thoughts on priorities - maudy ayunda

Summary

In this video script, the speaker shares their time management strategies, starting with auditing personal habits and schedules to identify time-wasting activities. They introduce the Pareto principle, emphasizing the importance of prioritizing tasks that yield 80% of results. The Eisenhower matrix is presented as a tool to categorize tasks into urgent/important, less urgent/important, less important/urgent, and not urgent/not important, suggesting actions like doing, scheduling, delegating, or deleting tasks accordingly. The speaker also advises against multitasking on a micro level to maintain focus and efficiency.

Takeaways

• 🏡 **Time Audit**: Start by auditing your current schedule and habits to identify time-wasting activities.
• ⏰ **Identify Time Suckers**: Recognize and deprioritize activities that consume time without supporting long-term goals.
• 📈 **Pareto Principle**: Apply the 80/20 rule to focus on high-impact activities that yield the most results.
• 📋 **Eisenhower Matrix**: Categorize tasks into urgent/important, important/not urgent, less important/urgent, and neither to prioritize actions.
• 🏃 **Urgency vs Importance**: Prioritize tasks that are important over those that are merely urgent.
• 🗓 **Scheduling**: Schedule important but less urgent tasks to ensure they are not overlooked.
• 👥 **Delegation**: Delegate less important but urgent tasks to share the workload.
• 🚫 **Eliminate**: Discard activities that are neither urgent nor important to clear your schedule.
• 🎯 **Avoid Micro Multitasking**: Focus on one task at a time to increase efficiency and effectiveness.
• 🌟 **Macro Multitasking**: Plan to do multiple tasks over a larger time frame, but execute them one at a time.
• 🧘 **Stay Present**: By focusing on single tasks, you enhance presence and productivity.

Q & A

What is the main topic of the video script?

The main topic of the video script is time management and how to be more productive.

What holiday did the speaker mention spending time with family?

The speaker mentioned spending time with family during the Eid Fitri holiday.

Where did the speaker go with their family?

The speaker went to Bali with their family.

What beverage does the speaker prepare during the video?

The speaker prepares coffee during the video.

What is the first step the speaker suggests for better time management?

The first step the speaker suggests is to do an audit of your schedules and habits.

What is the Pareto principle mentioned in the script?

The Pareto principle is the idea that 80% of the results come from 20% of the efforts.

What is the Eisenhower matrix and how does it relate to time management?

The Eisenhower matrix is a tool for categorizing tasks into four quadrants: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important. It helps in prioritizing tasks and managing time effectively.

What does the speaker suggest doing with tasks that are not urgent and not important?

The speaker suggests deleting or saying 'bye-bye' to tasks that are not urgent and not important.

What is the speaker's stance on multitasking?

The speaker advises against multitasking when doing a task, suggesting it's more effective to focus on one thing at a time.

How often does the speaker apply the Eisenhower matrix to their tasks?

The speaker does not apply the Eisenhower matrix daily but uses it periodically, especially when feeling overwhelmed.

What is the speaker's favorite coffee brand mentioned in the script?

The speaker's favorite coffee brand is Kapal Api.

Outlines

00:00

📅 Time Management and Self-Audit

The speaker begins by sharing their personal situation of being home alone on a Sunday after a holiday. They open their calendar to plan for the upcoming week, which leads to the topic of time management. The audience's interest in the speaker's time management strategies is acknowledged. The speaker suggests starting with an audit of one's schedule and habits, emphasizing the need to identify and eliminate activities that consume time without supporting long-term goals. The example of getting distracted by social media in the afternoon is given to illustrate how time can be wasted. The importance of self-awareness in recognizing tendencies and bad habits is highlighted.

