Former U.S. President Dwight Eisenhower famously stated, “What is important is seldom urgent, and what is urgent is seldom important.” This principle guided his approach to time management. In recent years, personal productivity experts like Stephen Covey and Laura Stack have popularized this concept, making it a valuable tool for many.
Eisenhower’s matrix, illustrated on the next page, helps us distinguish between what is urgent and what is important, guiding us on how to allocate our time effectively.
- Important: Activities that contribute to achieving your goals.
- Urgent: Tasks that come with a deadline, demanding immediate attention.
By using this matrix, you can prioritize your tasks better, ensuring that you focus on what truly matters rather than getting caught up in the urgency of the moment.
Quadrant 1: Urgent and Important
These are the things that need to get done NOW. This is the payroll deadline, dealing with an upset client, and completing your income tax return. Ignoring these items will result in major disasters.
This is where many people find that their time gets eaten up. “I cannot control when clients get upset!” you might say. “Dealing with an interruption like that always throws my day off kilter.”
You are certainly right about one thing: these situations often cannot be controlled. However, their frequency and impact can often be reduced by employing activities in Quadrant 2.
Quadrant 2: Important but Not Urgent
These are the big-picture items: the things that may not have a deadline but are crucial to your long-term success. This is where weekly review, goal setting, and information management fits in. Time spent here is invested in yourself, in others, and in the future. Activities here should diminish the number of Quadrant 1 items, reducing stress, minimizing crises, and making you feel more in control.
Quadrant 3: Urgent but Not Important
These are the time-wasters that can suck the life out of anyone’s day. Unnecessary meetings, drop-in visitors, improperly delegated projects, and pointless reports all fall into this category.
There are a few ways to manage interruptions. We do not recommend an open-door policy – it is just too disruptive. But locking yourself in your office like a hermit can result in small problems spiraling out of control. Instead of one of these all-or-nothing approaches, think about using one of these techniques in your office.
Set Office Hours
Set aside specific hours in the day when your door will be open, like professors do. Make exceptions for emergencies.
Institute a Quiet Time Policy
Some organizations have successfully instituted a timeframe where employees cannot interrupt each other or schedule meetings. The best time is typically first thing in the morning or during a period of time when customers are not coming in.
Set up a Signal System
Meet with your department and agree on a signal that will indicate not to interrupt them unless it is an emergency. Some popular ideas:
- Wearing an armband or hat
- Installing curtains across cubicle doors
- Turning your nameplate around
- Hanging a sign on the door
This system will only work if employees use it properly and do not abuse it.
Create an Information Center
If you find that people frequently come to your office seeking forms, brochures, or other standard information, consider implementing a file system outside your office door. Clearly label each section and stock it with the necessary items. Additionally, include your contact information so that individuals can reach out if they have any questions.
In this session, we will delve deeper into strategies for managing interruptions effectively.
Quadrant 4: Not Urgent and Not Important
Certain activities can significantly drain our time without yielding any meaningful results. Common culprits include:
- Lingering over Coffee: Spending excessive time in casual conversations.
- Endless Internet Surfing: Getting lost in online distractions for hours.
- Mindless TV Watching: Binge-watching shows without purpose.
- Gossiping at Lunch: Engaging in idle chatter that leads nowhere.
These “black holes” can consume your day and leave you feeling unproductive. True recreation should rejuvenate you, not leave you feeling like a mindless zombie. Be mindful of these activities and aim to replace them with more fulfilling and energizing pursuits.
