In a 1954 speech, President Dwight Eisenhower explained the importance of task prioritization. He proclaimed that tasks might be urgent or important, and determining where a task fall on these two spectrums is the way to decide which tasks should get the most focus.
This concept appeared in author Stephen Covey’s best-selling book, “The 7 Habits of Highly Effective People”, as a time management tool called the Eisenhower Matrix. This exercise categorizes tasks into four quadrants that relate to importance and urgency. Important tasks help individuals progress towards their goals. Urgency is based on how soon a task must be completed.
The first quadrant contains tasks that are both highly important and urgent. If someone is using time management skills effectively, routine tasks should rarely fall into this category. However, tasks may appear in the first quadrant because of an emergency or crisis. First quadrant tasks must be performed right away, even if they take time away from other tasks. However, spending too much time on first quadrant tasks can make it difficult to make real progress.
The second quadrant is labeled Important but Not Urgent. The lack of urgency is usually due to a far ahead or non-existent deadline. Some examples of important but not urgent tasks include marketing, physical activity, or long-term strategic planning. Without the time pressure to get these tasks done, people often procrastinate on second quadrant activities. To avoid this, it is best to schedule second quadrant activities in advance.
Urgent but not important tasks are time-sensitive but not vital to reaching any goals. Depending on an individual’s occupation, third quadrant tasks are often routine tasks like answering emails or helping coworkers with their questions. As with the first quadrant, spending too much time on third quadrant tasks hinders productivity and progress.
The tasks in the final quadrant are both unimportant and not urgent. While many of the tasks in this category are good for passing the time, they can distract individuals from completing more pressing tasks. Common examples of fourth quadrant activities include scrolling on social media and long, unproductive meetings. It's best to avoid these tasks, if possible.
The Four Ds of Time Management is a concept developed by author Jack Canfield that works with the Eisenhower Matrix by giving guidelines for managing each type of task. First quadrant tasks must be done to avoid a negative consequence, so they fall under the first D, “Do.” Second quadrant tasks should be “Deferred” or “Delayed” to a time period in the future. However, on the day those tasks are scheduled, they become important and urgent.
Third quadrant tasks can be “Delegated” or passed off to another person. For managers, this may mean passing down some assignments to other team members. Small business owners may need to hire a contractor to take on urgent but unimportant tasks such as answering customer emails or ordering inventory. Some software systems can automate some third quadrant tasks, such as sending invoices or signing contracts.
Tasks in the final quadrant are not productive at all and can be “Deleted.” This step can be tricky, as people may worry that dropping a task may have unknown consequences. One way to combat this is by applying the Pareto Principle, which suggests that 80 percent of results come from only 20 percent of tasks. Identifying which tasks contribute to that 80 percent gain makes it easier to decide which activities to drop.
This concept appeared in author Stephen Covey’s best-selling book, “The 7 Habits of Highly Effective People”, as a time management tool called the Eisenhower Matrix. This exercise categorizes tasks into four quadrants that relate to importance and urgency. Important tasks help individuals progress towards their goals. Urgency is based on how soon a task must be completed.
The first quadrant contains tasks that are both highly important and urgent. If someone is using time management skills effectively, routine tasks should rarely fall into this category. However, tasks may appear in the first quadrant because of an emergency or crisis. First quadrant tasks must be performed right away, even if they take time away from other tasks. However, spending too much time on first quadrant tasks can make it difficult to make real progress.
The second quadrant is labeled Important but Not Urgent. The lack of urgency is usually due to a far ahead or non-existent deadline. Some examples of important but not urgent tasks include marketing, physical activity, or long-term strategic planning. Without the time pressure to get these tasks done, people often procrastinate on second quadrant activities. To avoid this, it is best to schedule second quadrant activities in advance.
Urgent but not important tasks are time-sensitive but not vital to reaching any goals. Depending on an individual’s occupation, third quadrant tasks are often routine tasks like answering emails or helping coworkers with their questions. As with the first quadrant, spending too much time on third quadrant tasks hinders productivity and progress.
The tasks in the final quadrant are both unimportant and not urgent. While many of the tasks in this category are good for passing the time, they can distract individuals from completing more pressing tasks. Common examples of fourth quadrant activities include scrolling on social media and long, unproductive meetings. It's best to avoid these tasks, if possible.
The Four Ds of Time Management is a concept developed by author Jack Canfield that works with the Eisenhower Matrix by giving guidelines for managing each type of task. First quadrant tasks must be done to avoid a negative consequence, so they fall under the first D, “Do.” Second quadrant tasks should be “Deferred” or “Delayed” to a time period in the future. However, on the day those tasks are scheduled, they become important and urgent.
Third quadrant tasks can be “Delegated” or passed off to another person. For managers, this may mean passing down some assignments to other team members. Small business owners may need to hire a contractor to take on urgent but unimportant tasks such as answering customer emails or ordering inventory. Some software systems can automate some third quadrant tasks, such as sending invoices or signing contracts.
Tasks in the final quadrant are not productive at all and can be “Deleted.” This step can be tricky, as people may worry that dropping a task may have unknown consequences. One way to combat this is by applying the Pareto Principle, which suggests that 80 percent of results come from only 20 percent of tasks. Identifying which tasks contribute to that 80 percent gain makes it easier to decide which activities to drop.
