How To Manage Your Time Using the Eisenhower Matrix
The Eisenhower Matrix is an effective way of understanding your to-do list to reduce overwhelm and maximize where you spend your time. The matrix looks at what is important and what is urgent in order to efficiently prioritize tasks. The four categories of the matrix - Do It; Schedule It; Delegate It; Delete It - then provide you with an easy to follow workflow.
A little history: While the matrix is inspired by President Eisenhower, it was actually developed by Stephen Covey in The 7 Habits of Highly Effective People.
Understanding The Matrix
Prioritizing your tasks using this matrix means understanding the difference between what is urgent and what is important.
Urgent tasks require immediate attention and there are clear consequences if the task doesn’t get done.
Important tasks are relevant to accomplishing your goals.
The Matrix Quadrants
Once you understand the urgency and importance of a task, you can apply it to one of the four quadrants in the matrix.
Quadrant One: Do It Now
Tasks in the first quadrant are urgent - so they need to be done as soon as possible - and are important - so they directly affect your long term success. This may include project work, conversations with qualified prospects, proposals, or addressing a client or team crisis.
Quadrant Two: Schedule It
Tasks in the second quadrant are important but are not urgent. These tasks do not require immediate, make-or-break attention but are still high priority. This could include strategic planning, completing a new skills training, and networking.
Quadrant Three: Delegate It
Tasks in this quadrant are urgent but not important. More specifically, they are not vital to your long-term goals but may contribute to them. They also are unlikely to require your direct involvement such as calendar and email management, low-priority client inquiries, or content creation. See our Stay Focused & Outsource Guide for examples of tasks that may land in quadrant three!
Quadrant Four: Delete It
Tasks in this quadrant are not urgent and not important so you need to ask yourself why. These tasks hinder your success and are completely unnecessary. Delete them from your to-do list. This could include ineffective social media engagement, networking meetings that have not produced strong partnerships or qualified referrals, readings (reports, news, etc.) that have not impacted your skill set or increased your industry knowledge.
How A Virtual Assistant Fits In The Matrix
Outsourcing your tasks is an effective way to stay on top of your high priority items. It allows you you to stay focus on only what you need to do and enjoy doing. This contributes to high motivation and higher productivity as you scale your business.
Here’s what you can have your assistant do to support each quadrant of the matrix:
Quadrant One Support:
Remind you of high priority tasks
Learn certain tasks (this will reduce the amount of tasks that only you can do)
Quadrant Two Support:
Add deadlines to a task management system or directly to your calendar
Track task statuses to make sure it’s completed before crisis mode
Complete the registration for the course or event you want to attend
Quadrant Three Support:
Any task that ends up in this box (see our Stay Focused & Outsource Guide for examples)
Managing any additional support personnel that tasks are delegated to
Quadrant Four Support:
Help determine quadrant four status for tasks (you will need to be sure your VA is aware of your goals)
Remove these tasks from your task management system or calendar
Help keep these tasks from ending up on your (or a team member’s) to-do list again
Being able to categorize your tasks according to this kind of matrix can make a dramatic difference in your productivity and motivation levels. And delegating tasks frees up even more energy and time for you to focus.
If you're ready for that next level support, then inquire about a virtual assistant here.