In an endless stream of things to do, you can get lost, forget something, or simply not have time to do it. Unfinished tasks thus accumulate and burden the next one. new day with new possibilities. And again the same problem: I didn’t have time, forgot, put it off until tomorrow.
Such situations often happen to those who do not know how to plan, and this is not surprising, because the planning process requires certain time management skills and special attention.
There are many planning techniques that allow correct use to extract maximum benefit from a temporary resource. Let us give an example of the most effective and uncomplicated technique, which is called "Eisenhower matrix" or "Eisenhower square".
is a principle of prioritization that allows you to decide during the day greatest number tasks.
This principle is one of the most popular in time management. It is used all over the world: from ordinary workers to managers of large organizations of world-famous corporations.
The founder of this principle is Dwight David Eisenhower (34th President of the United States). Given his busy schedule, he optimized his work schedule by systematizing tasks depending on their importance, which led to the creation of his own equipment, which was distinguished by its simplicity and uniqueness.
The Eisenhower Matrix as a Priority Setting Tool
Eisenhower divided things into 4 categories and entered them into a table in which he clearly highlighted squares that made it possible to distribute planned tasks according to their urgency and importance (a, b, c, d).
Each square has its own purpose:
- “a” - urgent ones of special significance;
- “b” - important ones that can be delayed;
- “s” - not of the first importance, but urgent;
- “d” - not urgent and unimportant.
By prioritizing in this way, you can learn to manage time, which will help in achieving your goals, increase your performance in completing planned tasks and affect success in a particular activity.
To prioritize according to D. D. Eisenhower’s principle, you need to study in detail the categories (squares) in his table.
Important and urgent matters (category a)
The square of this category contains planned tasks that are the most significant and very urgent. According to Eisenhower’s principle, this square should be empty, free for a new daily entry, which for a person with time management skills will not give the opportunity to trigger the urgency of things and allow a critical situation in case of non-fulfillment.
It often happens that things from square “b” are moved to square “a” due to ordinary human laziness, which is one of the reasons for its filling. At times this can happen to anyone, but in the case of daily throwing things from square to square, it is worth practicing self-discipline.
In order to avoid the appearance of uncompleted tasks in square “a”, it is necessary to complete tasks in other categories in a timely manner and strictly adhere to the to-do list for this square. You can also use the delegation method (delegating tasks to someone), which will make it possible to resolve tasks and not leave behind unfinished work.
To-do list for square “a”:
- negatively affecting the achievement of the goal;
- problematic ones that can cause trouble;
- health related.
Important, non-urgent matters (category b)
The most promising and priority cases often fall into this category. Eisenhower assigns them a significant role, since their implementation is the key to success. Experience shows that if you use time responsibly when doing things included in the “b” square, then good results will make themselves known very soon.
The advantage of this square is that there is the right amount of time for important matters, which allows you to solve problems constructively and thoughtfully, in to the fullest reveal your potential and think through (analyze) your activities. But it is important to know what to put aside long box these cases are not worth it, since there is a risk of moving them to the first square, which is unacceptable according to the Eisenhower principle.
Examples of cases and tasks of square “b”:
- project planning;
- partnership (search, cooperation);
- results of completed projects (evaluation of work done);
- search for prospects for development.
Concerning Everyday life, then experts recommend including in this square matters related to planning, study, sports, diet, etc.
Urgent, unimportant matters (category c)
This category includes secondary tasks that cannot be delayed. What often happens is that a person rushes to complete the least important tasks and thus becomes distracted from the goal. The Eisenhower Matrix requires precise use of technology, so you should not make mistakes in classifying tasks.
When setting priorities, you should not confuse tasks related to the “c” square with the tasks of the “a” square. Here's an example of possible confusion:
The boss gives an order that requires urgent execution, but this order has nothing to do with the work. This task should be entered in square “c” and considered important, but not urgent, since you cannot deviate from your intended goals, thereby wasting your time on something that distracts from the main thing.
Examples of cases and tasks of the square “c”:
- unexpected guests demanding attention;
- unscheduled urgent meetings;
- getting rid of troubles caused by your own negligence.