05:03

📈 Prioritization and the Eisenhower Matrix

The speaker continues with the second point on time management, which is prioritization. They introduce the Pareto principle, suggesting that 80% of results come from 20% of efforts. The speaker then explains the Eisenhower matrix, a tool for categorizing tasks into four quadrants: urgent and important, less urgent but important, less important but urgent, and not urgent and not important. They recommend taking action immediately on tasks that are both urgent and important, scheduling those that are important but not urgent, delegating or collaborating on tasks that are urgent but not important, and eliminating those that are neither urgent nor important. The speaker admits to not applying this method daily but finds it helpful during times of feeling overwhelmed, suggesting a quarterly or monthly review of activities.

🚫 Avoiding Micro Multitasking for Effectiveness

The final paragraph discusses the pitfalls of micro multitasking, where the speaker advises against performing multiple tasks simultaneously, as it can lead to inefficiency and a lack of focus. The speaker prefers to multitask on a macro level, planning to do different tasks within a larger time frame but not at the same moment. They argue that focusing on one task at a time leads to better presence, efficiency, and effectiveness. The speaker concludes by sharing their personal experience of taking breaks and enjoying coffee, and they express hope to meet again for a future discussion, emphasizing the helpfulness of the shared tips.

Keywords

💡Time Management

Time management refers to the process of organizing and planning how to divide available time between different tasks. In the video, the speaker discusses various strategies for managing time effectively, such as auditing one's schedule and prioritizing tasks. This concept is central to the video's theme as it aims to help viewers become more productive and ensure that their activities align with their long-term goals.

💡Audit

An audit in the context of time management involves reviewing one's past activities and habits to identify how time is spent. The speaker uses the term 'audit' to suggest that viewers should look back at their schedules to understand their routines and habits, such as when they wake up and sleep, and what they do during the day. This self-assessment is crucial for identifying time-wasting activities that do not support long-term objectives.

💡Pareto Principle

The Pareto Principle, also known as the 80/20 rule, states that 80% of the outcomes result from 20% of the efforts. In the video, the speaker mentions this principle to emphasize the importance of prioritizing tasks. The principle is used to illustrate that focusing on a small number of high-impact activities can lead to significant results, which is a key message in the video about effective time management.

💡Eisenhower Matrix

The Eisenhower Matrix is a time management tool that helps categorize tasks into four quadrants: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important. The speaker introduces this matrix as a method to sort out tasks and decide on the appropriate action for each category, such as doing, scheduling, delegating, or deleting tasks. This tool is integral to the video's message on how to manage time by prioritizing and organizing tasks.

💡Prioritize

To prioritize means to arrange tasks or activities in order of importance. The video speaker stresses the importance of learning how to prioritize, which is demonstrated through the use of the Pareto Principle and the Eisenhower Matrix. Prioritization is a recurring theme in the video, as it is a fundamental skill for effective time management and ensuring that efforts are directed towards the most impactful tasks.

💡Urgent and Important

This term refers to tasks that require immediate attention and have significant consequences if not completed. In the context of the Eisenhower Matrix discussed in the video, the speaker advises that such tasks should be done immediately. This category is crucial for understanding how to allocate time to different types of tasks based on their urgency and importance.

💡Less Urgent but Important

This phrase describes activities that are essential for long-term goals but do not require immediate attention. The speaker gives 'exercise' as an example in the video, suggesting that while it may not be urgent, it is important for health and should be scheduled. This concept is part of the video's overall message on balancing immediate demands with long-term objectives.

💡Less Important but Urgent

Tasks that are less important but need to be done quickly fall into this category. The speaker mentions 'cleaning the house' or 'sending something' as examples. These tasks might be urgent but do not significantly contribute to long-term goals, and the speaker suggests delegating or making them a team effort. This keyword is used to illustrate a strategy for managing tasks that are not high-priority.

💡Not Urgent and Not Important

This category in the Eisenhower Matrix includes activities that do not contribute to long-term goals and do not require immediate attention. The speaker advises saying 'bye-bye' to such activities to free up time for more valuable tasks. This concept is used in the video to encourage viewers to eliminate non-essential activities to improve time management.

