In my early days as a solo preneaer, I often drowned in an endless list of tasks (more often than I like). Every object on my to-do list felt urgently and I was constantly pulled in different directions.
At the end of every day I felt that the most critical stuff remained unattended. To express it easily, I was frustrated by this pattern.
I am desperate for a solution and stumbled across the Eisenhower matrix that teaches priorities like a president. After taking it over, things changed. The use of the Eisenhower matrix in my daily task planning didn’t just help me to be organized: it changed my decision-making process.
Over time, prioritization has become a second nature like a professional. I use the matrix for every decision that I make from the creation of marketing plans and the prioritization of my finances up to switching off and working on my long-term goals.
To help them get chaos as I did, Take this free Eisenhower Matrix template And start immediately. If you want to understand how everything works, I have put together detailed instructions for using the Eisenhower matrix for better prioritization and decision-making.
Table of contents
What is the Eisenhower matrix?
The Eisenhower matrix, also known as an urgent, decisive matrix, is simple and yet powerful Decision tool. It is a frame to categorize tasks in four quadrants based on urgency and importance.
The matrix was named after Dwight D. Eisenhower, the 34th US president who inspired it. In a speech from 1954, in which an unknown university quoted, Dwight said: “I have two types of problems, the urgent and the important. The urgent are not important, and the important ones are never urgent. “
Encouraged these words Stephen Covey, The author of “The 7 Habits of highly effective people” to channel these words to develop today’s Eisenhower matrix.
Let’s take a look at what these four quadrants are about.
Understanding the 4 quadrants of the Eisenhower matrix
Quadrant 1: urgent and important
This quadrant is the “do”, in which tasks should be done immediately. Here you should add all important, urgent and high priority tasks on your to-do list (and mind).
Example: Renew your business license before the date of extending the extension.
When filtering to add a task (or not) this quadrant you can ask some questions that you can ask yourself:
- Should this be done now or can it be postponed?
- Does the avoidance of this task have negative consequences or influence my long -term goals?
- Will this task continue to burden me until I have completed it?
Quadrant 2: important, not urgent
This quadrant is the “schedule”. It should have tasks that are of essential importance for their long -term goals. These are those need be done immediately.
Example: Create your content strategy.
Quadrant 3: urgent, not important
This is the “delegated” quadrant. It must record these tasks that you can classify as urgent but not important. Here you can sit down in tasks that have to be completed immediately, but do not affect your long -term goals.
Example: Pour the plants in your office.
It is best to delegate them to their team members because their completion is not based on their specific skills, and the delegation helps them to better manage their workload.
Quadrant 4: Neither urgently nor important
This is the “eliminate” squad, in which you can add the unimportant or non -urgent tasks that remain after filling out your first three quadrants. These tasks are more diversion and stand in the way of achieving your goals.
Example: social media doomed to failure or Check your e -emails every fifteen minutes.
But wait why this matrix use and tasks arrive in quadrants?
The advantages of using an Eisenhower matrix
Since I used the Eisenhower matrix, I have prioritized and Better to master my time instead of turning the bikes to low -quality activities and later panic. I have witnessed the following advantages of using the Eisenhower matrix to plan.
1. Reduction of decision -making tiredness.
According to research results from Harvard Business Review, The average adult makes 33,000 to 35,000 decisions in total decisions (yes) per day.
Imagine that you are throwing important decisions into this mixture that we all have to make in daily work. Everything becomes overwhelming when it feels like a priority, right?
The decision -making tiredness is exactly what the Eisenhower matrix counteracts.
With the matrix, I learned first -hand how to remove the assumptions in my plans and define exactly what my attention earns first. This saved me so much effort and mental fatigue.
Better, I was able to concentrate my quality time on decisions that are most important.
2. Make sure that long -term goals do not fall through the cracks.
The second quadrant of Eisenhower Matrix helped me to make a real change.
The systematic persecution of the elements in the Quadrant schedule helped me to ensure that I no longer have strategic initiatives. With the clarity of the direction by using the matrix, I now take a point to spend time for tasks, e.g. B. the development of my marketing strategy.
This made sure that I don’t work from my goals 92% of people do statistically. Essentially, it has driven the actual results over time.
3 .. save time.
The Eisenhower Matrix was a player to save time and help me to use every hour. And time is money, isn’t it?
The highlighting of tasks with a low priority in quadrants 3 and 4 enabled me to quickly exclude the loose strings, which have been delaying my productivity for years. With intellectual clarity, I now delegate what I have to do at the beginning and spend time for tasks that I would rather avoid.
Inspired by these advantages? In addition to using the Eisenhower matrix, you can also use them Skill development templates to improve your skills and performance.
How to use an Eisenhower matrix
The use of the Eisenhower matrix is quite simple. So I worked through the process and also how you can.
1. List all your tasks.
Start with brain dumping. At this stage I list everything I have to do without worrying about organizing anything, and you should do that!