Non-urgent and unimportant matters (category d)
These are tasks that are ready to wait for their temporary resource as long as necessary or may even remain impossible to complete. Rather, this category includes things that are simple and interesting, but you shouldn’t grab them, they only slow down the work process and move you away from the goal.
Examples of cases and tasks of the square “d”:
- empty telephone conversations;
- entertainment activities;
- any events that distract from work.
By setting priorities according to the principle of the Eisenhower matrix, you can undoubtedly manage to do a lot and get closer to your goal, but do not forget that work is the main source of success with proper time management.
In fact, there are tools that help you prioritize and get the important things done. One of them is the Eisenhower matrix: a method tested by many successful people in their lives. Company managers use it to plan and monitor their own activity and the activity of their subordinates. But it is so simple and effective that it can be recommended even to a housewife creating the design of her apartment.
After practicing several times, you will almost automatically “scatter” tasks into important and urgent ones, those that can be done later, and those that should occupy much less of your attention. If you allow yourself a pretentious style, then the matrix allows you not to forget about your own life mission in the routine of endless urgent matters.
Of course, everyone understands and uses this tool in their own way.
Below is one of the options for effectively using the matrix. , try and achieve everything that is important to you!
How to build:
Divide the field into 4 quadrants:
Tasks A “Urgent - Important” (a kind of quadrant “Woke up!” or “Fire!”).
Tasks B “Not urgent - Important” (key, main work quadrant, in which you not only achieve high-quality results, but also develop, delegate, celebrate success, etc.).
Tasks B “Urgent - Not important” (this is all the fuss that is not ours often, but we do it, consciously or because “it just happened that way”?).
Tasks D “Not urgent - Not important” (this is completely empty: solving these problems is the same as responding to outright spam).
What is important"?
The organization we work for has defined these tasks before us and for us. These are, in fact, the tasks for which we were invited to work for the company: our job responsibilities, tasks that are assigned to us by our immediate (administrative) supervisor or the manager of the project in which we participate. This is not your personal understanding: is it important on a universal scale or not?
Everything is more prosaic: what matters is why you were called to this position. And if everyone completes these tasks, everyone will be happy.
What about “Urgent”?
Something that has a very specific period. Most often it’s urgent - when the deadline is already very close.
What does the Matrix look like?
What can you do right now?
Do this simple exercise:
1. List all the goals and tasks you plan to accomplish. The list must be numbered.
2. Rank each task on a scale from −5 to 5 in the categories “Urgency”, “Importance” in Table 1. Divide large goals (“Elephants”) into individual tasks (“Beefsteaks”) and assign a rank of “Urgency” and “Importance” » each individual “steak”.
3. In Table 2, distribute all matters by field based on the Urgency and Importance ranks.
4. Prioritize tasks by moving along the field from the upper right corner (“Urgent - Important”) to the lower left corner (“Not urgent - Not important”).
5. Execute according to priorities.
6. Enjoy order and success. After all, Success is also about being on time.
Good afternoon, blog readers, your decision!
In this article I want to talk about the problem of an overloaded task list, which almost everyone encounters. modern man. How is it shown? The fact is that we plan to complete many different tasks during the day or during the week, and at the end of this period we realize that we have not accomplished anything.
Why does this happen? Why are we overloaded and don't have time to do what we planned?
Most often this is due to the fact that our planning is unrealistic. We overload our list of tasks, we need to cross something off, but the question arises: “How can we cross something off if we only write down the necessary things on it?”
Specific prioritization techniques can help us determine what needs to be done first, what we can put off, or not do at all.
One of the simplest and effective techniques determining priorities is the Eisenhower matrix. The idea belongs to US President Dwight Eisenhower. She gained fame after Stephen Covey wrote about her in his book “The 7 Habits of Highly Effective People.”
Constantly being busy is a form of laziness, lazy thinking and indiscriminate action.
Tim Ferriss
The Eisenhower Matrix is based on the idea that 20% of our efforts produce 80% of the results. Eisenhower perfected this principle.
The Eisenhower matrix is a square divided by two intersecting axes into 4 sectors or quadrants.
The vertical axis is “importance”, the horizontal axis is “urgency”.
