Urgent and Important Time Management Matrix

Whatever you want to achieve is tracked in time, which is why goal setting is time bound. Effective time management is the root of all successful endeavours. As the old saying goes, time is money, spend it wisely. Time is a resource that everyone has in common. Have you ever wondered why two people of exactly the same age are so different in terms of achievements? You might say it is the difference in parental background, difference in opportunities available and so on, but what makes the difference is the amount of time managed ‘effectively’ in order to achieve ones set objectives.

A lot of people leave important schedules till it becomes urgent and rush to have the task done, this reduces productivity and effectiveness. Often time, people also tend to prioritise activities or tasks that are not necessarily important. The ability to differentiate what is important and what is not and attending to important task till it becomes urgent is the paramount principle of effective time management.

Research has proven that most people spend more time in aimless and unproductive activities and the least time in productive activities that are critical for success. Here are sample templates on effective time management matrix that would help set your priorities right. (Template adapted from www.businessballs.com)

	Urgent	Not urgent
Important	1 - DO NOW emergencies, complaints and crisis issues demands from superiors or customers planned tasks or project work now due meetings and appointments reports and other submissions staff issues or needs problem resolution, fire-fighting, fixes Subject to confirming the importance and the urgency of these tasks, do these tasks now. Prioritise according to their relative urgency.	2 - PLAN TO DO planning, preparation, scheduling research, investigation, designing, testing networking relationship building thinking, creating, modelling, designing systems and process development anticipation and prevention developing change, direction, strategy Critical to success: planning, strategic thinking, deciding direction and aims, etc. Plan time-slots and personal space for these tasks.
Not important	3 - REJECT AND EXPLAIN trivial requests from others apparent emergencies ad-hoc interruptions and distractions misunderstandings appearing as complaints pointless routines or activities accumulated unresolved trivia boss's whims or tantrums Scrutinise and probe demands. Help originators to re-assess. Wherever possible reject and avoid these tasks sensitively and immediately.	4 - RESIST AND CEASE 'comfort' activities, computer games, net surfing, excessive cigarette breaks chat, gossip, social communications daydreaming, doodling, over-long breaks reading nonsense or irrelevant material unnecessary adjusting equipment etc. embellishment and over-production Habitual 'comforters' not true tasks. Non-productive, de-motivational. Minimize or cease altogether. Plan to avoid them.