The Eisenhower Matrix: Time and Task Management ...

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The Eisenhower Matrix (sometimes called the Eisenhower Box or Eisenhower Decision Matrix) is an easy, yet an extremely effective way to prioritize and manage ... Skiptocontent TheEisenhowerMatrix:TimeandTaskManagementMadeSimple TheEisenhowerMatrixistheanswertotimeandtaskmanagementissuescausedbybadprioritizing. Theinventoroftheprinciple TheEisenhowerMatrixisnamedafterDwightDavidEisenhower–anAmericanarmygeneralandstatesmanwhoservedasthe34thPresidentoftheUnitedStatesfrom1953to1961.DuringWorldWarII,hewasafive-stargeneralintheUnitedStatesArmyandservedasSupremeCommanderwhopreparedthestrategy foranAlliedinvasionof Europe. Dwightmadetoughdecisionscontinuouslyaboutwhichofthemanytasksheshouldfocusoneachday.Thisfinallyledhimtoinventtheworld-famous EisenhowerMethod,whichtodayhelpsusprioritizebyurgencyandimportance.ThroughtheEisenhowerprinciplesofplanning,prioritizing,delegating,andschedulingyouwillstarttoseetherightthingstodoinordertoachieveyourgoalsandbemoreproductive. HowtousetheEisenhowerMatrix TheEisenhowerMatrix(sometimescalledtheEisenhowerBoxorEisenhowerDecisionMatrix)isaneasy,yetanextremelyeffectivewaytoprioritizeandmanagetasksandyourtime. Itisasystemthatbasicallymakesyouseparateallyouractivitiesintofourprioritylevels,oneofwhich(NotImportant/NotUrgent)isimmediatelydropped,soreallyit’sonlythreecategoriesofattention-worthytaskstofocuson(seethepicturebelow). DOwnloadfreeeisenhowermatrixtemplatenow “Important”and“Urgent”tasks. Thesereceivethehighestprioritylevelandshouldbeyourprimaryfocustocompleteassoonaspossible(mostoftenonthesameday).“Important”,but“NotUrgent”tasks. Thesearethelong-termgoalsandtasksthatareimportant butdon’thaveafirmdeadlineyet. Youshouldscheduletheminatimelymanner,doingthemosturgentonesrightafteryou’vefinishedeverythingfromthe“Do”quadrant.“NotImportant”,but“Urgent”tasks. Thesetasksaretheonesyoucandelegatetootherprofessionalsorappointtocompleteyourselfifyoumust,butonlyafteryourfirstandsecondquadranttasksarecompleted.“NotImportant”and“NotUrgent”tasks. Thetasksareplacedinthe“Delete”quadrantbecauseyoushouldeliminatedoingthem.Thismayvaryduetotheperceptionofurgencyandimportance,butmainlythesetasksdon’tevenneedtobedoneandwouldbeconsideredacompletewasteoftimebymostpeople. The"Do"quadrant Wecallthefirstquadrant“Do” asthesetasksareveryimportantandjustneedtobedonepreferablyonthesamedayandnotlaterthanthenextday. Thesearethetasksthatneedtobedoneinordertoavoidnegativeconsequences.Examplesofthe“Do”quadrantwouldbe crises,deadlines,urgentproblems.Theseareusuallythemosttimeandenergyconsumingtasksoftheday.Youknow-theonesyoureallydon’twanttostartduetotheamountofenergyyou’llhavetoinvestinthem…YoushoulduseMarkTwain’s Eatthefrogfirst principleforthiskindoftasks.Thisworksbecauseyou’remorelikelytoenjoycompletingthenextitemonyourlistonceyouhavecompletedthefirstone.Also,itisagreatwaytodisciplineyourselfandgainhigherself-respectwhenyouacknowledgethecompletionofthehardestto-doitem. Thetasksonthe“Do”quadrantareimportantandurgentafterall,sostartwiththemandyou’llseehoweasyeverythingelsewillseemmucheasiertocarryoutaftercompletingthem.Agreatwaytomakesureyouexecuteonthesetasksisto usePomodorotechnique,whichwouldhelpyoufocusonthetaskmoreproductively.Readmoreabout Pomodorotechniquehere. Youneedtodedicate oneplace whereyouwillwritedownyour“Do”tasksdailytomakeplanningwiselyahabitthatsticks.InOfficeHeroplanner,thereisdedicatedspacedailyandmonthlytopindownthetasksthatareImportantandUrgentandevenbreakingthemdownintoactionablesteps.Checkitouthere.  