Time Management Matrix: Do the Right Things

-Focus on doing the right things at work, at home, and in life

The time management matrix shows you where you really spend your time. Popularized by Stephen Covey, the idea is that your all your time usage falls into one of four categories.

If I was to shadow you for a day at work and at home I would find that you would spend some time in each of the four quadrants.

While we can't change the the size of the the time management matrix - because that is all the time you have - you can change the size of each of the quadrants.

And there is a clear link between effective people and the size of each quadrant!

The time management matrix gets you to question what is important/not important and urgent/not urgent at work, at home, and in your life.

The four quadrants and some activities in each of the quadrants are:

Quadrant 1: Important and Urgent

When I first used the time management matrix, my inclination was to do everything in Quadrant 1 - the important and urgent tasks.

Why?

I wanted to do these things first because these were the things that were stressful in my life at the moment.

These were the tasks that I had to address.

From a tactical perspective, I agree.

However, the more time you spend in Quadrant 1 the more stressed and pressured for time you feel.

The most common response that people report in my workshops is the feeling of stress by jumping from crises to crises.

While you can't do much about important and urgent activities (as life happens), you can significantly reduce your time in Quadrant 1 by spending more time in Quadrant 2 of the time management matrix - doing the important and non-urgent tasks.

Quadrant 2: Important and but not urgent

Important tasks are those that are essential for achieving your goals and living a life of purpose and meaning.

These types of tasks involve planning, relationship building, looking after your health, training, and personal development.

That way, you can do those tasks that are most important to you, and assign the right resources and fix mistakes, without the added pressure of urgency.

Effective people spend much of their time in this quadrant.

The focus on those things that are important to them, their work, and their life.

People often report feeling a sense of feeling in control when in this area.

By doing these time management exercises and using this weekly planner tool you take an almighty step to improving your effectiveness.

Why?

Because you take a proactive approach to planning what is important and reducing the reactive, low value tasks in quadrant 3.

Quadrant 3: Not important and urgent

The biggest gains in your time management can be harnessed from reducing your time in this quadrant.

If you feel that you are working hard but don't have much to show for it, then you are most likely in this quadrant.

This can be so frustrating!

These may be ineffective meetings, some emails, and interruptions.

If you are constantly being pulled off your priorities then you may be spending time in quadrant 3.

You can reduce your time in this quadrant by firstly increasing your proactive time and reducing your reactive time.

How do you do this?

Learn to say No

Defend your priorities with this tip for learning to say No.

Learn to say No without actually saying No

Delegate your work

Delegation is probably the most well-known but underutilized time management tool. But learning how to delegate is critically important for effective time management.

Planning, planning, and more planning.The old saying "If you fail to plan you plan to fail" is so true in today's reactive environment.

Without planning we get caught up in low value but seemingly urgent activities.

If you don't know the 'big rock' story then check it out at the time management schedule.

Quadrant 4: Not important and not urgent

Quadrant 4 tasks are those that are not urgent and not important.

Unfortunately these do get done at the expense of more important tasks.

Watching TV, Facebook, surfing the Net....

Quadrant 4 tasks offer a change of pace.

They are generally easier to do and have less stress associated with them.

While enjoyable these tasks do not move you towards your goals.

If super busy and looking for a way to use your time more effectively these are the tasks that could be targeted and minimized so that you can do more value-added tasks.

What activities do you do that fall in Quadrant 4?

Have Do You Use the Time Management Matrix

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