EISENHOWER MATRIX
The Eisenhower Matrix is a simple tool for prioritizing tasks so that you can use your time effectively. The principle underlying this matrix starts from the classification of tasks into two main categories:
- IMPORTANT: those that bring you closer to your goals, to your objectives;
- URGENT: those requiring immediate attention without a long-term finality.
Using the Eisenhower Matrix
Eisenhower believed it is essential to focus on what is really important, not necessarily on what is urgent. In setting priorities, you will always encounter the contradiction between important and urgent.
The reality that surrounds you is full of pitfalls of urgency, which can make it difficult for you to get to the things that are really important and valuable. Only when you know what the important activities are and which are the urgent ones can you overcome the temptation to focus on urgent but unimportant activities.
If you want to apply Eisenhower’s principle in practice, you should start listing all the activities/projects you manage. It includes all activities at work, school, home, and hobbies, no matter how unimportant you consider them. If you’ve used a To-do list, you know what it’s about. Once you have identified all the activities, place them in one of the 4 categories, as shown in the figure below:
Think of the matrix as a video game where you have to manage resources (your time) to get a high score. Each task is a mission that you must complete in a strategic way to win.
What does each dial mean?
IMPORTANT & URGENT
These are grade-A priorities and you need to solve them personally as soon as possible. You couldn’t foresee these priorities or you kept postponing them until the deadline came. It’s not always possible even if you think you can avoid this category through planning. The best approach is to always keep free time on your agenda for such unexpected problems and postponed activities. If this is not possible, you will have to postpone other tasks.
IMPORTANT BUT NOT URGENT
These are B-grade priorities and include activities that help you achieve your career and personal goals. It is the dial to which you will have to give the greatest importance. The tasks in this quadrant are important for your career and professional life and you have planned them in advance. They do not need to be solved today, but they must be strategically planned with well-defined deadlines, stages of implementation and necessary actions.
A LITTLE IMPORTANT BUT URGENT
These are C-grade priorities and represent tasks that stress you out with their urgency, eat away at your precious time, and divert you from the really important goals in your life (e.g. posting on social media, replying to unimportant emails, etc.). The main source of these activities is the people in your life. You have to learn to say NO politely to people and invite them to solve their problems.
NEITHER IMPORTANT NOR URGENT
These are priorities of degree D. They are those things that are too little outlined, the ones that time solves or simply the trash can. Most of them you can ignore or undo. If there are activities that some people want you to do, you’ll need to politely say NO and explain why you can’t do it.
The greatest importance should be given to the tasks in quadrant 2. Identify the activities you will have to do and try to plan them. This way you will reduce the pressure in quadrant 1, reducing the number of urgent and important activities. With planning and prioritization, you can remove or reduce a number of tasks in quadrants 3 and 4.
In order for this principle to work in your life and become an effective decision-making tool, you should build your own system of priorities. Adapt the matrix to your own goals and plans. Do this in as much detail and as mandatory in writing because only in this way will your system of priorities become law in the adoption of future decisions. For the system to really work, actively communicate it to those around you.
Tips for prioritizing tasks
- Plan ahead when possible
- Leave free time to deal with surprises
- Schedule time regularly to take care of important but not urgent tasks
- Delegate less important tasks
- Set clear boundaries for activities that serve others but not you
DICLAIMER
Funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or the ANPCDEFP. Neither the European Union nor the ANPCDEFP can be held responsible for them.