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#ProductivityMethod

The Eisenhower Matrix: A Definitive Guide

You may be a hard worker when it comes to your professional responsibilities. You do all you can to complete tasks on time, even doing more work on some days. You’re used to working till late and pulling all-nighters, but you often miss personal obligations because of professional commitments.

Your loved ones can tell many stories about all the important family commitments you’ve missed. All the responsibilities are slowly taking a toll on your mental and physical health, affecting your productivity at work.

So, is there a tool that can help you manage your responsibilities better? Yes, the Eisenhower Matrix. Oftentimes, we don’t realize it, but a little organization and prioritization of important tasks can help us to fulfill overlapping commitments. When you use the Eisenhower Matrix the right way, your life will improve.

The Eisenhower Matrix (also known as the Urgent-Important Matrix and the Time Management Matrix) helps you prioritize tasks by urgency and importance. It allows you to identify urgent tasks, important ones, and those you should delegate or not do at all.

The matrix was created by Dwight D. Eisenhower, the 34th President of the United States. Before being voted President, he was a general in the United States Army. During this period, Mr. Eisenhower had to make tough decisions about which tasks to focus on each day. He invented the now-famous Eisenhower Matrix, which helps us to prioritize tasks by urgency and importance.

What Is the Eisenhower Matrix?

It’s a decision-making tool that helps you to identify and categorize urgent tasks, important tasks, tasks you can delegate, and those that aren’t important. You split tasks into four boxes so you know which ones to focus on first, which ones to delegate, and which ones to get rid of.

If you want to focus on the tasks that will make you more productive each day, the Eisenhower Matrix tool can help. It will make you consider the long-term outcomes of your daily tasks so you can focus on those that matter. It categorizes all your tasks in a matrix of urgent/important.

Actionable plan to create an effective Eisenhower Matrix

The Eisenhower Decision Matrix allows you to prioritize tasks by urgency and importance. You create 4 quadrants: Do, Schedule, Delegate, and Eliminate. Each quadrant has different components. Let’s look at each:

1. First Quadrant: Do

This quadrant contains tasks that are important for your life and career. They must be done today or tomorrow. The activities must be done urgently because they have a deadline or cannot be delayed.

Before putting a task in this category, analyze your priorities and decide whether it meets the “do first” criteria. If it needs to be done today, it is an urgent task. To complete the tasks, you can use a project management app to help you concentrate. You can also use one of Kissflow’s templates to complete the task faster.

An example of a “do first” task is a report you have to send to your boss at the end of each week. It’s Friday morning, and you haven’t started working on the report because you had a hectic week. You must write the report today, so add it to the “Do” quadrant.

2. Second Quadrant: Schedule

The 2nd quadrant consists of tasks that are important but not urgent. They may be professional emails you have to write, follow-ups, and personal appointments and commitments. They align with your long-term goals and contribute to your overall growth. Write down tasks you need to put in your calendar here.

You can complete the tasks in this quadrant tomorrow or in the near future. An example of a task that can be scheduled is getting fit. It’s crucial to your health, but you may not be able to dedicate time to it right away. So, you must schedule a time for it.

Schedule the tasks in this quadrant well so you don’t have to move them to the ‘urgent’ category. Set aside enough time to execute them while they still fit in this quadrant.

3. Third Quadrant: Delegate

This quadrant is for the tasks you can delegate as they are quite important. The activities don’t contribute much to your productivity. You can decide whether to reschedule them or get someone else to handle them.

Tasks that fall in this category are mostly interruptions that take you off your course. They may allow you to help others meet their goals. Delegate these tasks or they will negatively impact your productivity. You can keep track of delegated tasks via email or phone. You can also check on their progress during meetings. Tasks in this quadrant include responding to certain emails, scheduling interviews, or holding team meetings.

Most people spend a lot of time in this quadrant and believe they are working on urgent tasks. But oftentimes, completing these tasks doesn’t bring them closer to their long-term goals.

4. Fourth Quadrant: Eliminate

This is the last quadrant of the Eisenhower Matrix tool. It comprises tasks that are productivity killers, those that don’t contribute to your goals. To give your productivity a boost, identify these activities and eliminate them.

Common examples of activities you can eliminate include constantly checking your phone for messages, surfing on social media, or other activities that affect your productivity. When you focus on these tasks, you don’t deal with the important tasks in the first and second quadrants.

If you spend most of your time in this quadrant, you will feel stressed and unfulfilled. Track your time to identify the unnecessary tasks that affect your productivity and then create a plan to eliminate or limit them. You can also seek advice from a supervisor or a colleague. They can help you identify which tasks to delegate or eliminate.

