Do you know or at least have you heard of the Eisenhower Matrix? Also known as the Urgent-Important Matrix, is a time management tool created by the 34th President of the United States, Dwight Eisenhower (1890-1969), supreme commander of the Allied Forces in Europe, during World War II.
He used it to make decisions and prioritize tasks based on two main criteria: urgency and importance. The matrix divides tasks into four quadrants, which allows a clear visualization of where to focus efforts and how to organize time more efficiently.
Do you know something?I'm sure you need a tool of this type to help you organize and do the same for your team. Based on the original matrix, I made an adaptation that can be transported to the reality of most people. I called it“Quadrado das Priorities”, given the ease of fixing the name.
First, understand: to optimize time management and increase productivity, worry about what really matters amid the numerous tasks of everyday life. When you feel that you are losing control of time, take a deep breath and evaluate your activities clearly. Ask yourself: is the current task essential to achieve your goals? Is there anything that can be delegated or postponed?
At another time, list all the tasks and activities you need to accomplish. Sort each according to their urgency and importance. And position them in the appropriate quadrants of the matrix.
The matrix helps differentiate what really deserves immediate attention from what can be planned for the future or eliminated. Less time spent on unimportant activities and more focus on the tasks that really matter result in less stress.
The” PRIORities” “Square, which also divides tasks into four quadrants, is a powerful tool for anyone looking to improve their time management by making more conscious and balanced decisions about how to spend their time and energy.
By using it, you will notice a positive change in the relationship between time and the fulfillment of your tasks:
Important and urgent: you need to do this activity TODAY, because it has a deadline and is essential for development (your and the company). If NOT carried out, this will generate some kind of loss for you, someone or the organization. Examples: pay an invoice or send a proposal in the deadline.
Important (but not urgent): tasks that must be developed as soon as possible. They do not have such a rigid deadline (such as a ticket or legal resource expiration). When it is executed, it will generate some kind of opportunity or benefit for you, someone or the company. Examples: schedule a meeting with a potential customer; produce a video to promote your product; conduct a video conference with the supplier of a new item.
Urgent (but not so important): tasks with a deadline for TODAY (if not performed now, the opportunity is lost), but that are not as priority. Usually, they do not cause great damage if they are not completed, but can bring some benefit if carried out. Examples: participate in a training event or a technical committee meeting.
Not urgent and not important: these are jobs that are on your list, but can wait or, who knows, even be delegated or eliminated. Examples: reply to messages on social networks, select the model of the new air conditioning in the office or choose the clothes for a party on the weekend.
Even after these clarifications, the challenge remains to resist the temptation to prioritize the tasks of the “D” quadrant, which, despite being simple or enjoyable, divert attention from the most essential tasks.
As a strategy, use the quadrant “’” as a reward: after finishing a group of important tasks, allow yourself a break with a lighter activity. In this way, you sustain productivity while enjoying moments of pure leisure.
More than a technical skill, time management also requires discipline, planning and a mindset focused on effectiveness and leadership. Believe it!