Thus, we get 4 sectors:
sector A - “urgent and important”
sector B - “not urgent, but important”
sector C - “urgent, but not important”
sector D - “not urgent, not important”
Sector A: important, urgent
Brings together things that need to be done first. They cannot tolerate delay; it will be too late to do it tomorrow. The regular appearance of such things in our task list is, as a rule, a consequence of poor planning, disorganization, procrastination, etc. Ideal planning is a situation of empty quadrant A.
Examples of quadrant A cases:
- loan payment
- an unscheduled visit to the doctor when something already hurts a lot
- Call a plumber to repair a leaking pipe
- laptop repair
Sector B: important, not urgent
This sector brings together matters that directly affect your personal effectiveness. The main difference between these cases and Quadrant A cases is the lack of urgency. This allows you to approach solving such problems more thoughtfully, which allows you to achieve greater results and efficiency. The tasks of sector B should mainly consist of our to-do list for the day. You also need to remember that the affairs of sector B, if they are not given timely attention and time, can move to sector A.
Examples of quadrant B cases:
- training, advanced training, courses and seminars, trainings
- scheduled report
- sports
- quality rest
- scheduled visit to the doctor (dispensary examination, preventive examinations)
Sector C: not important, urgent
Things that do not bring you closer to your goal, but they must be done. The main mistake When working with the matrix, it is important not to confuse the affairs of sectors A and C, otherwise a situation will arise that you are spinning like a squirrel in a wheel, but completed tasks do not bring you closer to your intended goal, and important tasks remain unresolved.
Examples of Sector C cases:
- checking email
- current calls
- meetings
- household chores (house cleaning)
- meetings imposed by someone
Sector D: not important, not urgent
The sector brings together things that waste our time and bring us no benefit at all. In other words, they consumed time. But these tasks have great appeal for us, they are easy to complete, they allow us to have a good time and relax. Therefore, it is very difficult to resist them, but it must be done.
- surf social networks
- watching TV
- chatting with colleagues
How can a matrix be useful in practice? There are two possible ways to use the Eisenhower matrix:
- for planning
Often we do all the urgent, but unimportant things, and we put off the important and non-urgent things further and further. If we start planning our time and tasks using the Eisenhower Matrix, we can spend more time on important things that will bring us closer to our goals, and eliminate tasks that take up time, effort, energy and rarely lead to our goals. Read how to use the matrix for planning in this article below. - to evaluate your effectiveness
The Eisenhower Matrix clearly shows what tasks you perform. This analysis can be carried out at the end of the week or month. Regularly reviewing the tasks you have been busy with over a period of time will improve your personal effectiveness.
What does it look like?
- Write down the things you completed during the day on a sheet of paper.
- Distribute what you have done into four sectors, indicating the time spent.
- Calculate how time and number of tasks were distributed across sectors.
- Interpretation of the result:
sector A
If sector A has grown, it means you are not in control of your life. you don't study strategic planning, you don’t know how to distribute the workload among employees and delegate responsibilities.
sector B
If sector B is the most filled with things to do, then you devote enough time to achieving your goals and know how to concentrate on the main thing.
sector C
An increase in the affairs of sector C shows your lack of intended goals and plans. you waste your time on unimportant tasks.
sector D
The question arises: “What are you paid for?”, and on a personal level, you are wasting your time.
The main difficulty in using the Eisenhower matrix is the difficulty of determining the importance of a task. We often think that all tasks are important. how to determine the true importance of a task. How can you identify the truly important tasks from among all the tasks?
This is where the “Franklin method” comes in handy: what is important is what corresponds to the main goals of my life.
The main idea is that before you set priorities, you need to clearly define your goals for a certain period.
After this, we will supplement the Eisenhower matrix, placing our goals in its center. What happens now? Now the importance of all tasks for the day will be assessed in relation to the set goal.
The importance of the task is distinguished by the answer to 3 questions:
- What happens if I don't do this today?
- Can someone do this for me?
- Is this task important to achieving your goal?
For example, your goal is “to pay off all loans and debts within a year.” We evaluate the importance of each task of the matrix from the point of view of whether it will help achieve the goal.
Practical implementation. Algorithm for using a matrix for daily planning
- Define your goals. See if your goals are aligned. From the list of your goals, select 1-3 goals that are of higher priority for this period. It is these goals that will serve as a beacon for you, which you need to focus on when classifying tasks into sectors.
