"Who can define for us with accuracy the difference between the long and short term! Especially whenever our affairs seem to be in crisis, we are almost compelled to give our first attention to the urgent present rather than to the important future." ― Dwight D. Eisenhower
I lied.
This post is not urgent.
Just like the majority of the emails, text messages or phone calls you will receive today. Just like the majority of the tasks you've put on your to-do list. Just like the majority of the things your partner, friend, parent, child are asking you to do RIGHT NOW!
Frequently reacting to unimportant tasks with a sense of urgency leads to poor time management, difficulty starting and accomplishing goals, and ultimately high levels of stress and anxiety.
Do you feel like you're always busy but that you aren't getting anything done? Do you have long term goals but no time or energy to make progress on them? Do you frequently find yourself running around, "putting out fires"? Do you struggle with delegating tasks and/or saying no?
If so, then this post may be important for you to read.
IMPORTANT, but not urgent.
Many of us end up spending a lot of time reacting to the priorities of others.
We treat all tasks with the same level of immediacy and are left feeling completely drained of our energy as a result.
But we can eliminate many of these energy drains by utilizing the Urgent-Important Matrix.
The Urgent-Important Matrix (aka the Eisenhower Method/Box) is a valuable time management tool for getting things done and shifting your thinking to long-term strategic planning and productivity.
It stems from a Dwight D. Eisenhower quote and was later made popular in Stephen Covey's book The 7 Habits of Highly Effective People.
This approach to prioritization allows us to consider the long-term outcomes of our daily tasks and question whether an action is really necessary or useful.
It helps us create more mental space to choose actions that contribute to our values and long term goals over those that are simply making the most noise in the moment.
So, how does it work?
To get the full benefit of the Urgent-Important Matrix it's necessary to commit to making radical categorization of your daily tasks.
The end goal of this method is to help you filter the noise from your decisions and concentrate on what really matters to YOU, so keep in mind that you are deciding the following criteria based on YOUR desired outcomes, not someone else's.
The Urgent-Important Matrix Categorizes Tasks Into 4 Quadrants:
Quadrant 1: Urgent AND Important
Most often, these are either things that are sprung on you from an external source or things that you've put off until faced with an impending deadline. Either way, these tasks are inevitable and they require a crisis mode response.
Complete these immediately.
Quadrant 2: Important but NOT Urgent
These are the activities that help you achieve long-term goals. They may not have a deadline (or even an end date) so it can be easy to put them off in favor of more urgent tasks. Ideally, most of your tasks should fall within this quadrant as this is where you are strategizing, creating and growing.
Schedule these on your calendar.
Quadrant 3: Urgent but NOT Important
Urgent but not important tasks are best described as busy work. These tasks are often based on expectations set by others and do not move you closer to your long-term goals.
Delegate these to someone else when possible.
Quadrant 4: Neither Urgent NOR Important
Not urgent and not important tasks don’t contribute to progress on your goals and usually end up taking over large chunks of time. Quadrant 4 is the quadrant of excess and immediate gratification that ultimately leaves you feeling unfulfilled.
Get rid of these (or keep to a minimum).
In the real world, the distinction between urgent/non-urgent, important/not important may be tricky to identify.
Here’s how Steven Covey breaks it down:
"Urgent matters are those that require immediate action. These are the visible issues that pop up and demand your attention NOW. Often, urgent matters come with clear consequences for not completing these tasks. Urgent tasks are unavoidable, but spending too much time putting out fires can produce a great deal of stress and could result in burnout."
"Important matters, on the other hand, are those that contribute to long-term goals and life values. These items require planning and thoughtful action. When you focus on important matters you manage your time, energy, and attention rather than mindlessly expending these resources. What is important is subjective and depends on your own values and personal goals. No one else can define what is important for you."
Also, hint: There's a flood in your bathroom = Urgent AND important. Reading the thread of comments on the President's latest tweet = NOT urgent OR important.
How to Use the Urgent-Important Matrix
Step #1: Track How You Spend Your Time
Keep track of a few days worth of tasks and activities. Check the screen time on your phone and a breakdown of usage per app. Review your planned list against your list of accomplished tasks and if there is a discrepancy, identify any interruptions or distractions that were contributing factors.
Step #2: Assign Your Tasks and Activities to One of the Four Quadrants
Once you have a few days worth of data, sort your activities into the appropriate quadrants.
To do so, ask yourself the following questions:
Was this urgent for me? Was this important to me?
*Remember that you are only deciding these criteria based on your desired outcomes, not someone else’s.*
The following are examples of tasks for each quadrant:
Quadrant #1: Urgent AND Important
Your child falls and breaks their arm
A last-minute deadline is assigned to you
Your car gets a flat tire
Quadrant #2: Important but NOT Urgent
Exercise and routine healthcare (check ups, counseling/therapy, massage, acupuncture)
Coaching and planning sessions (professional and/or personal, for long and short term goals/projects)
Learning a new skill and/or continuing education in your current field
Building and/or maintaining relationships
Quadrant #3: Urgent but NOT Important
Unnecessary interruptions from coworkers or family members
Checking your phone or email everytime it goes off
Responding to some texts, emails, or social media messages
Some meetings
Quadrant #4: Neither Urgent NOR Important
Watching TV for hours
Mindlessly refreshing social media and scrolling
Excessive shopping or online browsing
Step #3: Evaluate and Rebalance Your Quadrants If Needed
Once you've sorted your tasks into the four quadrants, examine where your time is currently being spent.
If you spend a lot of time in Quadrant #1:
There will always be something beyond your control. However, focusing on the problems (unexpected or deadline-driven tasks) to the exclusion of your values and long-term goals can lead to burn-out, increased stress, and mindless escapism (found in Quadrant #4).
Solution: Invest more time in planning, organizing and preparing.
If you spend a lot of time in Quadrant #2:
Nice job!
According to Stephen Covey, Quadrant #2 is the “Quadrant of Quality”. This is where personal and professional growth meets planning, prevention, and action. Living in Quadrant #2 means you prioritize activities that grow your skills and energy and that you are focused on opportunities and growth, not on problems.
Solution: Keep on keeping on! If you spend a lot of time in Quadrant #3:
Quadrant #3 tasks are urgent but typically related to someone else’s priorities. Putting your focus here can make you feel like you don't have control over your day-to-day life and that you are doing things you should do rather than what you want to do.
Solution: Delegate, eliminate or limit the amount of time spent on these tasks. Practice saying NO.
If you spend a lot of time in Quadrant #4:
We all need a little R&R once in awhile, but the way you spend your downtime can actually drain your energy, passion, and creativity if you aren't intentional about it. If you are frequently engaging in Quadrant #4 activities, you may be stuck in a rut, stressed, or avoiding a problem.
Solution: Track your time to identify the biggest time wasters and develop a plan for how to avoid or limit them.
Going through this process will bring awareness to how you are spending your time so you can you gradually shift from surviving mode to thriving mode and do more of the things that matter to YOU.
Are you happy with your quadrant balance?
If not, what's ONE thing you can do TODAY to spend a little more time in Quadrant #2?
Hint...it may have been reading this post. 😉
Kommentare