The Eisenhower Matrix: A Fast Way to Prioritize Tasks

What Is the Eisenhower Matrix?

The Eisenhower Matrix, also known as the Urgent vs. Important Matrix, is a method for organizing and prioritizing tasks based on their urgency and importance.

According to this priority matrix, tasks should be divided into four categories and recorded in one of the squares of a four-square box, determining which tasks are to be done immediately, which can wait, which can be delegated, and which can be forgotten (or deleted). Yes, the method also helps you identify the tasks you should not have put on your to-do list in the first place.

How to Distinguish Between Urgent and Important Tasks?

The two criteria - URGENCY and IMPORTANCE - are the pillars of the Eisenhower Matrix. This is why you must understand the distinction between them very well.

In a 1954 speech, Eisenhower, who was quoting Dr J. Roscoe Miller, president of Northwestern University, said: "I have two kinds of problems: the urgent and the important. The urgent are not important, and the important are never urgent." This "Eisenhower Principle" is known as the method the 34th U.S. President organized his workload and priorities. Now you understand why you need to understand the difference between urgent and important.

URGENT tasks necessitate prompt attention and must be addressed without delay to prevent adverse consequences. Such tasks are typically subject to strict deadlines and exhibit a high degree of time sensitivity.

Examples of urgent tasks include:

• responding to an important email,
• attending a scheduled meeting or
• fixing a critical bug in a software application.

IMPORTANT tasks contribute significantly to the long-term goals and objectives of the company or personal ambitions. These tasks may not require immediate action and may not be time-sensitive but are crucial for the company’s success and growth of your professional journey or activities.

Examples of important tasks include:

• strategic planning,
• building relationships with key stakeholders and
• personal development activities like learning a new skill.

You can allocate your time and resources more effectively by distinguishing between urgent and important tasks. Urgent tasks can be handled promptly, while important tasks can be given the necessary attention to support your long-term goals.

The Eisenhower Matrix allows you to consider a task both urgent and important, just urgent, just important, or neither urgent nor important. You then get to decide what to do with each task category. Here is how to use the Eisenhower Matrix once you know how to categorize your tasks.

How to Use the Eisenhower Matrix?

Draw a square divided into four smaller squares (quadrants), or use an Eisenhower Matrix template. Bring along this 2x2 Matrix, your to-do list, or daily agenda, and start making decisions.

The Four Quadrants of the Eisenhower Matrix

Quadrant 1: Do first

The top left quadrant is for IMPORTANT and URGENT tasks.

These require your full and immediate attention, can’t be delegated, and must be finished on time. They are the DO FIRST tasks and extremely time-sensitive (e.g., must be done today or tomorrow at the latest).

Examples of work tasks in the top left quadrant of the Eisenhower Matrix include:

• attending the weekly meeting,
• preparing a report that must be sent out today,
• responding to your manager’s email, and so on.

On a personal level, the DO FIRST category includes dropping the kids at school, taking out the garbage, cooking lunch, and meeting a friend with whom you’ve made an appointment.

Quadrant 2: Schedule

The top right quadrant is reserved for IMPORTANT tasks but NOT URGENT

“The key is not to prioritize what's on your schedule, but to schedule your priorities.” — Stephen Covey

These tasks are important. However, they can be done later, with a longer deadline. The benefits of achieving this task are not for now but visible in the longer term. These tasks need to be completed, but not immediately, so you can schedule them for later today, next week, and beyond.

Examples of tasks in the top right quadrant include

• scheduling the monthly team meeting,
• decide on the 3 candidates to be invited for the interview,
• generating the team’s weekly performance report or
• studying for an exam.

On a personal level, the SCHEDULE/DECIDE category encompasses

• making an appointment for your car’s annual maintenance service,
• buying groceries for the upcoming week,
• going to the gym, washing laundry, or
• planning the spring-cleaning day.

Quadrant 3: Delegate

The bottom left quadrant is reserved for NOT IMPORTANT but urgent URGENT

These tasks that must be done but aren’t vital for your progress. You can delegate activities, for example, which a project manager often must do. These tasks don’t require your expertise or personal involvement as much as other tasks and can be successfully done by junior team members, collaborators, or project-based employees.

Examples of business tasks in the bottom left quadrant of the Eisenhower Matrix include:

• answering unimportant but urgent emails (which your assistant can manage),
• booking plane tickets for a business trip (something a travel agent can handle),
• proofreading your writing before sending an article to print (a junior staff member can handle this), and more.

