Many of us multitask. We are constantly faced with situations when we have a lot to do. But how do you prioritize them? And how not to get confused in cases and deadlines?
Time planning is not easy. Part of the business goes to tomorrow. And then new ones are superimposed on them. As a result, the number of cases is growing. The skills of managing your own working time are not taught either at school or in higher education. educational institutions... However, it is never too late to learn. We will talk about one of the most popular methods for distributing tasks. This technique is "Eisenhower Matrix". This method will allow you to plan things, separate priority tasks from less priority ones, and spend much less time clearing blockages.
This method, which is simple and popular in Western countries, is also spreading in our country.
A bit of history
The Matrix was invented by none other than 34 President of the United States of America Dwight David Eisenhower. As someone in an extremely responsible position, he was constantly busy and had to perform a huge number of tasks every day. different kinds... In order not to accumulate constantly arising tasks, the president was constantly looking for a simple and understandable tool for scheduling tasks that could be easily worked with. After much research, Eisenhower finally found a method that has become universal for many.
So what's the point of the matrix?
In the distribution of tasks. Based on simple examples, you will quickly learn to separate the main tasks from the less important ones and, finally, make room for personal tasks in the daily schedule.
The Eisenhower matrix is based on 4 quadrants. They are crossed by 2 axes:
- axis of importance
- urgency axis
In 4 squares, the matrix offers to write all the things that worry you in one way or another.
So the first quadrant. We write in it the most important and urgent matters. The creator of this technique has always emphasized that if you correctly plan all your tasks, then this quadrant should be empty. But we are just starting to work on the matrix. If you write down tasks here, then you should pay attention to those that:
- it is impossible not to fulfill, because it will negatively affect the fulfillment of the set goals
- it is impossible not to fulfill, because this will entail negative consequences
- it is impossible not to fulfill, because the fulfillment of these matters is related to health
Filling out this list, it's time to remember about delegation. If you can share an important and urgent problem with someone else: do it, do not hesitate to ask for help.
Second quadrant. It is proposed to enter into it matters that are important, but the implementation of which does not require urgency. These are promising and truly important tasks, on the completion of which success depends. Despite the fact that urgency in completing these tasks comes second, remember that this does not mean that you can forget about them before the deadline. With enough time to complete, we approach problem solving more deliberately. What can be included here?
The following tasks:
- sports related
- related to task scheduling and performance evaluation
- which are related to work
The third quadrant. It includes urgent but unimportant matters. For the most part, you have to put problems on this list that distract you on the way to achieving your goals. For example, in this list it is worth adding meetings and negotiations that are not necessary for you, but imposed by the authorities, which will not in any way affect the achievement of your goals. Here you can also write down sudden home problems associated with the breakdown of household appliances, etc.
Fourth quadrant. In it, Eisenhower proposes to write down unimportant and non-urgent matters. These are tasks that will not be of any use whatsoever. They are proposed to be dealt with only as a last resort, or not at all. Such tasks can be compared to elementary time eaters. So why not rule out these cases altogether? These things seem pleasant to many. And time flies by.
The Eisenhower Matrix is a way to properly plan your time and efforts, which has found the widest application in the entire civilized world. It is based on the fact that in a certain table, divided in a special way, the necessary for the execution of the case are entered. They can be professional, family or business related. When studying them in this context, it becomes clear what you need to pay attention to in the first place.
The Eisenhower Matrix, as a tool for setting life priorities, is very important for a modern person. Since in a short unit of time there are many important things in front of him at once, he needs to be able to correctly determine which of them should be taken up in the first place.
The essence of the prioritization method
From the very beginning, all tasks for a person are equal and only their study with the help of the Eisenhower Matrix allows us to identify the most important ones. Such a schedule is important so as not to waste time on performing non-urgent tasks. This is what makes it possible to become more successful and successful.
If you fully master the principle of using the table, then the issue of intervals between tasks arising during the day will be solved by itself.
If a huge number of cases arise in the workplace that should be solved almost simultaneously, then in this way it is worth learning how to use it perfectly. If what the boss wants, what the clients need and the financial components are distributed in special compartments of the table, then the manager will never experience stress.
