A Simple Framework for Managing Time, Energy, and Attention

This week I felt like sharing a little “how to” guide and a big shout out. Many of you are probably familiar with the classic demonstration involving a glass jar, sand, pebbles, and a big rock. If you start by filling the jar with sand, then add the pebbles, you’ll find there’s no room left for the big rock. But if you reverse the order, placing the big rock in first, then adding the pebbles and sand, it all fits.

The lesson is simple: if you fill your time with small, low-priority tasks first, you won’t have enough space for the major, high-value work that truly matters.

Through my work with Christie from Flor & Order, a specialist in time, energy, and attention coaching, I’ve developed a structured approach to identifying and prioritizing my “big rocks.”

I’ve found that Microsoft Outlook is the system that works best for structuring my time and here’s how I do it:

1. Friday Planning: At the end of each week, I dedicate an hour to planning the upcoming week. This includes reviewing what I accomplished, identifying anything I missed, and ensuring all key tasks are scheduled.
2. Big Rocks First: I place my most important tasks in my calendar first, blocking out time for them in bold, colourful entries that stand out.
3. Smaller Tasks Follow: ?Everything else, from emails to admin work, is slotted around the big rocks.
4. Being kind to my future self: ?I take a moment to write quick notes in each calendar entry, attach relevant files, and add any context I might need later. This small step saves time and frustration when I return to the task.

Another great technique I’ve learned is using a quadrant system to categorize tasks by urgency and importance. On my desk, I keep a simple four-quadrant chart that helps me quickly determine where a task fits:

• Quadrant 1 (Urgent & Important): Tasks that require immediate attention and directly impact my goals.
• Quadrant 2 (Not Urgent but Important): Strategic tasks that contribute to long-term success but don’t have immediate deadlines.
• Quadrant 3 (Urgent but Not Important): Tasks that may feel pressing but don’t contribute significantly to my goals—these can often be delegated.
• Quadrant 4 (Neither Urgent nor Important): Low-value tasks that should be minimized or eliminated altogether.

By using this framework, I can confidently adjust my schedule when unexpected tasks arise without sacrificing my big rocks.

As Iron Mike Tyson said “everyone has a plan until they get punched in the face” likewise a system is only as good as its adaptability. Every few weeks, I take a moment to look back at previous weeks to spot any overlooked tasks (those pesky pebbles and grains of sand that slipped through). The beauty of Outlook is that I can drag and drop tasks forward, ensuring they don’t get lost but also don’t interfere with higher-priority work.

Since implementing this approach, the biggest change I’ve noticed is the sense of control it gives me over my time and workload. The visual structure of my calendar makes it clear what’s important, reducing stress and uncertainty. If someone asks when a task will be completed, I can confidently point to the time I’ve allocated for it.

This system also makes it easier to communicate priorities to others. If a new request comes in, I can say, “I can get to that in two weeks” rather than scrambling to fit it in immediately. Setting clear expectations reduces stress and allows for more intentional work.

I owe a lot of this transformation to Christie Flora at Flor & Order https://www.dhirubhai.net/in/christie-flora/ ?whose coaching has been instrumental in helping me master my time, energy, and attention. If you’ve ever felt overwhelmed, constantly chasing deadlines, or struggling to find time for the important things, I highly recommend reaching out to her. She’s approachable, insightful, and an absolute game-changer.

What about you? Do you have a system for managing your big rocks? I’d love to hear how you prioritize your time!