On a personal level, this category includes

• ordering food instead of cooking,
• opting for a delivery service instead of going to the shops or
• purchasing a cleaning robot to do the vacuuming.

Quadrant 4: Delete / Don’t do

The bottom right corner is for NOT IMPORTANT and NOT URGENT

In this quadrant of the priority matrix, you will add tasks that are neither important nor urgent. In many cases, you can disregard these tasks altogether. Delete them from your to-do list if they get in your way, or postpone them indefinitely until their priority changes.

Examples of tasks in the bottom right quadrant include

• checking your social media accounts,
• reorganizing your desk for no reason,
• browsing the internet for new apps when you are pleased with the ones you have, and so on.

On a personal level, this category holds bad habits, such as:

• eating unhealthy snacks,
• buying cigarettes,
• checking social media or emails,
• taking the third coffee break of the day, etc.

Tips for Prioritizing Your Tasks

Tip 1:
The Eisenhower Matrix is a visual tool, so keep it simple. Use a different color for each quadrant to instantly remind you of the urgency and importance of tasks in that quadrant.

Tip 2:
Try to keep the number of tasks in each quadrant under ten. It will keep the matrix simple, help you feel on top of things rather than overwhelmed, and support you in better prioritizing your tasks. You will do one task at a time anyway.

Tip 3:
Use the Eisenhower Matrix in parallel with other project, task, and time management tools, such as calendars, daily agendas, time-tracking apps, and to-do lists. Create an ecosystem that works for you and continuously customize and adapt your tools.

Tip 4:
After using the priority matrix for a few weeks with your to-do lists, you will start to make better decisions by identifying new patterns. You’ll start noticing that tasks you consider important weren’t that important, tasks you consider not urgent actually were urgent, tasks in the Not Important – Not Urgent quadrant kept adding up, and so on. Take time to observe the patterns, deal with bad habits, and change priorities when necessary.

Tip 5:
Finally, maintain a good life-work balance. Family, leisure, and personal well-being are as important as work-related tasks. Use the same Eisenhower Matrix to categorize and prioritize work and personal tasks if you have a mixed schedule (e.g., work from home, flexible hours, etc.). For example, attending your child’s school play is a first-quadrant task. Remember that going to the gym is a second-quadrant task that can be planned between other more urgent activities like finalizing the business proposal, releasing the V2 of the product, or fixing a critical bug.

Eisenhower Matrix Examples

Let’s get through a few examples of how to use the Eisenhower Matrix like a pro.  The priority tool is a visual tool; seeing it in action is the best way to learn. Our Eisenhower matrix examples cover four common job job titles that will likely need to decide, schedule, plan, or delegate urgent or important tasks. These matrix examples will cover these roles, in detail, and will help you how to handle them also:

• 1. Product Owner,
• 2. Project Manager,
• 3. HR Manager, and
• 4. Team Leader.

1. Product Owner

As a Product Owner, you optimize the products resulting from the development team’s work.

2. Project Manager

Project managers are responsible for planning, implementing, tracking progress, and reporting. They have a lot of tasks on their to-do list and must learn to delegate and prioritize to meet deadlines and keep everybody happy.

3. HR Manager

An HR manager is responsible for the well-being, performance, and efficiency of the staff, as well as for recruiting and onboarding new employees. In addition, they manage the HR team.

4. Team Leader

Although Team Leaders have fewer responsibilities that can be delegated, they still have to manage a large volume of work and learn to prioritize.

Eisenhower Matrix Templates

Suppose you want a faster way to introduce the Eisenhower Matrix into your everyday workflow, download our free Eisenhower Matrix Template right now. Use the Microsoft Word file for a digital approach or print the PDF for a more classic on-paper approach.

We also offer a Excel version within among these to do list templates.

FAQ

Where does the name Eisenhower Matrix come from?

The Eisenhower Matrix was named after US President Dwight D. Eisenhower, who developed the concept. Forced to make decisions all the time and prioritize a multitude of daily tasks, the President used to say:

“I have two kinds of problems: the urgent and the important. The urgent are not important, and the important are never urgent.” — Dwight D. Eisenhower

Later, Eisenhower’s approach was developed into a task management method and became a visual tool for managing daily activities.