Eisenhower Matrix - Organize tasks by urgency and importance
Add tasks you need to organize, then place them in the appropriate quadrant below
Do these first
Delegate if possible
Schedule these
Delete or minimize
Start by making a complete list of everything you need to do. Don't filter or judge yet - just capture it all. This includes work tasks, personal errands, long-term projects, and daily responsibilities.
For each task, ask two questions: Is it urgent? Does it require immediate action? Is it important? Does it contribute to my long-term goals or values? Be honest - many 'urgent' tasks aren't actually important.
Categorize each task based on your evaluation. Urgent & Important tasks go in Q1. Urgent but Not Important in Q3. Not Urgent but Important in Q2. Neither in Q4. Trust your judgment.
Q1 tasks: Do immediately. Q2 tasks: Schedule specific time blocks. Q3 tasks: Delegate or automate. Q4 tasks: Eliminate ruthlessly. Revisit your matrix daily as circumstances change.
Crises, deadlines, emergency meetings, pressing problems. These tasks demand immediate attention. While you must address them, your goal should be to minimize this quadrant through better planning. If you live here constantly, you're in permanent crisis mode.
Aim to spend: 20-30% of your time
Strategic planning, relationship building, skill development, exercise, prevention. This is the heart of effective personal management. These tasks don't press on you, but they're where real progress happens. Block time for them or they'll never happen.
Aim to spend: 70-80% of your time
Most phone calls, some meetings, many interruptions, some popular activities. These tasks feel urgent but don't advance your goals. They're often other people's priorities. Learn to say no, delegate, or batch these into low-energy time blocks.
Aim to spend: Minimize as much as possible
Time wasters, trivial tasks, excessive social media, some entertainment, escape activities. These tasks contribute nothing to your goals or happiness. Be ruthless in eliminating them. They're the enemy of productivity and fulfillment.
Aim to spend: 0% of your time
If a Q1 or Q3 task takes less than two minutes, do it immediately. Don't categorize it - just knock it out. This prevents small tasks from clogging your matrix and builds momentum.
Tasks change quadrants over time. A Q2 task becomes Q1 as deadlines approach. Review weekly to update categorization and ensure you're spending time where it matters most.
Use the Eisenhower Matrix to decide what to do, Pomodoro to execute. Block focused sessions for Q1 and Q2 tasks. The timer keeps you on track and prevents Q3 interruptions.
Most Q3 tasks are other people's priorities. Protect your Q2 time by declining requests that don't align with your goals. 'Let me think about it' gives you time to evaluate.
The Eisenhower Matrix is a productivity tool that helps you prioritize tasks by categorizing them into four quadrants based on urgency and importance. Urgent & Important tasks must be done immediately. Urgent but Not Important tasks should be delegated. Not Urgent but Important tasks should be scheduled. Not Urgent & Not Important tasks should be eliminated.
Start by listing all your tasks. For each task, ask: Is it urgent? Does it contribute to my long-term goals? Place tasks in the appropriate quadrant. Focus on Quadrant 1 (Urgent & Important) first, but aim to spend most time on Quadrant 2 (Not Urgent but Important) to prevent fires. Minimize Quadrant 3 and eliminate Quadrant 4.
While you must address Urgent & Important tasks immediately, your goal should be to spend 70-80% of your time on Not Urgent but Important tasks. This quadrant contains strategic planning, relationship building, skill development, and prevention - activities that prevent urgency. The more time you spend here, the fewer crises you'll face.
Urgent tasks demand immediate attention - they have deadlines, are pressing, or visible. Important tasks contribute to your long-term mission, values, and goals. A task can be urgent but not important (many interruptions) or important but not urgent (exercise, planning). Ask: 'Does this advance my goals?' (Important) and 'Must this be done now?' (Urgent).
Absolutely! Use the Eisenhower Matrix to plan which tasks to tackle, then use Pomodoro sessions to execute them. Start each day by reviewing your quadrants. Block Pomodoro sessions for Quadrant 1 and 2 tasks. Use 25-minute focused sessions to power through important work, taking breaks between tasks to maintain energy and decision quality.
Constant urgency usually means you're spending too much time in Quadrant 3 (Urgent but Not Important) and neglecting Quadrant 2 (Not Urgent but Important). When you don't invest in planning, relationship building, and prevention, small problems grow into crises. Shift focus to Quadrant 2 activities and urgency will decrease over time.