In this model, we are taking a look at 4 quadrants that seek to bridge the gap between efficiency and effectiveness. When delegating tasks within your company, it is very important to identify what is important and what is urgent. The “Time Management Matrix” seeks to help businesses and individuals place tasks surrounding their
day into one of the four-quadrants. Quadrant 1 identifies tasks that are important and urgent. Theses tasks will not only require your immediate attention, but are very valuable. You do not want to put these tasks behind you, as they need to get done quickly due to their level of importance. We tend to see crises and immediate challenges in this area. In quadrant 2, we are looking at tasks that are not time-sensitive, but are important. A lot of tasks within this area things that are important to your success, but may be you are not doing them because they do not need to be done now. These tasks are very valuable and with the right planning tasks within this area will pay off very well.
Let’s move to quadrant 3. Unlike quadrant 2, this area should be limited. These are tasks that may take up a lot of time. In addition. they are not important. Limit your exposure to tasks that fall into this arena. As a business, we often have tasks within this area that we feel the need to have, but more often than not, we are creating unwanted work that is providing no long-term value. The last quadrant, number 4, is an area that we should limit our participation/involvement. Not only do these tasks lack urgency, but they provide no level of importance to the overall productivity of the business, or yourself. These these tasks should be used as a break, yet for limited times. Putting too many tasks within this area will cause significant impacts on your business, personal life and more. The correlation between quadrant 4 and efficiency is positive, meaning that more time spent in the quadrant leads to less efficiency.
The “Time-Management Matrix” is a very important tool to look at when identifying tasks within your business. Take some time to identify the tasks within your business, or personal life and place them in the associated quadrants. Now see where you are placing your efforts. Are you being productive? If you are spending too much time in quadrants 3 & 4 then re-examine your position and seek to find tasks that are more efficient. Quadrant 4 is an area that you should utilize, but spend little time pursuing. Quadrant 3 should be eliminated completely. It is in quadrant 3 where we see the most inefficiency.
More importantly, use this tool as a way to help improve your time management and task delegation. By being aware of where you are spending your time, you will be better prepared to make more effective decisions in your personal life, as well as business.