Lessons From First Things First and Getting Things Done. How Two Classic Time Management Frameworks Have Shaped My Coaching and Leadership

Every once in a while, a coaching session turns into a mirror. That happened recently with one of my clients — a gifted, motivated executive leader who, like so many others, had hit that familiar wall of overwhelm. Their to-do list was overflowing. Their team was busy but unfocused. They knew what mattered, but they couldn’t seem to get traction on the most important things.

I’ve had this conversation many times over the years. When the urgent constantly outweighs the important, leaders drift into reaction mode — always busy, rarely effective. That’s when clarity starts to fade, and without clarity, even the best teams lose their way.

So, as the session began, I pulled two old friends off my bookshelf — books that have shaped my approach to time, focus, and leadership more than any others.

First Things First by Stephen Covey and Getting Things Done by David Allen.

I told my client, “These two books are the best I’ve ever read on managing your time and your life. I’ve used them for years to coach leaders just like you.”

The Coaching Conversation: From Overwhelmed to Intentional

As we unpacked their week, a pattern emerged — one I recognized immediately:

• Meetings filled nearly every available hour.

• Email dictated the agenda.

• Projects competed for attention.

• The most important things — strategy, reflection, team development — were getting squeezed out.

So I asked a simple question:

“What percentage of your week is spent on what’s truly important versus what’s merely urgent?”

They thought for a moment and said, “Maybe 20 percent.”

That was the opening I needed. Because both Covey and Allen, in their own ways, address that very tension — the gap between what we say matters most and what actually gets our time.

First Things First: The Compass Before the Clock

Stephen Covey’s First Things First, written with A. Roger and Rebecca Merrill, has long been a foundational book for me. It expands on Covey’s ideas from The 7 Habits of Highly Effective People — especially the principle of “put first things first.”

Covey’s message is simple but powerful:

“The key is not to prioritize what’s on your schedule, but to schedule your priorities.”

He uses the Time Management Matrix, dividing all activities into four quadrants:

Quadrant I
Description: Urgent and Important
Focus: Crises, pressing problems

Quadrant II
Description: Not Urgent but Important
Focus: Planning, relationship building, personal growth

Quadrant III
Description: Urgent but Not Important
Focus: Distractions, interruptions, other people’s priorities

Quadrant IV
Description: Not Urgent and Not Important
Focus: Time wasters, trivial activity

Covey argues that most of us live in Quadrants I and III — reacting to what’s urgent — while neglecting Quadrant II, where our real leadership effectiveness is found.

Quadrant II activities are the heart of leadership:

• Investing in people instead of constantly solving problems.

• Building systems rather than patching symptoms.

• Clarifying vision rather than chasing tasks.

Covey calls this the “Compass over Clock” principle — knowing that direction matters more than speed.

In my own life and coaching, I’ve seen how shifting even a small portion of our time toward Quadrant II work changes everything. When leaders begin scheduling time for vision, planning, mentoring, and prayer, their weeks feel lighter and their leadership becomes more intentional. The urgent doesn’t disappear — but it stops driving the bus.

Getting Things Done: The System for Staying Clear

If Covey helps us define what matters, David Allen’s Getting Things Done gives us the system for managing everything that flows from it.

Published in 2001, GTD has become one of the most practical frameworks for organizing work and life. While Covey focuses on purpose and priority, Allen zeroes in on process and clarity.

He describes five key steps:

1. Capture – Collect everything that has your attention — tasks, emails, ideas, commitments — in a trusted system.

2. Clarify – Decide what each item means and whether it’s actionable.

3. Organize – Sort actions and projects into categories or contexts.

4. Reflect – Regularly review your lists and priorities to stay aligned.

5. Engage – Take action confidently, knowing your system is up to date.

Allen points out that our brains are terrible places to store commitments. Every “open loop” — every undone task or unmade decision — occupies mental space and drains energy. Once we get everything out of our heads and into a reliable system, we can finally think clearly and focus on what’s in front of us.

I often describe GTD as the mechanics of clarity. It complements Covey perfectly:

• Covey teaches us to choose the right priorities.

• Allen shows us how to manage them efficiently.

Together, they provide both direction and discipline — the compass and the map.

How I Combined Both in Coaching

In that recent session, I walked my client through a simple exercise that blends both Covey’s and Allen’s ideas.

1. Identify Quadrant II Priorities.
   We started by defining what “important” really means in their world — roles, responsibilities, and long-term goals. For this leader, that included mentoring team members, casting vision, and developing better systems.

2. Capture Everything.
   Next, we built their GTD system — a trusted place to capture every task, idea, and obligation. It didn’t matter whether they used a notebook, a spreadsheet, or an app; the key was getting it out of their head.

3. Align and Review.
   Each week, they’d begin with a short review — asking, “What’s truly important right now?” Then they’d manage their tasks through the GTD workflow, ensuring their weekly activity matched their long-term intent.

I told them, “You can’t delegate your priorities, but you can systematize your commitments.”

When leaders start aligning Covey’s why with Allen’s how, everything changes. They move from feeling reactive to feeling anchored.

Why Focus Is a Leadership Imperative

For executive pastors and organizational leaders, focus isn’t optional — it’s essential.

When a leader loses focus, the team loses direction. When everything feels urgent, nothing truly important gets done. And when systems don’t support priorities, burnout isn’t far behind.

I’ve seen it in dozens of coaching relationships: the moment a leader starts protecting their time for the important things, their entire organization benefits. Meetings become shorter. Communication improves. Decision-making gets clearer. And most importantly, the leader regains energy and presence.

The truth is, effectiveness isn’t about doing more — it’s about doing what matters most, consistently.

That’s why I keep coming back to these two frameworks. They remind me that:

• Effectiveness is not efficiency. Doing the wrong things faster isn’t progress.

• Focus reveals values. Our calendars always tell the truth about what matters most.

• Systems sustain success. Without structure, even the best intentions collapse under pressure.

These aren’t just productivity tricks — they’re leadership disciplines.

A Final Thought

As our session wrapped up, my client smiled and said, “I’ve read both of those books, but I never thought about combining them like this.”

I smiled back. “That’s where the magic happens,” I told them. “Covey gives you the compass; Allen gives you the map. Together, they help you lead on purpose.”

It’s true for every leader I coach — and for me, too. In a world that’s constantly demanding more, the leaders who thrive are the ones who know what matters most and build systems to stay true to it.

If that sounds like something you need right now, I’d love to help you build your own framework for focus.

Schedule a Coaching Session

If you’re ready to gain clarity, reclaim your calendar, and lead more effectively, let’s work together. I’ve helped dozens of executive pastors and other senior church leaders find peace, structure, and focus — and I’d love to do the same for you. Book your free discovery call HERE.