Have you ever had a day where you felt so busy yet had nothing substantial to show for it? Or things that pile up on your to do list and live there for days, weeks, maybe even months? Sometimes it is easy to get so caught up in the day to day tasks that feel like they need to be taken care of that we may not be prioritizing things in our lives that will help us more in the long run. This month we are going to use the Eisenhower Matrix to help organize those tasks so that we can have more control over our time and make sure we are doing things to keep us healthy long-term.
The Eisenhower Matrix is set up by categorizing tasks that need to be completed into four quadrants with two main characteristics. The first characteristic is Urgent - is this a task needs to be taken care of soon and cannot be put off any longer? The second characteristic is Important - if this task is not completed is there a clear and severe consequence of not completing it? The key to identifying these two characteristics is setting limitations and being strict about your categories. Once you have established which characteristics apply to your task you will put the tasks into four quadrants.
Quadrant 1 is the "Urgent & Important" category - these are tasks that should and need to be completed first. This could also be thought of as the firefighter response - taking care of emergencies. The goal is often to limit the number of tasks in this category but also understand that they are important and should take precedence over all other tasks. The second quadrant is "Not Urgent & Important" - these are tasks that should be scheduled consistently, often time-based instead of task-based, and need to get done but can be spaced out over time. The goal is to live primarily in this quadrant so that we are taking care of the most important things in our lives consistently, like our health, relationships, or long-term goals. This category can also include preparing for the tasks that might end up in the "Urgent & Important Category."
Quadrant 3 is the "Urgent & Not Important" tasks and these should be delegated if possible, or potentially even put off until they become more important. If they do not have a clear consequence they could even not be completed, similar to the last quadrant. Quadrant 4 is "Not Urgent & Not Important" and these are tasks that do not necessarily need to be completed and could even be deleted. If something becomes important it can be added back into your list. Another approach for this category is to use a tool like a "Needle List" where you schedule specific time to bust out tasks in this category. However it is important to remember to not let these tasks gain precedence over the Important tasks in Quadrants 1 & 2. Fair warning - I have renamed my Needle List "Things I do not want to deal with right now" because I was not setting aside time for my needle list items in which case they could likely be deleted from my list.
Now that we have a better idea of how the Eisenhower Matrix works, remember these key details: define your limitations and be strict about your categories, reassess often (however often things might change and may need to be reprioritized), and remember that some things should be non-negotiables like things that will contribute to your health (like meditation or exercise), relationships (like spending time with family and friends), and long-term goals.
Resources:
Bigger Plate - Do More Without Working Harder https://open.spotify.com/episode/5k4fsupNhzMXEW481GDSOU?si=b6113a6b0b0a4997
The Working With… Podcast - How to Prioritise Your Work With the Eisenhower Matrix https://open.spotify.com/episode/7n8hrLNzrSGg4Nj4gXZIwa?si=189608776cd94216
The Lean Builder - Eisenhower Matrix: Firefighter vs Arsonist https://open.spotify.com/episode/3mPgh0QsMHHSE0B8YSt4cM?si=4f1b4e24e4fb450c
The Eisenhower Matrix: How to prioritize your to-do list: https://asana.com/resources/eisenhower-matrix
Want To Declutter Your Brain? Cross Something Off Your 'Needle List': https://www.huffpost.com/entry/declutter-brain-needle-list_l_621fd670e4b0ce76f634da84
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