Prioritization is important to time management. Often the focus is on completing tasks that are urgent and important without delay or procrastination. However, let’s face it, the challenge is that most things are perceived as urgent and important resulting in inefficiency and stress. The Eisenhower Matrix helps. The key is to identify what is truly urgent and important and focus your efforts there, to be more effective and productive.
Urgent Vs Important
If done properly, the Eisenhower Matrix can help you focus on what is truly urgent and important. It is based on the Pareto principle, which states that 80% of the results can be achieved with 20% of the efforts.
Getting the Best from the Eisenhower Matrix
For each quadrant, aim to have no more than 7 tasks for the day.
- First, decide if the task has a time constraint of must be done today or tomorrow. If yes, then it falls into Quadrant 1, do these tasks first.
- Next if the task is for a long-term goal for your personal or professional growth or an investment into your development, it belongs in Quadrant 2. Schedule time for it.
- By now the task can either be delegated, deferred or eliminated. If the task can be done by someone else, delegate it. If the task can be done by you in 2 to 5 minutes, do it yourself. If the task must be done by you, schedule it, committing no more than 20 minutes and using a timer for effectiveness. Otherwise, eliminate the task.
The aim is to focus on Quadrant 1 and 2. Tasks in Quadrant 3 can be completed afterwards and tasks in Quadrant 4 hold very little value and do not require your attention. As you experience improved efficiency and productivity, you will experience less stress, and more success.