💡Multitasking

Multitasking refers to the act of performing multiple tasks simultaneously. The speaker discusses their personal approach to multitasking, suggesting that while it can be done on a macro level (across different days or hours), it should be avoided on a micro level (while performing a single task). This concept is used to illustrate the importance of focusing on one task at a time to increase efficiency and effectiveness, which is a key takeaway in the video.

💡Macro Multitasker

A macro multitasker is someone who can manage multiple tasks over a broader time frame, such as a day or week, without trying to do all tasks at once. The speaker identifies themselves as a macro multitasker and contrasts this with micro multitasking, which they advise against. This term is used in the video to differentiate between effective and ineffective approaches to handling multiple responsibilities.

Highlights

The speaker is home alone on a Sunday, reflecting on time management after a holiday.

They spent the Eid Fitri holiday with family in Bali.

The speaker is reviewing their calendar to manage time for the upcoming week.

The audience has been asking for time management tips.

The speaker shares their favorite coffee-making routine as they prepare to discuss time management.

The first time management tip is to audit your schedules and habits.

Identify activities that consume time without supporting long-term goals.

The speaker realized they waste time on social media in the afternoons.

The second tip is to learn how to prioritize using the Pareto principle.

The Pareto principle states that 80% of results come from 20% of efforts.

The Eisenhower matrix is introduced to categorize activities into four quadrants.

Urgent and important tasks should be done immediately.

Less urgent but important tasks should be scheduled.

Less important but urgent tasks can be delegated or done as a team.

Not urgent and not important activities should be eliminated.

The speaker suggests doing an audit and categorizing tasks to manage time effectively.

The third tip is to avoid multitasking when doing a task to maintain focus.

Macro-level multitasking is acceptable, but micro-level multitasking can be inefficient.

Focusing on one task at a time helps to stay present and effective.

The speaker concludes the session by sharing their coffee break experience.

The speaker hopes the tips were helpful and looks forward to the next coffee session.

Transcripts

Hi~

I'm home alone

and it's a weekend.

It was Eid Fitri holiday before and

I spent some time with my family.

I went to Bali with them.

Then, now is a Sunday.

It’s the weekend before,

of what, of back to our activities

and so I'm sitting here

with my laptop

and I open my calendar

just looking at managing my time for the next week.

And then, I come to think to make a content for Maudy's Thoughts

in the middle of all of this.

Because a lot of you guys are asking me,

“How do you manage your time, Kak Mod?”

“and what are some of the tools that you use

so that you can be productive

and you can ensure that everything gets done?”

So as the theme fits in,

it make me remember and I wanted to share with you guys.

So I took up my cam and there's a lot to cover,

and so I'm going to need a little bit of coffee.

Let me also show you my favorite things to make coffee with.

So of course,

my Kapal Api special mix.

Let’s also grab

my favorite Kapal Api cup

What else? Ooh!

We need hot water.

It's brewing there.

Okay, so back to my time management tips.

I think the very first thing that you should do if

you want to reorganize and want to manage your time better is to do an audit

so audit your schedules so far,

audit your habits so far,

open like, your calendar,

or look back to the schedules you had a few weeks before.

What have you done?

What are your habits? What time do you wake up? What time do you sleep? and..

what are you doing during that interval?

because the first thing that we should be doing is

we have to get rid of the things and the activities that suck up our time

but actually do not really support

our long-term goals.

May be one of the examples is that,

me myself realize that

Oh my god,

turns out what used to consume my time very much is when

in the afternoon, I tend to get bored already, suddenly I

play social media, and with social media

you can waste 1-2 hours, without even noticing it, for example

or like, hmm...

I usually watch TV from this time to this time

but actually, I don't really want to watch TV

but I just kind of wanted to chill.

Well, identifying moments that

sucking up your time and wasting your time, and then

start to deprioritize them first, is very important

so, just do an audit first, we have to really know ourselves

actually what are our tendencies and bad habits

in time management?

