Time Management: What Can a Former US President Teach Us?

Have you heard of the Eisenhower Matrix? Also known as the Urgent-Important Matrix, it's 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, allowing a clear view of where to focus efforts and how to organize time most efficiently.

You know what? I'm sure you need a tool like this to help you get organized and do the same for your team. Based on the original matrix, I made an adaptation that can be applied to most people's needs. I called it the "Priorities Square" because the name is easier to remember.

First, understand: to optimize time management and increase productivity, focus on what truly matters amidst the countless daily tasks. When you feel like you're losing track of time, take a deep breath and evaluate your activities clearly. Ask yourself: Is the current task essential to achieving your goals? Is there anything that can be delegated or postponed?

Later, list all the tasks and activities you need to complete. Rank each one according to urgency and importance. And position them in the appropriate quadrants of the matrix.

The matrix helps differentiate what truly 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 truly matter results 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 complete this activity TODAY, as it has a deadline and is essential for your development (and the company's). Failure to do so will result in some kind of loss for you, someone else, or the organization. Examples include paying an invoice or submitting a proposal by the deadline.

Important (but not urgent): Tasks that should be completed as soon as possible. They don't have a strict deadline (like a bill due date or a legal appeal). When completed, they will generate some kind of opportunity or benefit for you, someone else, or the company. Examples: scheduling a meeting with a potential client; producing a video to promote your product; holding a video conference with the supplier of a new item.

Urgent (but not that important): Tasks that are due TODAY (if they aren't completed now, the opportunity is lost), but aren't a high priority. Generally, they don't cause significant harm if they aren't completed, but they can bring some benefit if they are completed. Examples: participating in a training event or a technical committee meeting.

Not urgent and not important: These are tasks that are on your list but can wait or perhaps even be delegated or eliminated. Examples: responding to social media messages, selecting the model of the new office air conditioner, or choosing an outfit for a weekend party.

Even after these clarifications, the challenge remains resisting 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 "B" quadrant as a reward: after completing a group of important tasks, give yourself a break with a lighter activity. 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 effectiveness and leadership. Believe it or not!