- Compose (day, week, month). Time management professionals advise planning your vacation as well.
- Break it down.
- Assessing priorities. Distribute tasks across sectors, determining the importance of the task based on the goals set. Draw the sheet into 4 quadrants and fill the matrix with tasks. If you are not inspired by the idea of drawing quadrants every day, you can mark your priorities with the letters: A, B, C and D. We add marks to your list next to each task.
Three traffic light colors can be used for priorities: red (quadrant A), green (quadrant B) and yellow (quadrant C). - Fulfillment of assigned tasks:
- Important and urgent matters are completed first. The day should begin with these things.
- After that, we move on to matters that are important, but not urgent. Our main time and attention should be focused on the affairs of this sector
- only then move on to other matters.
Before you begin any task, first ask yourself the question “Should I do this?”, “Can someone else do this?”
Quadrant C tasks, which are usually of a routine nature and do not advance you towards your goal, are recommended to be delegated or not done at all.
6. Monitoring the execution of the plan
At this stage, analyze the implementation of the planned plan. Calculate in each quadrant of the matrix how many tasks were completed per day and how much time was spent on their implementation. Evaluate your effectiveness.
The more time you spend on Quadrant B tasks, the more effective you become and the faster you achieve your goals.
Move uncompleted tasks to the list for the next day. If you've put off a task more than three times, think about whether it should be done at all. Most likely, you will get along just fine without it! Cross these things off your list or do them immediately.
As you can see, the Eisenhower Matrix is a simple working tool that facilitates planning and helps with ongoing monitoring and analysis of your activities. Leave your email in the form at the end of the article and download the template daily planning according to the Eisenhower matrix. The template was created in two formats: in an Excel spreadsheet and as a note template for Evernote.
To add a note with a template to your account Evernote, you need to right-click on a note in your Evernote account and select “Copy to Notepad” from the drop-down menu. Then select your notepad and click “Copy”. Now you can make any changes to the template.
If you'll be using the matrix often, make the note template a shortcut! This will speed up the search for notes and save your time!
Be sure to implement priorities into your case management system!
As soon as you learn to correctly distribute tasks within the Eisenhower matrix, you will have a considerable amount of extra time and, most importantly, you will quickly reach your goal.
Fill your every day with meaning and it will be YOUR DECISION!
Yuri Okunev SchoolGreetings to all readers and subscribers! Yuri Okunev is with you.
Have you ever thought about how wisely you plan and spend your time? Do you know the feeling of wasting days, weeks, or even months in vain?
If yes, then the Eisenhower Matrix as a tool for setting priorities is a must-learn topic for you. Without it, you will be scattered about all sorts of little things, forgetting about the really important things.
If you have not yet encountered the problem of time management, then you still need a matrix, because it will help you become even more successful.
The Matrix was developed by the 34th President of the United States, Dwight David Eisenhower.
Since the post of head of state involved an incredible number of daily tasks, the politician decided to create a universal scheme that would help him classify and sort them.
The essence of the method is to analyze current affairs, tasks and determine which of them are the most significant and urgent. The problem is that we cannot always correctly determine what is really important for our life and business. Only by learning highly effective planning will we embark on the path of success, self-realization and harmony.
Axes and quadrants
The matrix is formed by two axes. Vertical means importance, and horizontal means urgency of the task. As a result, four quadrants are distinguished.
- Top right. Things are urgent and important.
Tasks fall here if something unexpected has happened, and you have to deal with unexpected matters. Or due to illiterate time management, when tasks not resolved on time move from the status of “important, but not urgent” to the status of “cannot be delayed any longer.” The exception is health and safety issues, which must always be a priority.
The key principle of the matrix is that everything possible must be done to ensure that there are no entries at all in a given quadrant. This will indicate that everything or almost everything is under your control. Only in this case can we talk about outstanding business qualities, the ability to properly manage time and set priorities.
- Top left. Things are not very urgent, but important.
This is the main sector. It should contain the most significant issues for you and/or your company. By focusing on this quadrant, you will confidently move towards your dreams and live a life full of events and accomplishments.
If you procrastinate on solving the issues in the upper left quadrant, you will soon notice that the list of tasks from it smoothly creeps into the previous upper left sector. That is, the emergency begins. To prevent this from happening, you need to be able to delegate issues to other people!