Here, water is ready.

Let's do this.

You guys have to watch me.

Okay.

Yum, yum, yum, yum.

Okay, back to the workstation.

Second point,

and I've actually talked about this in my TikTok before

that we have to learn how to prioritize.

So, there is this one principle, called Pareto principle

that says that

80% of the result that we can achieve

is actually just achieved from or could only be traced

to the 20% of what we decide to do,

of how we choose to spend our time.

So 20% results in 80%.

So, can you imagine, how important it is for us to really be smart in prioritizing?

As it turns out, what we do in 20% of our time,

that can give results or give such a big impact

to our life.

And then,

I wanted to talk about the Eisenhower matrix.

I have it here.

In this matrix, we are taught to categorize

our activities into these 4 categories,

the first one is urgent and important.

For this kind of task,

we have to do it right away, basically.

Just do it, get it out of the way.

2nd category: less urgent but important.

For instance, exercise.

Actually, it's not super urgent, but

well, it's quite important for our health.

For things like these,

we can schedule them.

We really put in our calendar.

Okay, next Saturday, I'm going to do this.

Then, the 3rd category is

less important, so it's not very important

but urgent.

Examples of things like this

is kind of like, oh may be like cleaning the house or sending something.

May be things that are more like errands, or like grocery shopping.

May be that kind of thing we can just delegate it or make it as a teamwork.

So we're not the only one doing it.

And last: not urgent, and not important.

Well, for this kind of activities, better that

we just say... bye-bye.

So now, after we audit.

We just do an audit before right,

we know what are our tendencies and the activities that we have to do in the future.

From there, we categorize all that we need to do

into these 4 categories, and then

basically the next steps are

either do it now, schedule it, delegate it or delete it

and this is something that I tried to do

to be honest

I don't always do this everyday, because it's tiring.

But for example, moments like... what is it...

perhaps quarterly or monthly, I try to do this

especially when I feel super, super overwhelmed

and my to-do-lists are getting overload.

Usually I force myself to kind of like do a complete revisit

and evaluation of all the activities that I want to do.

So that's Eisen-matrix-Howers (?) for you.

What?!?

So that’s Eisenhower matrix for you.

Okay, I bet a lot of you guys here think that

I multitask a lot

and... I do on a macro level, but on the micro level,

for time management, I actually avoid multitasking

and so this is my third tip

honestly, do not multitask when you are doing a task.

What I mean is that, for example, when we have decided like

“Okay, now I'm going to clean up”

or, “Okay, now I'm gonna do this assignment”

or write this essay or finish this meeting notes

or.. whatever it is, doing this presentation.

Don't multitask it, like

opening 2 tabs, doing task A and task B at the same time.

If you do that, I think

there's a lot of transition costs when you move from one task to another

because the mindset is different, the context is different

and even take longer for you to get it done.

So, if you want to multitask in a macro level, go ahead.

Like, in one day or in the next few hours, I'm gonna do these 2 things,

but don't combine it and do them simultaneously.

I think, it's more effective

and also the time that we use

to finish those 2 or 3 tasks

is going to be shorter

as it's efficient, it's effective

and we're laser focused on one thing.

Another thing is

it just helps you stay present.

When we're really focus in just one thing

we’re more present, we’re more focused

and yeah, of course will be more effective in getting it done.

The true multitasker I think is a macro multitasker

because the micro multitasker will not get anything done.

That's for sure...

yaah, they might but obviously not, not...

not efficient, from jumping here and there, from one task to another.

In the end, get overwhelmed, and then get yourself confuse.

So that's that for me.

Okay, so that's me.

Thanks for sitting with me

in my, what, my break

and my coffee time, believe it or not

the coffee is almost finished.

So nice, so tasty.

Until next time, hopefully we can get together and have some coffee again.

Bye, I hope that was helpful guys!