The"Decide"quadrant ThesecondquadrantofTheEisenhowerMatrixwecall “Decide“.Thesetasksareimportantbutlessurgent.Efficienttimemanagersleavefewerthingsunplannedandthereforetrytomanagemostoftheirworkinthesecondquadrant,reducingstressbyterminatingurgentandimportantto-dostoareasonabledateinthenearfuturewheneveranewtaskcomesin.Remember–onlybecausethesearenotconsideredasurgentdoesn’tmeanyoushouldn’tschedulerealisticdeadlines,somakesuretosetyourselfafairtimeestimate.Youshould organizeandplan tasks likethisinto yourdaily/weeklyto-dolists. Trytofollowthetipsavailableinthisarticletomakethemostefficientto-dolistsforthiskindoftasks.  Organizetaskssmarter. UsethededicatedspacesinOfficeHeroPlannerthatisdesignedspecificallytohelpyouplan,scheduleandexecuteyourtasksinaproductivemanner! Learnmore The"Delegate"quadrant Wecallthethirdquadrantlikethisbecausethetasksarelessimportanttoyouthantoothersbutstillprettyurgent.Thisiswherehavingateamspiritcomescrucialinanycompanyculture.Thesearetasksthattechnicallyyoucoulddoyourself,butsuggestingabetterpersonforthejobmeansimprovedteamworkandmoretimeforyoutocompletethetasksfromthefirsttwoquadrants.Youshouldkeeptrackofdelegatedtasksbytelephone,e-mailorwithinameetingtocheckontheirprogresslater.Delegatingwithoutatrackingoptionisasworthlessasnotdoingthetaskatallbecauseintheendnobodycouldbeheldaccountable.Andnobusinessneedstaskspilingupwithoutanyonetakingcareofthem. Therearemanytaskandtimemanagementtoolsavailablenowadaysthatcouldhelpyouwithtrackingtheprogress.We’resureyoucanfindtheonethatfitsyourworkspecificfromourUltimateproductivitytoolguide. The"Delete"quadrant Thelastquadrantiscalled“Delete”becauseitmakesyouconsiderthethingsyoushouldnotbedoingatalland“delete”themfromyourdaily/weeklyroutine.Discoverandstopthebadhabitsthatbasicallyareacompletewasteoftimeanddonotmakeyouproductive.Thesearerealtime-wasters,suchassurfingtheinternetwithoutareasonorspendingtimeonnotimportantandnoturgentemails.Usethisplannertowritedown“Delete”tasksinthededicatedmonthlyareaof“Not-To-Dos”. Setoutspecifictimesduringthedaywhenyouwillcheckemails,answerphonecallsoranyotherincomingcorrespondence(unlessyouworkincustomerservice,wherethesetasksfallintothecategoryof“Do”).Anddon’tdoanyofthesetasksoutsideofthesettimings. UseoneofsocialmediablockingtoolsavailableonourUltimateProductivityToolGuidetoletthemdothejobofrestrictingyouraccesstosuchdistractionsduringworkhours. GuidelinesforusingTheEisenhowerMatrix: Maketo-dolists.Thisfreesyourmindfromconstantmemorization.Plus,thiswayyou’llholdyourselfaccountableforthetasksyouhaveprioritizedon.   Setalimitoftasksyoucanincludeinonequadrant.Weloveworkingwithaformulaofnomorethan8tasksperquadrant.   Alwaysquestionwhatisworthdoingfirst.UseMarkTwain’s Eatthefrogfirst principle fortasksfromthe“Do”and“Decide”quadrants. Eatingthefrogfirstwillgiveyoutremendousenergyandmomentum.    UsethePomodorotechnique tomakethemostofyourworkday.FocusononetaskonlyduringonePomodorosession.   Planintheeveningbeforeandreviewearlyinthemorning,thenworkonyourstuff.   Eliminatedistractions.Donotletothersdefineyourpriority.  Goodheadphonescanblockoutambientnoise.Ifyourco-workersareignoringboundariesstatuslightsas Luxafor canstopthemfrombotheringyouduringyourpeakperformancehours.   Usetoolstohelpyoustayoffthebadhabits,suchassocialmediablockingtoolstostopyoufrombrowsingduringtheworkinghours.   Keeptrackofthetasksyoudelegatetootherstoseetheprogresswiththehelpoftaskandtimemanagementtools.   Finally,trynottoprocrastinatethatmuch.Notevenbyover-managingyourto-dos. 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