The principle of the Eisenhower Matrix makes it possible to set up your work schedule in such a way that the affairs and assignments of the bosses will not overlap. All problems are distributed depending on their real significance for the person himself and for the time factor. Therefore, a special cell is provided for each of them.
The graph is represented by four compartments, delimited by two axes of importance and urgency. All the necessary tasks are recorded in them and analyzed using the available tools. This method is not difficult, because in such a perspective it very quickly becomes clear which priorities are priority.
The main goals of creating the Matrix were:
- selection of the main ones;
- setting life goals;
- reduction of time for unnecessary tasks;
- planning your work schedule;
- distribution of cases according to their urgency;
- fixing on the main thing;
- the ability to separate the main from the secondary;
- adherence to the deadline;
- discipline;
- saving time;
- lack of haste;
- rationalizing your day;
- implementation of the plan, etc.
The matrix includes four squares where data is entered. It assumes the fulfillment of any business, task or long-term goal. It is divided into components: A that contains important and urgent tasks. B includes really important points, but not urgent ones, subject to delay. WITH implies urgent things, but not too important. In principle, they can be neglected. D considers goals that are neither important nor urgent. They are not really needed at all.
One should not, of course, forget about leisure to take a break from the heap of things to do. But it also needs to be distributed so that it turns into a pleasant pastime, and not into nervous tension. If you correctly distribute the priorities, then there will be an opportunity for walks, and for shopping, and for communicating with loved ones, and for cultural events.
General principle of the structure of the Eisenhower Matrix
To begin with, you should choose a specific case and try to analyze it in such a way that it fits exactly to a certain column of the table.
It can be anything:
- visiting the dentist;
- playing sports;
- cosmetology procedures;
- preparation of an exquisite dish;
- date;
- training or meeting with superiors;
- a music lesson for a child;
- communication with children;
- painting or dancing, etc.
It is advisable to arrange all the main components in the appropriate segments so that they all remain in the plans, but take their due place in the prioritization. You can appropriately distribute your efforts in their implementation.
If we consider more and more in detail, then we get such an option.
1 - A... To be filled in last, when less important matters are already inscribed in other areas. Such a column should contain the most important professional tasks; rushing implementation of goals that will not be fulfilled, if you do not take into account the time factor; basic goals; something that will jeopardize vital components; problems that threaten the state of health, one's own or someone else's.
2 - B... This includes what are day to day tasks. If they are not fulfilled, then the effectiveness of the overall activity will significantly decrease. Moreover, serious difficulties may arise, as a result of which all other affairs will have to be postponed. Important goals are met first, followed by urgent ones. They relate to health, professional goals and financial needs.
3 - C... In such an area fits what needs to be done urgently, but not necessarily right now. If you postpone the implementation of such plans for a while, then the circumstances may even improve or additional data will become clearer. There are more important and urgent goals at the moment. If you neglect them, then everything else will already have little value.
4 - D... This square, like A, is what remains after filling in other cells. Not too important things are entered here, which are generally allowed not to be done or performed last. Tackling them right from the start creates a congestion of urgent problems.
Application of the Eisenhower Matrix in life
In order to understand exactly how to use the Matrix, one should analyze the main components of human life.
- Professional affairs. They are brought in for the most urgent and important goals. Naturally, they are entered in square A. It is required to think about whether something is capable of becoming more important at the moment, for example, providing emergency assistance to someone. If not, then they are executed first. These include the main tasks that cannot be postponed until later, since such neglect can lead to negative consequences. If there is a desire to do everything, then first you need to add all the components to this particular square. It should be almost entirely filled with labor duties. Nevertheless, they do not overlap each other, but are arranged in a strict chronological order from the really important matters on which the company's activities depend to non-urgent orders from the management.
- Family relationships. They are entered into B. Such a thing is very important, but until the work is done, it is not necessary to do it. Moreover, it is not clear how much time it can take. Therefore, such important priorities should be slightly shifted in time. However, they cannot be neglected. Personal life is one of the most important spheres of human existence. Therefore, it is better to postpone something less urgent for later, but try to find mutual language with a spouse. An improved mood will allow you to cope with other tasks much faster and more efficiently.
