The Time Management Matrix: A Simple Tool to Help You Maximize Your Time
Time management is the practice of dividing up the time you spend on various activities often with a focus of efficiency, effectiveness, and/or productivity. Although it seems like something that should come naturally, the fact that there are countless books, workshops, and professionals specializing in time management tells us that it does not. Luckily there are people who have mastered the art of time management and created tools to help us.
One such tool, the Eisenhower Matrix (also known as the Time Management Matrix), is based on Eisenhower’s Principle which categorizes tasks based on their importance and urgency.
The Eisenhower/Time Management Matrix
We love lists (see 3 Reasons Why We Love Lists), but we recognize that lists, particularly to-do lists, are only as useful as their inputs. Using the matrix can help you make a better list and help you prioritize your daily, weekly, and longer-term tasks and goals. Below, we will walk through each quadrant.
Quadrant 1: Just Do It
These tasks have clear deadlines and consequences for not meeting these deadlines. Due to their important and urgent nature, these tasks should be completed by the deadline.
Examples:
Paying a bill
Completing a project
Preparing for an interview
These tasks should be done right away but recognize that tasks often fall into this bucket due to lack of planning. Additionally, the more time you spend on tasks in this quadrant means less time working on your long-term goals.
Quadrant 2: Schedule It/The Sweet Spot
Tasks that don’t have a deadline, but are key to long-term success. They require initiative and ultimately reduce the number of tasks in Quadrant 1.
Examples:
Retirement planning
Professional development
Strategic planning
This is the Sweet Spot, and most of your time should be spent here. Planning for important tasks will make them less urgent and will ultimately help you avoid fire drills that may occur in Quadrant 1. While you will never be able to completely get rid of important and urgent tasks (because you can’t plan for everything), focusing on Quadrant 2 can greatly reduce the number of tasks in Quadrant 1.
Quadrant 3: Delegate It
Things that need to be done urgently, but don’t need to be performed by you specifically in order to be effectively or efficiently completed.
Examples:
House cleaning/cooking
Meeting scheduling
Responding to low priority emails
These tasks must be done but it’s not critical that they are done by you. Delegate or outsource if you can.
Quadrant 4: Skip It/Do It Later
Tasks that fall into this category are neither critical or urgently necessary to achieve short-term or long-term goals.
Examples:
Watching TV
Playing video games
Scrolling through social media
Many of the things that fall into Quadrant 4 (including hobbies) bring us joy, so we don’t recommend giving them up completely if you want a well-rounded life. Just keep in mind when prioritizing your tasks that too much time spent in this quadrant means you have less time to devote to productive tasks.
Summary
If you don’t actively focus on time management, you are likely spending most of your time on tasks that are either not important or important but don’t need to be urgent. Challenge yourself to incorporate this tool and start shifting your time to Quadrant 2. Doing so will allow you to improve your time management and begin designing a life that allows you to spend more time doing the things you love.