This includes meaningful daily tasks that will help you avoid problems in the future. For example, this is marketing planning, rebranding, personnel and financial questions, as well as sports and health care, helping loved ones, installing alarms in the apartment, property insurance, etc.
- Bottom right. Things are urgent, but not too important.
It contains questions that distract us with their urgency from much more important activities. For example, the need to help a relative plant potatoes, a friend’s request to pick him up from the airport, repairs household appliances, Birthday of not the closest and most devoted comrade, etc.
Spraying yourself on all this, you begin to devote less attention and time to issues from the previous quadrants. As a result, your interests, needs and aspirations suffer. Moreover, there is a high probability that you will begin to move things from this sector to the “urgent and important” sector. This is why it is necessary to be meticulous in setting priorities.
- Bottom right. Things are not urgent and unimportant.
There are a lot of such things in the daily life of any person. Like a swamp, they suck you in completely.
This category includes various household chores, enjoyable activities for the soul, and minor organizational issues that you can do when you are truly free without harming yourself or your company. Calling a friend, correspondence on social networks, searching for tours for your next vacation, going to a beauty salon, replacing a couple of pictures on the website - you spend your attention, energy, time, etc. on all this.
All tasks falling into this quadrant should be completed only after issues from all other sectors have been resolved.
It is noteworthy that the matrix was actively used by the famous American specialist in highly effective planning, Stephen Covey. Taking the ex-president’s diagram as a basis, he supplemented it with his own thoughts, explanations and advice. In particular, he called the first sector a crisis sector, the second - a quality square, the third - the threshold of a crisis, and the fourth - degradation.
On the one hand, the priority matrix is extremely logical, understandable and simple. But as soon as you start classifying tasks, problems immediately arise. How to understand what is simply important and what is critically important? What needs to be done right now, and what can wait? The following technique will help with this.
"Cartesian coordinates"
It is called so because it is still based on the system of intersecting axes, which was once created by the famous mathematician Rene Descartes. The Eisenhower matrix and Cartesian squares have the same appearance, however the content is different. Each quadrant has a question assigned to it.
- Upper left sector. What will I gain if I don't do this?
- Upper right sector. What will I gain if I do this?
- Lower left sector. What will I lose if I don't do this?
- Lower right sector. What will I lose if I do this?
How to use the Eisenhower Matrix
I think there is no need to discuss the need to use a method for prioritizing between business and household tasks. “Could it be useful somewhere else?” - you ask. The answer is yes, it will be useful wherever you need to organize something. Eg:
- Personal life.
Finding a doctor for your brother is urgent and important. Making peace with your spouse is not urgent, but it is important. Buying a birthday present for your second cousin is urgent, but not important. Send a link to your friend on social networks funny video- not at all urgent and unimportant.
- Cleaning closets and pantries at home.
In the first quadrant there may be things that you really need and may need literally tomorrow. In the second - those that are very necessary, but not right now. In the third are those that will be needed in the near future, but then they can be put away. In the fourth - what can be postponed until next season / given to people in need.
- Taking care of your health.
Do you want to overcome a harmful chronic disease or recover after surgery? Or maybe you just want to improve your overall well-being and get your body in order? To do this, you need to pay attention to a large number of things - nutrition, training, rest, preventive and medicines, physiotherapy, etc. Moreover, not all methods can and should be combined.
Distribute tasks into quadrants to create a competent recovery strategy and outline an accurate plan of action.
**
As always, I wish you success in your pursuit of your goals and a happy, successful life. Even more interesting and 300% useful information you will find in my . Unique author's developments, in-depth theoretical information and a large number of practical (!) developments await you.
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That's all. Until new publications. Subscribe to the news so you don't miss anything important. Sincerely, your Yuri Okunev.
Why is it so difficult to choose between priority and secondary tasks? Research by neuroscientist Antonio Damasio shows that decision-making is inextricably linked to emotions. It is therefore not surprising that anxiety and depression are often characterized as states of being stuck and unable to make decisions. Using simple tools like the Eisenhower Matrix helps not only to understand matters, but also to reduce emotional stress. Over time, by mastering the principles of this concept, you can easily and quickly determine the difference between important, urgent, unimportant and useless.