- Housekeeping. It should be entered in point C. Such things can be done by a husband, children or mother-in-law. This is certainly a worthwhile endeavor, but it is hardly advisable to devote time to it, neglecting everything else. You can do it yourself, but last. If there is absolutely nothing to eat in the house, then relatives go to a cafe or cook something themselves. It is best to plan such things in advance or, in extreme cases, refuse them altogether. In this case, they distract from really urgent goals and become a big obstacle if you put them in the first place. They will not only take up a lot of time, but will make you nervous and constantly break away from the process. The prepared delicacy will end with a reprimand from the leader or a serious quarrel with loved ones. Moreover, a woman runs the risk of a breakdown from increased stress. Therefore, cases of this category must be able to plan very clearly.
- Friendship connections are boldly entered into D... If you don't manage to chat with your friend on the phone, nothing bad will happen. In addition, there will be time for really important things. One should not think that these are absolutely non-urgent and insignificant matters. They can be of great benefit and even pleasure if done at the right time. Friendship is valuable, but it shouldn't be detrimental to work or family.
Using the Eisenhower Matrix, you can always manage to complete everything on time.
It is used all over the world as the main tool for setting priorities. It is used in management, art, family life, and health care. The schedule allows you to distribute time intervals so accurately that there is time for all urgent matters, and the person does not look exhausted and exhausted by the end of the day.
If you fill in all the squares of the Eisenhower Matrix correctly, then you can not only save a lot of energy, but also become a completely successful person who leaves nothing for later and does not disrupt plans.
This method allows you to distribute your life in such a way that there is no room for stress and frustrated plans. It provides an opportunity to identify all the most urgent in order to free up time for less urgent matters.
Greetings! Have you ever scolded yourself in the evening for the fact that you managed to do so little during the day? Were constantly busy, but really important and urgent matters smoothly "crawled" for tomorrow?
Personally, I encountered this problem regularly. By the evening I was tired like a dog, but in fact - mountains of unfinished work, the kitchen is a mess and the apartment was not paid on time. I was terribly angry, but for some reason I continued to often waste time on nonsense, completing all important tasks in a hurry and at the last moment (and, as a rule, late at night).
All this mess went on for quite a long time. Until I started using a simple, convenient and intuitive tool. In my opinion, this is one of the most effective ways clear your brains once and for all. And finally put things in order.
It's about the Eisenhower matrix, which was invented by the American president.
The matrix was invented by the 34th President of the United States, Dwight David Eisenhower (he served as president from 1953 to 1961).
The politician developed a universal scheme that helped him classify and sort out a bunch of daily tasks. I think the US President had plenty of them. At one point, Eisenhower made a paradoxical conclusion:
Urgent matters are rarely important, and important matters are rarely urgent.
By the way, the Eisenhower Matrix is highly recommended by my beloved Stephen Covey in his book "Focus on Things First." I recommend downloading and exploring.
The essence of the Eisenhower matrix
The problem with most modern people is the inability to prioritize planning. We prefer to do what we like first, leaving unpleasant but important things for later. As a result, time pressure, stress and ... syndrome.
Technique from the president instantly puts everything on the shelves.
It looks like four quadrants with two axes. The matrix is divided vertically by urgency (“urgent” and “not urgent”), vertically - by importance (“important” and “not important”).
At the same time, the author of the theory refers to the "urgent" that which cannot be postponed. And to "important" - tasks, on the solution of which depends on a full, successful and emotional life. And as my experience shows, all everyday life can be attributed to one of the quadrants.
Quadrant A. Important and urgent matters
Proper planning always leaves this box blank. Things recorded in sector A are a sign of disorganization and incorrect prioritization. "Important and urgent" is force majeure, time trouble and emergency.
Example cases from sector A:
- Cramming the subject on the last night before the exam
- Calling a plumber due to a burst in the pipe
- An urgent call to a client who sent money to the wrong account
- Acute toothache and an urgent visit to the dentist
Moreover, most of this entire list could have been avoided. Start cramming a little bit every day a week before the exam. Or visit the dentist every six months for a routine check-up. Do you agree?
Quadrant B. Things that are important but not urgent
The most priority and promising tasks are inscribed in sector B - this is our most valuable box. Ideally, these are the things that should be included in the “To do” list for the day. Statistically speaking, those who focus on the B quadrant achieve the best results while living a fulfilling and happy life.
