Probably one of the best things you can do for yourself if you want to be more efficient is to set your priorities. There are several methods that can help you.
One of the best known tools for helping you sort out your priorities is the Urgent/Important Matrix.
The Urgent/Important Matrix is featured in Steven Covey’s book: The 7 Habits of Highly Effective People. I’m betting that many people have heard of it and haven’t tried it, or maybe just haven’t used it in years? Well, that’s okay; it’s never too late to get started.
Here’s how it works:
Step 1 – Make a list of everything you have to do this week, or feel like you have to do.
Step 2 – Go through your list and rate each item on it’s importance; you can use whatever scale makes sense to you. Some people use a 1 – 5 scale, or if you’re like me you might like to use a more visual method of symbols or pictures.
Be sure you rate on importance only at this stage. If you have trouble deciding what is important, just skip that item and come back to it after step 3.
Step 3 – Now, go back through the list and rate the urgency of each item. Urgency should relate to problems that need to be solved and can’t be put off. (you have to pick up the kids at school every day, you don’t have to read the latest gossip on Facebook)
Step 4 – Put the items in the matrix according to how they are scored Using the matrix to schedule your priorities:
Now that you have plotted all your tasks, you can allocate your time accordingly. Obviously, you will need to first schedule your time on the activities in the high importance, high urgency block.
Consider other options for the urgent but not important group – can they be delegated or rescheduled?
How about the not urgent, but important list? Just because it’s not urgent doesn’t mean you shouldn’t plan time to work on these tasks. If you don’t, you’ll be submitting to procrastination, and we all know where that leads…
And finally the not urgent and not important, this is where you need to learn to say no. Most things in this category are time wasters, or unnecessary things that are done more of habit than necessity.
Remember to leave time in your schedule for the unavoidable urgent, important, and unforeseen events that will no doubt occur, or at least know where you can shift priorities if needed.