The ultimate guide to task prioritization using the 4-quadrant urgent/important matrix method
Named after U.S. President Dwight D. Eisenhower, who was known for his exceptional productivity, the Eisenhower Matrix (also called the Priority Matrix or Urgent-Important Matrix) is a simple but powerful decision-making tool that helps you prioritize tasks by urgency and importance.
The matrix divides tasks into four quadrants based on two criteria: urgency and importance. This separation helps you identify which tasks to focus on immediately, which to schedule for later, which to delegate to others, and which to eliminate entirely. Mastering this task prioritization method can transform your productivity.
Key Insight: Most people spend 80% of their time on urgent tasks (Q1 & Q3) and only 20% on important strategic work (Q2). High performers reverse this ratio, spending 60%+ of their time in Q2.
Do First
These tasks require immediate attention and have significant impact. Handle these tasks personally and promptly.
Examples: Client emergencies, pressing deadlines, critical bug fixes, important meetings
Schedule
These tasks are critical for long-term success but don't need immediate action. Schedule dedicated time for these activities.
Examples: Strategic planning, relationship building, skill development, preventative maintenance
Delegate
Tasks that demand attention but don't contribute significantly to your goals. Delegate when possible.
Examples: Certain emails, some meetings, interruptions, some phone calls
Eliminate
Activities that don't contribute to your goals and don't demand immediate attention. Minimize or eliminate these tasks.
Examples: Excessive social media, busy work, certain meetings, some emails
"What is important is seldom urgent and what is urgent is seldom important."
β Dwight D. Eisenhower
The Eisenhower Matrix can transform how you work, regardless of your professional role.
Streamline strategic decision-making and delegate operational tasks effectively. Focus on long-term vision while ensuring immediate priorities are addressed.
Balance team oversight with individual responsibilities. Prioritize tasks that impact team performance while delegating routine matters.
Distinguish business-critical tasks from busy work. Focus on growth-driving activities while eliminating time-wasting distractions.
Manage multiple client projects efficiently. Balance client work with business development and avoid deadline conflicts.
Begin by writing down all your tasks, projects, and commitments. Don't worry about categorizing them yet.
For each task, ask: "Is this important to my goals?" and "Is this urgent or time-sensitive?"
Based on your assessment, place each task in the appropriate quadrant of the matrix.
Process tasks based on their quadrant: do urgent and important tasks first, schedule important but not urgent tasks, delegate urgent but not important tasks, and eliminate or minimize tasks that are neither urgent nor important.
Review your matrix regularly and adjust as priorities change. This keeps your workflow aligned with your goals.
Deepen your understanding of the Eisenhower Matrix with these free guides and tools.
Master the Eisenhower Matrix with our comprehensive guide including advanced techniques and real-world examples.
Download our free Eisenhower Matrix PDF template. Available in A4 and US Letter sizes. No email required.
Discover other productivity methods that complement the priority matrix approach.
The 15-minute weekly ritual that keeps your Eisenhower Matrix effective and prevents Q1 emergencies.
Put the priority matrix method into practice with Quartask. Visual 2Γ2 quadrant interface, drag-and-drop organization, smart reminders, and unlimited tasks - all free.
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