BOOK SUMMARY 8 The Five Choices
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Summary written by: Dianne Coppola
"In today’s environment, the key to productivity is
not to get more things done, but to get the right things done – the important
things – with the highest quality you can achieve."
- The Five Choices, page 11
Well,
I see you are interested in increasing your productivity. An admirable goal and
one I share. But before we go any further, please go back and re-read that
opening quote. Now isolate the key phrases in that statement. What did you
select? I chose ‘key to productivity’, ‘right things done’, and ‘highest
quality’. Which converts nicely into a simple formula for success: Productivity
= doing the right things + highest quality.
That’s
an interesting ah-ha moment. Typically when most people think about
productivity they want to get more things done in less
time. I’m not sure that is a sustainable or effective lifestyle choice and
the sooner you let go of that illusion the better.
The
Five Choices: The Path to Extraordinary Productivity is a FranklinCovey publication, firmly grounded in
Dr. Stephen Covey’s time management quadrants and principles. Kory Kogon and
Adam Merrill repackage these timeless principles into five choices that help
address three key issues faced by people regardless of context – decision
management, attention management and energy management. The book utilizes several
examples to illustrate the concepts and tackles the challenges associated with
information overload in our 24/7 technology dependent world.
Golden Egg
Pause, Clarify, Decide
"The
key to getting into Q2 [the Important not Urgent productivity quadrant] is to
pause your reactive brain long enough to clarify what is coming at you, then
decide whether it is worth your time and energy."- The Five Choices, page 49
Pause.
Clarify. Decide. It sounds so simple and yet in our overscheduled, fast-paced
lives we often simply put our heads down and plow through the items on our
daily to do lists without really thinking about why we are doing what we are
doing. Then we bemoan the fact that we are always running from crisis to crisis
putting out fires while failing to set aside time to take the preventative
actions that would reduce the number of fires we are fighting!
And
technology has upped the urgency factor. Computers and mobile devices buzz,
beep, flash and vibrate constantly and like Pavlov’s dogs we have been
conditioned to respond to those triggers the moment they activate. We tell
ourselves we are being responsive and efficient, while in reality we are
carelessly syphoning valuable time and energy into lower value distractions. Be
honest. How many emails, calls or interruptions do you receive that absolutely
must be addressed immediately or the world as you know it will go up in flames?
Taking
time to ‘pause, clarify and decide’ helps you determine where your time and
energy is best directed in that moment. This winning strategy only works
however, if you’ve taken the time to identify what is truly important to you.
Gem #1
Schedule the Big Rocks, Don’t Sort Gravel!
"The
key shift in thinking for Choice #3 [schedule the big rocks] is to realize you
can never get ahead by just sorting through the gravel faster."- The Five Choices, page 95
Anyone
who is familiar with Stephen R. Covey’s The 7 Habits of
Highly Effective People knows
that the Big Rocks analogy refers to your top priorities; time devoted to key
relationships and responsibilities, important projects, critical meetings, and
so on. I have always liked this principle, however confess my execution over
the years has been haphazard. With electronic calendars and lists, it is oh so
easy to slide things around and let ‘other stuff’ hijack your time.
That’s
why I love the follow-up directive that accompanies Choice #3 – don’t
sort gravel! Gravel represents the small stuff in our lives – things
like email, household chores, routine meetings, TV, social media and so on.
These things can consume a lot of time with minimal return on your investment.
I
definitely don’t want to be someone who ‘sorts gravel’ so I’ve decided to experiment
with visualization and add some virtual weight to my big rocks. I now think of
my calendar as a garden where I am growing the things that are important to me.
Each week (and day) I remind myself what I want in my garden and identify the
tasks I need to do that will help those dreams blossom. Those tasks get prime
time in my calendar. I think of those tasks as focal points for my garden;
large, heavy rocks that should not (and cannot) be moved on a whim (after all,
they weigh a ton!) As a result I find I am more motivated to follow-through
with those tasks and less inclined to shift them around without a really,
really good reason. I also am trying to block time for daily ‘weed and feed’
activities where I group routine and unanticipated tasks together rather than
addressing them as soon as they are noticed.
Gem #2
Win Without Fighting
"Win
Without Fighting is based on the principle of automation. The goal is to
confidently automate as many decisions as possible so our brain does not have
to use up energy on the mundane, useless or unnecessary."- The Five Choices, page 133
This
actionable GEM is associated with the fourth choice for extraordinary
productivity: rule your technology, don’t let it rule you. The authors devote a
whole chapter to this topic and provide a number of helpful, easy-to-implement
suggestions for making technology work for you. The two strategies that I’ll be
adopting to better manage the gravel disguised as emails are setting up
rules/filters and adopting a Core 4 system for processing information.
The
authors have convinced me that taking the time to set up rules to sort my
incoming emails into predetermined folders of my choosing will save me
innumerable hours in the future and ensure only the most important messages are
visible in my inbox. I can then review the auto-filed messages during my daily
‘weed and feed’ timeslot or another convenient time and won’t miss anything.
Awesome!
The
Core 4 approach encourages you to manage incoming information as an
appointment, a task, a contact, or notes/documents or a combination of those
things. Read emails with a view to turning them into one or more of these four
things, and then delete the email. The same applies to paperwork and verbal
requests. Of course if it is unwanted junk mail well, you know what to do with
that!
Both
strategies make sense when you realize that “every email is a decision.
And when we are busy deleting, moving, being tempted by, or answering emails,
we are using up energy [and time] that would be better applied
elsewhere.”
The
Five Choices was a quick and inspiring read. Even
though the core principles and choices were not new to me, I gained a deeper
awareness of how different choices positively (or negatively) influence my
productivity levels and overall sense of accomplishment. I also picked up some
easy action items that will help me spend more of my time on my Q2 activities
(important, not urgent).
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