on social networks falls into this category, fantasy football, Candy Crush,as does filling my bird feeders. If you’re not sure, ask yourself what the consequence would be if you did not spend time on the task.

If you want to know how you’re spending your time, use the template here.

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Helen Dutton, A Vision of Your Own, has provided business and personal coaching for small business owners since 2000, providing online and face to face coaching for entrepreneurs, small business owners, start-up businesses as well as established businesses across the country. Clients come from New Hampshire, her home state, but she has also acted as a mentor to business owners in Atlanta, Chicago, Los Angeles, the Denver area, and closer to home in the Boston area. Helen helps her clients develop their small business ideas, create marketing plans, improve operation efficiency, build customer service systems, build management and leadership skills, and develop confidence as a business owner. Helen provides business tips and resources through her blog and her newsletter, where you can also find business templates to help your business prosper.