Do you know or have you at least heard of the Eisenhower Matrix? Also known as the Urgent-Important Matrix, it is a time management tool created by the 34th President of the United States, Dwight Eisenhower (1890-1969), Supreme Commander of Allied Forces in Europe during World War II.
She used it to make decisions and prioritize tasks based on two main criteria: urgency and importance. The matrix divides tasks into four quadrants, allowing for a clear view of where to focus efforts and how to organize time more efficiently.
You know what? I'm sure you need a tool like this to help you organize yourself and do the same for your team. Based on the original matrix, I made an adaptation that can be applied to the reality of most people. I called it the "Square of Priorities," given the greater ease of assigning the name.
First, understand: to optimize time management and increase productivity, focus on what truly matters amidst the numerous daily tasks. When you feel like you're losing control of time, take a deep breath and assess your activities clearly. Pergunte-se: a tarefa atual é essencial para atingir seus objetivos? Is there something that can be delegated or postponed?
At another time, list all the tasks and activities you need to perform. Classify each one according to its urgency and importance. And place them in the appropriate quadrants of the matrix.
The matrix helps to differentiate what truly requires immediate attention from what can be planned for the future or eliminated. Less time spent on unimportant activities and more focus on tasks that truly matter result in less stress.
The “Priority Square,” which also divides tasks into four quadrants, is a powerful tool for anyone looking to improve their time management by making more informed 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 completing your tasks:
Important and urgent:You need to do this activity TODAY, as it has a deadline and is essential for development (yours and the company's). If it is NOT carried out, it will cause some kind of harm to you, someone, or the organization. Exemplos: quitar uma fatura ou enviar uma proposta no prazo final.
Important (but not urgent):tasks that should be developed as soon as possible. They do not have such a strict deadline (like that of a bill's due date or a legal remedy). When it is executed, it will generate some type of opportunity or benefit for you, someone, or the company. Examples: scheduling a meeting with a potential client; producing a video to promote your product; holding a videoconference with a supplier of a new item.
Urgent (but not that important):tasks with a deadline for TODAY (if not done now, the opportunity is lost), but that are not so urgent. Generally, they do not cause significant damage if not completed, but they can bring some benefit if carried out. Exemplos: participar de um evento de capacitação ou de uma reunião de comitê técnico.
Not urgent and not important:They are tasks on your list, but they can wait or, perhaps, even be delegated or eliminated. Exemplos: responder mensagens nas redes sociais, selecionar o modelo do novo ar-condicionado do escritório ou escolher a roupa para uma festa no fim de semana.
Even after these clarifications, the challenge remains to resist the temptation to prioritize tasks in the “B” quadrant, which, despite being simple or enjoyable, divert attention from more essential tasks.
As a strategy, use the "D" quadrant as a reward: after completing a group of important tasks, take a break with a lighter activity. In this way, you maintain productivity while enjoying moments of pure leisure.
More than a technical skill, time management also requires discipline, planning, and a mindset focused on efficiency and leadership. You won't believe it!
