One of the books we refer to often when we speak to businesses is The 7 Habits of Highly Effective People. We particularly like the Time Management Matrix in the third chapter, Put First Things First, because it is all about the importance of results. Stephen Covey divides all matters into four quadrants. It looks like this:
I. Important and Urgent: These are the crises and pressing problems that we encounter every day. Many people “live” in this box because urgent matters always take precedence. They need to be done NOW. While we are all in this box some of the time, we do not want to spend all of our time here. It can cause stress and burnout. The next time you are asked to do something that is urgent but does not support your goals, think twice before saying yes. Some of your projects need to bring you closer to your goals. That’s the II quadrant.
II. Important and Not Urgent: This is the most important box to be in because it is planning, recognizing, building relationships — all of the things that will help you accomplish your goals. The trick is that it requires being proactive. You need to take the initiative. If you do, however, the rewards are great: this is where you get results, have a good perspective, control your day and encounter few crises.
III. Not Important and Urgent: The less time in this quadrant, the better. Here is where we find interruptions, phone calls, email, snail mail, meetings, and pressing matters that have little weight. It is crisis management at its best and the day is spent reacting to things that are probably important to someone else.
IV. Not Important and Not Urgent: It is best to stay out of this quadrant altogether because mostly trivial activities happen here. This is where busy work belongs along with time wasters, a few phone calls and emails and pleasant activities that do not move you along toward your goals. It is not where effective people choose to be.
Want to learn more? Forbes Magazine talks about the Four Quadrants in its January 30, 2013, issue . The article is called “How Does One Manage Time More Effectively?” Or, it is always worth investing in The 7 Habits of Highly Effective People by Stephen Covey.
Which quadrant(s) do you spend your day in?