The absence of the urgency factor allows solving problems deliberately and constructively. But once you relax, a lot of things from zone B will quickly "crawl" into sector A.
Example tasks from sector B:
- Fill in receipts for payment of utilities
- Buy groceries for a week
- Write a business trip report
- Go to the gym for a workout
- Make an appointment with the dentist
- Take a photo for a garage pass
Quadrant C. Urgent but not important tasks
90% of these tasks distract from the achievement of important goals, reduce efficiency and interfere with concentration. But you still need to make them (or not - it's up to you).
Example tasks from sector C:
- Happy birthday to a distant and very talkative relative
- Go to an alumni meeting (you don’t want to go, but it’s inconvenient to refuse)
- Instantly take the papers to the other side of the city at the request of a colleague
The content from sector C must either not be done at all, or proceed to them after the tasks from list B have been fully worked out.
Quadrant D. Non-urgent and non-urgent matters
D should contain only that which does not affect the quality of our life. Have you already guessed what this is about? Well, of course, about the "time eaters": computer games, reading comments on social networks, talking "about nothing" on the phone, aimless shopping, solving crosswords. D-zone tasks should only be done after all other categories are empty!
- Start your day by reminding yourself of your main long-term goal. This is a kind of beacon to be guided by when filling out the Eisenhower matrix. For example, the goal is "in five years." And evaluate each item in the matrix from the position: "Will the completion of this task help me achieve my goal or not?"
- If you don't like the idea of drawing squares every day, you can simply mark the tasks with the letters A, B, C and D in your diary.
- Perform all current tasks exactly in the sequence in which they are listed above: A, B, C and D. Only then you will have time to do everything and avoid "blockages" and "rush jobs". With the right approach, there will even be time for nonsense from the D quadrant
- Do not use affairs from the fourth sector for rest in the process of work! Practice shows that social networks and "shooters" are seriously distracting and do not allow you to fully relax.
One important point about the Eisenhower Matrix didn't suit me: I didn't know how to prioritize tasks from different areas. With work, everything is more or less clear (although there are some nuances). But life is not limited to “labor exploits”: there is also health, personal development, family and communication with friends.
In short, my problem could be formulated as follows: “What is more important is to learn 10 new English words or do 10 ab exercises? "
For myself, I solved the problem as follows. Highlighted all the important spheres of life: work, health, personal development, communications, business affairs. You can add something else to this list: personal care (for girls), study (for students), or spiritual practices (for fans of esotericism).
It remains only to make sure that the cases from each area are entered into the matrix.
This is what my sector B looks like:
- Finalize the second part of the project for the customer ("work")
- 3 km in the pool ("health")
- Take 2 business English video lessons ("personal development")
- Buy food and cook dinner ("household")
- Meet with a former classmate who came to town for one day ("communications"). By the way, this item can be safely placed in sector C "It burns, but it doesn't matter"
And what do I refer to sector D? Watching your favorite TV show, for example, or having a beer with friends in the sports bar.
It is clear that this is a very simplified example and the number of points in sector B is much higher. But this approach allows you to live a full life, and not "burn at work" for days. Checked for yourself!
Do you use a matrix to plan current affairs? Subscribe to updates and do not forget to share links to fresh posts with your friends on social networks!
34 US President Dwight David Eisenhower was a very busy man. To get more done in a day, he created his own effective time management tool, which is today called the Eisenhower Matrix or Priority Matrix. What is the essence of the method?
What is an Eisenhower Matrix?
The idea behind the Eisenhower Matrix is to learn to quickly distinguish between important matters and those that do not require attention at all. Eisenhower proposed to divide all current and planned cases into 4 categories according to the principle of urgency and importance. For clarity, he drew a square and divided it into 4 fields. Each of the fields contained a to-do list:
- 1st field: Important and urgent matters;
- 2nd field: Important, but not very urgent matters;
- 3 field: Not important, but urgent matters;
- 4th field: Not important and not urgent matters.
How to work with the Eisenhower square?
