Time management matrix - Deepstash
Time management matrix

Time management matrix

At the beginning of every week, write a two-by-two matrix on a blank sheet of paper.

One side of the matrix says "urgent" and "not urgent".  The other side of the matrix says "important" and "not important." 

Then, write all the things you want to do that week.

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MORE IDEAS FROM The Only Thing You Need To Remember About The Seven Habits of Highly Effective People

The most important quadrant

Quadrant 1 (the urgent/important tasks) you will always automatically take care off. Quadrants 3 & 4 should be eliminated to a great extent.

Quadrant 2 (not urgent but important) is what will change your life over time. At least 10% of your day needs to be devoted to this important but not urgent stuff. Ideally, you're spending 30% of every day on this.

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These things are the time wasters we do because we feel like we're tired and need a break: checking and rechecking Facebook and Twitter during the day, or mindlessly eating, even though we're not hungry.  

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These are the things that matter in the long-term but will offer no concrete benefits right now or even this year. They are things we know we need to get to but probably will push off. 

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These are the most pressing tasks we'll likely get to this week.  When we do fire-fighting, it's all relating to stuff in this quadrant.

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These tasks keep us busy today, but if we stop to really think about it, were a waste of time. These are interruptions that happen, such as phone calls.

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RELATED IDEA

The Eighth Qualitative Habit

It's related to your ability to act instead of reacting when things don’t go your way.

Your reactivity impacts your attitude, performance, effectiveness and how others perceive you.

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Be Proactive

Reactive people believe the world is happening to them. They focus on things that are in their circle of concern, but not in their circle of influence.

Proactive people recognize that they are able to choose how they will respond to a given situation. They focus on the things they can do something about. 

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  • Procrastinating on tasks—both small, nagging ones and large, challenging ones
  • Boring work that needs just to get done
  • Responding to email and other messages while working
  • Staying motivated and energized throughout the entire work day
  • Focusing and finishing the most important projects on their plates
  1. Focus on most important tasks first
  2. Cultivate deep work
  3. Keep a distraction list to stay focused
  4. Use the Eisenhower Matrix to identify long-term priorities
  5. Use the 80/20 rule
  6. Break tasks into smaller pieces
  7. Take breaks
  8. Make fewer decisions
  9. Eliminate inefficient communication
  10. Find repeatable shortcuts
  11. Learn from successes as well as mistakes
  12. Plan for when things go wrong
  13. Work before you get motivated or inspired
  14. Don’t multitask
  15. Fill the tank — recharge
  16. Sharpen the axe
  17. Manage your energy (not just time)
  18. Get better at saying “no”

Laura Earnest of Whole Life Productivity  had this to say on the importance of prioritization as a productivity habit:

“Let me say that I distinguish between efficient and effective, but that both are needed for peak productivity. Efficient is doing things right and effective is doing the right things. So the most productive people work on the high value tasks, making sure that how they are doing those tasks is the best way.

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