The Eisenhower Matrix is believed to have a lot to do with the words of Dwight D. Eisenhower: “I have two problems: an urgent one and an important one. Urgent is not important, but important is urgent.”
Dwight D. Eisenhower is best known as the 34th President of the United States (from 1953 to 1961). Before becoming president, he was a general and commanded Allied forces during World War II. In 1950, Eisenhower became NATO's first Supreme Allied Commander in Europe.
Specific professional activity constantly forced Eisenhower to make tough decisions and focus on different tasks every day. To optimize the process, he created his method, which became widely known as the Eisenhower matrix. Today it can be used not only by generals, but also ordinary people right down to housewives - it helps to prioritize current tasks and put things in order.
How to use the Eisenhower Matrix
This tool is suitable for those who are willing and able to assess the importance of their tasks and clearly categorize them. The method involves dividing tasks and actions into four groups:
- urgent and important;
- important but not urgent;
- urgent but not important;
- not urgent or important.
The ultimate goal of the Eisenhower method is to help filter out unimportant matters from important decisions and focus on what really matters.
If you imagine the Eisenhower matrix as a picture, it will look like this:
The meaning of quadrants in the matrix
Tasks are assigned to specific quadrants, which in turn determine when and how long you can complete a task.
- Quadrant I - “Do it now” (urgent and important)
This includes priority tasks that require immediate attention. They have strict deadlines and must be completed above all else and personally.
- Quadrant II - “Decide when you will do it” (important but not urgent)
This quadrant is the strategic part of the matrix, ideal for long-term development. The elements it includes are important but do not require immediate attention. At the same time, tasks have a certain deadline and are also completed personally.
- Quadrant III - “Delegate to someone” (urgent but not important)
Telephone calls fall into this quadrant, emails and planning meetings and events. These types of tasks typically do not require personal attention because they do not involve a measurable outcome. Quadrant III helps minimize distractions from important work. By delegating, you can focus on bigger things.
- Quadrant IV - “Do it later” (not important, not urgent)
Activities that fall into Quadrant IV are ancillary activities that do not add any value. Simply put, this is something that can always be put off without fear of any consequences. These things take up time and interfere with the more important tasks you put in the first two quadrants.
Selecting a color for the matrix
Assign each quadrant of the matrix a color and associate it with a priority level.
For example:
Red = urgent.
Yellow = important, but not very urgent.
Green = urgent but not important.
Gray = not urgent, not important.
As you use the matrix for professional purposes, you will find that most problems fall into quadrants I and III. Quadrant II activities produce the most significant results because they are business goals that affect the long-term success of the business, yet they are rarely classified as urgent.
The hardest thing to understand is what distracts you from your planned course. But if you can deal with this fundamental problem of time management, you will get rid of thoughts about wasted hours. Ask yourself two questions to help you decide on your long-term decision-making strategies:
- When will you work on important but not urgent tasks?
- When can you take the time to tackle important tasks before they suddenly become urgent?
It is worth remembering that sometimes tasks from one quadrant unexpectedly fall into another. If any emergency, your priorities will change. For example, you own a small business and a dissatisfied customer calls and asks to speak with a manager because of a delay in delivery. This problem will immediately rise above other elements in the matrix.
The distribution of tasks across quadrants has some features that need to be taken into account:
- To-do lists make life easier. Make sure that when assigning tasks you specify the right questions, which help determine what needs to be done first. The key feature is priority.
- You can add many activities and tasks to each quadrant, but it is best to maximum amount did not exceed more than eight elements. Otherwise, you will move away from the main goal - completing the task.
- Create separate matrices for your professional and personal life.
- Only you can determine the priority level of the items in your list. Start every morning with the to-do list from the matrix, and by the end of the week you will see the result.
Eisenhower matrix template
To simplify the task distribution process, use a template developed by Evernote:
The Eisenhower Matrix can be translated into project management software Trello. Make a to-do list for each of the four boards (= quadrant) and make a separate “Inbox” board where all tasks will go before being distributed to quadrants. This will allow you to visually assess your workload.
The Eisenhower Matrix is a simple tool to help you avoid the state of analysis paralysis that occurs whenever you don't even know where to start.