How to manage your time well with the Eisenhower Matrix method

  • Always consider what is worth doing first.
  • Put no more than 8 tasks in each quadrant. Before you add another one, tackle the most important task in the quadrant first. The matrix should help you complete tasks, not put them in one location.
  • Always maintain one list for both business and personal tasks. This way, you won’t get overwhelmed or forget to do something for your family or yourself.
  • Do not get distracted. Don’t let people define your priorities as only you know what’s important/urgent and what’s not. Plan your schedule every day and then get to work. And after completing a task, enjoy the feeling of fulfillment.
  • Do not procrastinate. If you take too long to complete tasks, you won’t have enough time to do them all or to do them well.

For more tips, read our comprehensive guide on time management.

How to increase your productivity with the Eisenhower Matrix

According to Stephen Covey, author of 7 Habits of Highly Effective People, you should spend most of your time in quadrant 2 because completing these tasks increases your overall effectiveness. In quadrant 2, planning, prevention, and action meet personal and professional growth.

To find out if the matrix is making you more productive, start tracking your time and tasks. You can use Kissflow Project for project and task management. Check all the tasks you completed and when you completed them.

To use the Eisenhower Matrix method, collect data for a few days and then organize your tasks into quadrants. To determine where to put each task, ask yourself the following questions:

  • Is this task urgent for me?
  • Is it important?
  • Can I delegate it?
  • Should I eliminate it from my schedule?

Categorize the tasks based on your desired outcomes. After putting them in the right quadrants, examine where most of your time is spent. Are you satisfied with how you spend your time? If you aren’t, here’s what you should do.

1. If you spend most of your time in the first quadrant, start planning so you can anticipate and avoid problems: Do a weekly review at the end of each week. Consider how productive you were and how well your plan worked. If it didn’t work as well as you expected, adjust it for the next week. For instance, if most of the tasks in quadrant 1 come from external sources, plan how you can anticipate them. You may have to talk to your boss about decreasing your workload or you may need to create a proactive workflow with a client. If a lot of the urgent tasks are created by a particular client, talk to them about it because the work may not be worth the stress.

2. If you mostly focus on tasks you can delegate, delegate them or limit them: Identify the tasks you can delegate and those you can limit. Write down the specific steps you’ll follow to limit these tasks. For example, if a colleague always asks you to go through their report before they send it to the manager, you can delegate the task to someone else. If you’re the only one who can handle some tasks, you can decide to complete them in one afternoon. And if you spend a lot of time on repetitive tasks, have an open discussion with your boss about automating processes.

3. If you spend a lot of your time on tasks you can eliminate, you may be stressed or avoiding a problem: Time-tracking software can help pinpoint the biggest time wasters. When you know what occupies your time, you can plan how to avoid or limit it. Also, come up with a plan to help you avoid procrastination before you fall into the trap. While it’s okay to surf the web and communicate with family and friends, the activities in the fourth quadrant don’t add to your productivity and can have a negative impact when you focus on them.

Challenges in handling the Eisenhower Matrix productivity method

  • It is often difficult to know with certainty how important a task is. If you’re the team leader, you may end up delegating important tasks to the wrong team members.
  • Urgency is usually determined by deadlines. If there’s no deadline set, you must use your knowledge and skills to decide if a task is urgent or not.
  • Uneven distribution of tasks. Sometimes the tasks that need completing only involve a few people or departments. Because urgent tasks are usually important, they may be unevenly distributed as they can’t be delegated or postponed.
  • Tasks are only based on urgency and importance. The matrix doesn’t account for resources, level of effort, or the complexity of a task.
  • Using the matrix on a daily basis is almost impossible. The process can be time-consuming and difficult.
  • You may end up with too many tasks. When you put too many tasks in the quadrants, you can easily get overwhelmed. It’s best to limit them to 8.

To know whether the Eisenhower Decision Matrix will work for you, try it for a week. Add your tasks to the four-quadrant grid and use a time tracker to track your progress. As the week draws to a close, check your progress.

Did the matrix help you become more productive? Did you find it easier to make decisions? Did you waste your time? The answers to these questions will help you know whether you should continue using it.

How can you achieve productivity with Kissflow Project?

While Kissflow Project doesn’t feature the Eisenhower matrix, it has many templates that can help you manage your time better and increase your productivity. For example, the content calendar template can help you plan your content assets by days, weeks, and months. Kissflow Project can help you achieve project milestones on time.

Here’s how you can boost productivity with Kissflow Project:

  • Enhance collaboration by easily assigning tasks to teams
  • Make processes transparent for all employees
  • Encourage remote working as everyone works from a single platform
  • Handle multiple tasks with ease
  • Improve your company culture

Summing Up

While the Eisenhower Decision Matrix can help you manage your priorities, it’s also important to manage your resources well to increase profits. Instead of trying to complete as many tasks as you can in a day, prioritize those that matter. Focus on the tasks that help your company improve and grow.

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