Let's take a closer look at the Eisenhower square:
- Important and urgent matters. What would you place in this category? How many urgent and important things could you put in this square? The trick is that Eisenhower planning can only be called effective when the very first square is always clean, without a single record. If you have a to-do list that you can refer to this field of the matrix, it means that something is interfering with your productive work: laziness, lack of self-discipline, inability to correctly set priorities, etc. All this leads to the emergence of rush jobs, which has a bad effect on the mental and physical condition of a person.
- Important but not very urgent matters. Eisenhower, creating his time management system, was sure that this particular category is the most important. Putting a task here in a timely manner and taking on its execution means an opportunity to devote as much time as necessary to solving the problem. So, for example, a timely visit to a doctor will prevent a disease, and writing a student thesis is a little ahead of schedule leave room for error correction.
- Not very important, but urgent matters. This field of the Esenhower matrix is intended to accommodate cases here that interfere with effective work and therefore require immediate elimination. For example, fixing a computer breakdown, helping a mother-in-law in transporting furniture to a dacha, etc.
- Not urgent and not important matters. There is a place in the priority matrix for the things that we do every day in order to distract ourselves from work. These are long conversations on the phone, watching TV series, friend feeds, writing letters, etc. That is, all those things that are pleasant, but not necessary. Eisenhower, speaking of priorities, called such activities "time eaters" that negatively affect work productivity.
The technique is popular due to its external ease of use, it is useful to know about it, you should definitely try it, so let's figure it out.
Dwight D. Eisenhower, General of the Army and 34th President of the United States, hardly studied time management theory and time efficient techniques. But it is his phrase "Not all urgent matters are important and not all important matters are urgent" that best describes the principle underlying the method called the Eisenhower matrix.
Problems that the Eisenhower Matrix helps to solve
Sometimes you work all day without unbending, you manage to do a lot of things, literally spin like a squirrel, and as a result - only fatigue and no satisfaction. Because it is not very clear how all this labor heroism brought you closer to your goal.
In time management, this is called a goal-setting problem, and its consequences can be the most devastating - life turns into a grueling marathon with rare respites and incomprehensible results.
It is important to understand that the problem is not that we work little or badly, but that before starting any business we do not set goals and priorities correctly. One way that might help sort this out is by using the Eisenhower Matrix to quickly sort tasks by priority.
The essence of the Eisenhower matrix
This technique helps you quickly sort your to-do list, even if there are many. Outwardly, everything looks extremely simple - we look at the list of tasks and for each we answer ourselves two questions.
- It is important?
- This is urgent?
Take a piece of paper and divide it into four parts. We get four squares, in which we enter the answers to these two questions.
What the Eisenhower Matrix looks like
Quadrant A: Important and Urgent Things to Do
- Cases, the failure of which jeopardizes the achievement of the goal.
- Problems that need to be solved in order to avoid big difficulties in life.
- Health issues.
If you are a monster of efficiency, then this quadrant will be empty for you: you simply will not bring things to the "fire" sector. But you are not an efficiency monster (like us), so this is unlikely to happen. The most important thing is that there are few and few cases of business. If it's half of your to-do list, it's a disaster.
However, you shouldn't panic. To keep this quadrant empty, you first need to work on the content of the other sectors.
Quadrant B: Things That Are Important But Not Urgent
- Primary activity.
Here are the tasks that need to be paid maximum attention. Those who work well with this quadrant will be successful in achieving their goals. Important tasks that do not burn, which means that we do not do them in a state close to panic. There are no obstacles to doing them as efficiently as possible. Just do not delay - tasks from this quadrant can go to the & nbspА sector.
Quadrant C: Urgent But Not Important Things
- Distractions.
Completing these tasks does not help to achieve the goal, they interfere with focusing on what is really important, reduce efficiency and exhaust you.
Insidious quadrant - there is a risk of confusing affairs from this sector with affairs of the A quadrant and getting confused in priorities.
Quadrant D: Non-Urgent and Non-Important Things
A paradoxical quadrant, because business lives here:
- not bringing any benefit;
- our beloved ones.
Listen. Our favorite music sounds here, a comfortable chair awaits and practically no brain involvement is required.
How to use the Eisenhower matrix in time management
There are many different methods and techniques in time management, sometimes not very compatible with each other. And this is not a disadvantage, since people are different. What works great for one will not work for another. Therefore, you will inevitably have to try different techniques, choosing the right one.