Home
Whats New
Time Management
Using Email
Forms
Software Solutions
Workplace Tips
Work Life Balance
Procrastination
Goal Setting
Time Management Tips
Organizing Tips
Student Tips
Time Management Info
Courses
FranklinCovey
Stress Relief
Motivational Posters
Resources Games
Books
FAQ
Interviews
The Site Free Newsletter
In the News
About us
Contact Us
Sitemap

[?] Subscribe To This Site

XML RSS
Add to Google
Add to My Yahoo!
Add to My MSN
Subscribe with Bloglines

 

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:


time management matrix

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

Do you have a great story about this? Share it!

Enter Your Title

What Other Visitors Have Said

Click below to see contributions from other visitors to this page...

Time management problems  starstarstarstarstar
I have time management problems and was wondering how the time management matrix could provide me with help?

I find that I am spending too much time ...

time management and stress  Not rated yet
Poor time management and stress go hand in hand. At least that is my experience anyway.

Your article on the time management matrix really showed me ...

Time management advice  Not rated yet
Some of the best time management advice I received was to ensure that I plan my work and then work my plan.

While I understand this, in terms of the ...

Related time manaegment articles

Personal Organizer A personal organizer to boost your planning and proactive time in quadrant 2.

Time management quotes Make a change is difficult and these time management quotes inspire and motivate.



Click here to go back from the time management matrix to effective time management

Click here to go back from the time management matrix to the time management homepage



New! Comments

Have your say about what you just read! Leave me a comment in the box below.


Want to contribute?
Find out how to submit an article

time management course


facebook time management

Follow timemanage101 on Twitter

Subscribe to
Work Smarter Not Harder

Your First Name

Your E-mail Address

I keep this private.

Follow Time Management blog too

Site Sponsorship
Our Sponsorship Policy

This week's Top 5 Pages
  1. Effective Time Management
  2. Why a To-Do List might not work for you
  3. Employee Time Management Software
  4. Time Management Tips
  5. Employee Time Tracking Software