We’ve all had times where we found ourselves seemingly busy throughout a day/week/month without results to show for it.
It’s not like we consciously tell ourselves “I don’t want to accomplish anything meaningful.” Yet it happens more often than we’d like to admit.
So what’s the issue, and how do we avoid it?
Even when making plans and identifying specific task(s) it’s easy to fall into the trappings of focusing on what’s immediate and right in front of us, whether it’s truly important or not.
The scenario rarely matters — leading an organization, managing a business team, running a household — you'll achieve more when focused on what's most impactful.
There are literally hundreds of ways to try keeping track of tasks. A well-known approach is the 2x2 Time Management Matrix, also known as the Eisenhower Method, or Covey’s Four Quadrants.
- Quadrant 1 - Do It
Tasks with clean deadlines and significant consequences if not completed in a timely fashion. When you do most of your work here, you may often feel stressed or panicked, and are likely to experience burnout! - Quadrant 2 - Plan (or Schedule) It
Tasks with no set deadline but that bring you closer to your long-term goals. Completing work here has the ability to make a positive difference in your life. By planning ahead you will have more control, balance, and vision in your life. - Quadrant 3 – Avoid (or Delegate) It
Tasks that need to get done, but don’t need your expertise in order to be completed. If you spend a lot of time here, you may be crossing items off your to-do list, but everything has a short-term focus. The work doesn’t connect to big-picture goals. - Quadrant 4 - Delete It
Tasks that distract you from your preferred course, and don’t add any measurable value. Spending time here results in a lack of responsibility for things that need to be completed.
This matrix is an easy way to see what’s on your plate, their level of importance, and their level of urgency (to complete). Of course, there are modern versions available on your smartphone or laptop, and accessible 24/7 in “the Cloud”. I’m more traditional and keep mine on my office whiteboard, with stickies that can be easily moved from quadrant to quadrant. That way I can glance at it whenever I want for a quick reminder of where my attention should be.
Digital or physical, fee-based or free to use, whatever you choose to manage your priorities should be something you’re comfortable with and motivated to use regularly. The alternative is a growing list of “to-dos” that sometimes never “get done”.