If you’re reading this blog post, I imagine that you, like me, are pretty busy. You’ve got a lot on your mind, a lot on your to-do list, and you’re not sure how to prioritize your time and attention to the things that really matter.
Having introduced the 80/20 Rule (also known as the Pareto Principle, “law of the vital few,” etc.), I’d like to now introduce you to its powerful partner: The Eisenhower Decision Matrix.
That is, it will help you zero-in on the “vital few” - the top 20% or so of your tasks, habits, etc. that are responsible for 80% of the positive outcomes in your life.
It will also help you to see the “worst few” - the bottom 20% of tasks, habits, etc. that are neither important nor urgent.
Put simply, the Eisenhower Decision Matrix will help you to get a clear view of your priorities. If you use it and act upon it, it will help you to manage your time more effectively.
First, let’s answer a potential question.
Great question! To be honest, this method/tool isn’t universally attributed to Eisenhower (for example, in my 1989 edition of Stephen R. Covey’s classic, The 7 Habits of Highly Effective People [affiliate link], Covey doesn’t mention Eisenhower, though he discusses the tool under Habit 3: Put First Things First).
However, the tool is widely named after Eisenhower, because of an unverified quote that is often attributed to Eisenhower. Maybe you’ve heard it before:
What is important is seldom urgent and what is urgent is seldom important.
What you will need: Paper and a Pen(cil). (See my Resources page for my favorite notebook and pen recommendations.)
That’s right, just take a blank page and start writing down any and everything that you can think of that you spend time on. This can include specific items on your to-do list, but also more general things like “grocery shopping,” “doing laundry,” or “scrolling through Facebook.”
Again, here’s what a basic Eisenhower Box looks like. Draw a blank one on a sheet of paper. (Probably a separate sheet of paper if you’ve surfaced a lot of things in your “Brain Dump”!)
If you have a hard time filling in all four quadrants of the Eisenhower box at a time, don’t worry! This gets easier with practice.
Here’s a step-by-step guide to what you should do if you find filling out the box difficult:
Voila! You’ve now filled-out your very first Eisenhower Matrix!
It might not seem like it now, but that completed box is actually a POWERFUL time management tool, if you’re willing to use it. Here’s how.
There’s no getting around it, the tasks/items in Quadrant 1 need to be taken care of, and they need to be taken care of soon. So, take care of them! These tasks should go on your to-do list. The quicker you can deal with what’s in Quadrant 1, the quicker you can get to Quadrant 2, which is where you want to spend most of your time (that’s why it’s highlighted in yellow in the pictures above, by the way).
In 80/20 terms, Quadrant 2 contains you’re top 20% of tasks, habits, etc. Although they’re not urgent, like Quadrant 1 or Quadrant 3, that’s actually the key to their long-term importance. These things in Quadrant 2 will have an outsized impact on the rest of your life.
You, therefore, should structure your life to spend as much time as possible in Quadrant 2.
This would include things like:
Of course, this requires a bunch of other skills, such as the ability to schedule, delegate, say “no” to things, etc. But, as a first step, it’s helpful to have Quadrant 2 in mind, so that you know what to shoot for.
In my personal opinion, Quadrant 3 is the most complicated to handle. After all, these tasks are important to somebody out there, otherwise, they wouldn’t be considered “urgent.” So, you can’t always just delete Quadrant 3 tasks from your life with little consequence (otherwise they would be in Quadrant 4).
Common Quadrant 3 tasks include:
So, I agree with the advice of many others out there that you should seek to DELEGATE as many tasks as possible in Quadrant 3. Your goal should be to shrink Quadrant 3 and devote that extra time to Quadrant 2.
Finally, Quadrant 4. If you’re like me, you found the following in this category:
Most people advise that you DELETE these tasks, habits, etc. from your life. And, they have a good point: these things, by your own admission, are neither important nor urgent!
However, I DO think that there is a place for at least some recreational Quadrant 4 activities in a life well-lived. After all, the Bible teaches us that rest/Sabbath is important for the Christian life. We’re not designed to be productive robots who don’t know how to relax and enjoy the good gifts God gives us. Psalm 127:1-2 comes to mind:
Unless the Lord builds the house, the builders labor in vain. Unless the Lord watches over the city, the guards stand watch in vain. In vain you rise early and stay up late, toiling for food to eat— for he grants sleep to those he loves.
That being said, you should only spend time on Quadrant 4 activities if you could, on that occasion, honestly place them under “healthy rest and relaxation” in Quadrant 2.
If you can’t do that in good conscience, then you should delete Quadrant 4 items from your life with ruthless abandon. (This is why I’ve quit Facebook, by the way. More on that in a later post.)