Pro tip: Listing everything can lead to an endless spiral of rethinking and the wasted time. To concentrate better, use a timer to limit this step to 15 minutes.
2. Categorize every task.
Check your list next and give the four quadrant tasks. Here is my thumb rule to quickly classify tasks:
- Quadrant 1. Deadlines or emergencies.
- Quadrant 2. Planning, relationship structure or strategy.
- Quadrant 3. Inquiries or tasks that I can delegate.
- Quadrant 4. Activities that do not create added value.
Pro tip: Limit the tasks to a maximum of ten per quadrant to avoid overcrowding your matrix and be overwhelmed. Remember that you can always create different matrices for professional and personal use so that you do not have to integrate everything into you.
3. Action based on priority.
This is the last step to get the ball rolling and playing on your tasks.
When implementing, make sure that you first tackle Quadrant 1 tasks. Plan the time for Quadrant 2. In the meantime, delegate quadrant 3 tasks to best use your time. Lastly remove the time -lying activities in Quadrant 4 from your radar.
Pro tip: Block the time in your calendar for quadrant 2 tasks. If you treat these appointments with the same meaning as with meetings, you will find out how to get closer to your long -term goals.
The Eisenhower Matrix template
Would you like a head start when using the Eisenhower matrix? I found the easiest way to start a (free!) Eisenhower Matrix template. It is available as a Google Sheet and as a downloadable table.
To use the template, simply fill out the four quadrants with your tasks and take your urgency and importance into account. As an example, I filled out a task for every quadrant.
- Urgent and important: I have entered a task that requires immediate attention. My blog has a deadline of tomorrow, so it is both urgent and essential.
- Important, not urgent: Here I added a project that is strategically valuable for me. While creating a content plan is definitely essential, it is not urgent. I would not be in trouble if I took it a few days later. So it is quadrant 2!
- Urgent, not important: Here I added a task with which I would prefer the team with which I would help. The planning of blogs on the CMS is received here because it is not based on my specific skills. I could use help to save time for more critical activities.
- Neither urgently nor important: I filled this quadrant with a memory of something not to do. Yes, endlessly to surf through my competitor’s social media and the loss in this ocean, which I would rather avoid.
Eisenhower matrix examples for marketers
You may be wondering if the Eisenhower matrix is for everyone. I mean, does it make sense for those who have no decision -making roles? I would say yes. And if you are particularly surprised whether it makes sense for marketers, my judgment is: it is incredibly practical.
I have put together some examples of how to market. These should give you an instruction where you have to concentrate and where you should avoid distractions in the marketing world.
Example 1: Use the Eisenhower matrix in content marketing
- Quadrant 1: Fill a blog post that is to be published today.
- Quadrant 2: Create a six-month editorial calendar, carry out a content test or research trend keywords for SEO.
- Quadrant 3: Answer to non -urgent media inquiries.
- Quadrant 4: Optimize the graphic in a mere blog post.
Example 2: Use the Eisenhower matrix in campaign management
- Quadrant 1: Fix a broken link in a live -e -e -mail campaign.
- Quadrant 2: Analyze power metrics to optimize future campaigns.
- Quadrant 3: Checking the provider proposals.
- Quadrant 4: Scroll through the competitor’s social media feeds without a specific goal.
Example 3: Use the Eisenhower matrix in the social media management
- Quadrant 1: React to the complaint for viral customers.
- Quadrant 2: Create a social media calendar for the next quarter.
- Quadrant 3: Delegiate the graphics creation for routine contributions.
- Quadrant 4: Discuss articles with the team without clear ROI for so long.
Tips for creating an Eisenhower matrix
I have worked with an Eisenhower matrix in all the years and have learned a few things that I now rule as a thumb. Here are my top tips.
1. Start small.
In the beginning, the matrix can feel overwhelming when there are too many tasks – at least that happened to me. So I thought it would be easier to apply it to a project or a week on tasks. As soon as it is comfortable, expanding is always easy.
2. Check your tasks regularly.
The priorities change, so it is best to rethink my Eisenhower matrix weekly. This ensures that my tasks are always relevant and keep pace with the dynamics around me.
So plan regular audits and make sure that your matrix is always in the works.
3. Be honest about what is “important”.
Over the years I have found how easy it is to confuse urgency with importance. To avoid this, I always ask myself, before assigning tasks, always: “What happens if I do it later?” or “does that match my goals?” I saw how this simple exercise helps me to divide better and you should do the same!
4. Communicate priorities.
If I delegate the tasks of Quadrant 3 these days, I make it a goal of clarifying why they are important. I saw first -hand how explaining the overall picture influenced the result of the representative. So don’t be afraid to communicate priorities if you put someone in the task.
Ready to priorities?
Eisenhower Matrix offers a valuable lesson that is possible with productivity more But what matters.
The use of this framework has changed for me. It helped me to regain my time, reduce stress and achieve my goals. I recommend using the Eisenhower matrix to improve your prioritization and decision skills.
In this sense, happy prioritization – like a president.