Get it Done Guide: Focus on What's Important with The Eisenhower Matrix

The Eisenhower Matrix

With distractions around every corner and shiny object syndrome reaching pandemic levels, efficiently managing your time is not just a leg up - it's a survival skill.

Insert: the Eisenhower Matrix, the strategic time management framework that’ll instantly improve your day to day workflow.

The tool is appropriately named after Dwight D. Eisenhower, the 34th President of the United States with a high-achieving military background that included roles as Chief of Staff of the Army and 1st Military Governor of the American-occupied zone of Germany. Eisenhower was widely known for his ability to consistently operate at peak productivity.

The Eisenhower Matrix simplifies decision-making and time management processes, and makes it clear where to focus your time and energy, when to delegate, and when to eliminate a task all together.

The matrix is a simple square divided into four quadrants - each based on a combination of two simple criteria: urgency and importance. The inputs may vary, but the priority of each becomes self-evident once they enter the matrix. Here’s a quick breakdown of the 4 quadrants:

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• Quadrant 1: Urgent and Important (Do): Tasks that require immediate attention and have significant consequences if not completed soon.
• Quadrant 2: Important but Not Urgent (Plan): Tasks that are important but do not require immediate action. Planning for these can reduce future urgencies.
• Quadrant 3: Urgent but Not Important (Delegate): Tasks that need to be done soon but are less important. These can often be delegated to a team member.
• Quadrant 4: Neither Urgent nor Important (Eliminate): Activities that offer little to no value and should be minimized or eliminated.

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3 Practical Ways to Apply and Maximize the Impact of the Eisenhower Matrix

1. Actually Use the Matrix

The first step of the Eisenhower Matrix is to actually use the Eisenhower Matrix. As emails, Slack messages, and other requests come in, evaluate them by urgency and importance. Whether this is happening physically on a notepad or mentally in your head, take a step back and consider “Which quadrant would this fall in?”

For ongoing or repeat tasks, or those that are part of a larger project, begin each day - or even better, the night before - by identifying which tasks are urgent and important so you can tackle them first. This allows allows you to get ahead of the inevitable Q1 tasks that will arrive tomorrow.  Conversely, recognize tasks that are neither urgent nor important. These are prime candidates for elimination, freeing up more of your time for the tasks that truly matter.

2. Create a To-Do List

The mental model is important. However, physically plotting tasks along this matrix (or using your computer) is better - particularly when just starting out.

To do this, list all tasks that you need to complete. Once listed, categorize each task into one of the four quadrants. This visual organization not only clarifies what deserves your attention first, but also helps to keep your day focused and productive.

3. Don’t Forget About Important but Not Urgent (Q2) Tasks

It’s easy to let important but not urgent tasks slip through the cracks, so proactive scheduling is key. By setting aside specific times in your calendar for these tasks, even if far into the future, you ensure they receive the attention they deserve without the pressure of an impending deadline. This approach also helps in developing a balanced schedule that enhances both your professional growth and personal well-being.

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TL;DR: The Eisenhower Matrix

• Effective Tool: Streamlines productivity by categorizing tasks based on urgency and importance.
• Four Quadrants:
  • Do: Urgent and Important tasks.
  • Plan: Important but Not Urgent tasks.
  • Delegate: Urgent but Not Important tasks.
  • Eliminate: Neither Urgent nor Important tasks.
• Application Tips:
  • Execute: Regularly sort tasks into appropriate quadrants.
  • Organize: Use a to-do list for clarity and focus.
  • Schedule: Proactively allocate time for Q2 tasks.

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