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Continuous Improvement Toolkit

Importance Urgency Matrix

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“We live in a time pressured world where it is common to have multiple overlapping commitments that all require immediate

attention now”

“Urgency is no long reserved for special occasions, they are an everyday occurrences”

“How can one manage the flood of responsibilities, do excellent work and maintain

a positive frame of mind?”

Steven Covey

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An effective method for organizing priorities

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3 4

A 2-dimensional chart

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Also called . . .

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3 4

A 2-dimensional chart

Eisenhower's Urgent/Important

Principle

Covey’s Time Management

Grid

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Used to prioritize work activities as well as personal activities

Can be used when the team is having a conflict and unable to manage the work effectively.

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All tasks can be evaluated in terms of importance and urgency

They are then placed in the appropriate quadrants of the importance-urgency matrix

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- I

mp

ort

ance

+

+ Urgency -

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Q1 Q2

Q3 Q4

- I

mp

ort

ance

+

+ Urgency -

Quadrant 1 Important activities that require immediate attention

Quadrant 2 Activities that are important but not

urgent

Quadrant 3 Activities that are not really important, but someone wants it now!

Quadrant 4 Activities that are neither important

nor urgent

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Do First Do Soon

Delegate Drop

No

t im

po

rtan

t

I

mp

ort

ant

Urgent Not urgent

Manage Focus

Push back Avoid

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Quadrant 1

Q1

For important and urgent matters

A problem may arise when unexpected activities arises

Or when activities become urgent due to procrastination or poor planning



Quadrant 1 - Examples

Performing urgent repairs

Projects at hand

Deadlines at work

Medical emergencies

Paying urgent bills



Quadrant 1 – Examples

Unexpected activities

arises

Leave some time in your

schedule

Procrastination and poor planning

Be proactive



Quadrant 2

Finding ways to expand them is the main goal from using this matrix

The important activities that you should spend most of your time on

Exceptionally important when it comes to personal development and growth

Q2



Quadrant 2

Often under used

You should spend more time here




Personal development

Planning

Leadership driven activities

Prevention

Research

Continuous improvement



Quadrant 2

Athletes, entrepreneurs and other people of great achievement find time for this quadrant

Help you achieve your personal and professional goals



Quadrant 3

Unimportant activities that are done with a sense of urgency

Most of these activities are draining and time consuming

Q3




Some meetings

Most emails

Frequent interruptions

Some phone calls

Unwanted conversations

Agreeing to do something because you can’t say “no”



Quadrant 3

Push back, delegate, or at least don’t get caught up with these activities

Arrange regular meetings with those who interrupt you often

Keep your phone on silent when you need to focus



Quadrant 3

Try to have time slots when you are available, so people know they can

speak with you them

Learn how to say No



Quadrant 4

The area that most of us get caught up in

These are the activities used for taking a break from important and urgent activities

Q4



Quadrant 4 – Example

Watching TV and playing video games can be a relief at the end of a long day!



Quadrant 4

Limit the time you spend in this quadrant. Otherwise, you lose control of your future and may decrease your chance for success.



How to Use the Importance-Urgency Matrix

Draw the importance-urgency matrix on a paper (or on a flip chart if you are working with a team)

Begin by your personal or job-related activity list



How to Use the Importance-Urgency Matrix

Manage and focus what’s on the first two quadrants, and pushback or ignore what’s on the last two quadrants

Sort all the activities in the appropriate quadrant



No

t im

po

rtan

t

I

mp

ort

ant

Urgent Not urgent

Customer emails

Meetings

Major deadlines

Customer calls

Networking

Planning

Prevention

Coaching

Preparation

Many emails

Some meetings

Interruptions

Personal calls

Junk emails

Gossiping at work

Internet surfing

Example – Professional Life



Example – Personal Life

No

t im

po

rtan

t

I

mp

ort

ant

Urgent Not urgent

A kitchen fire

Family calls

A crying baby

A family breakfast

Reading a book

Family gathering

Daily planning

Mentoring

Exercise

Interruptions

Internet chatting

Work-related calls

A neighbor visit

Video games

Social media

Excessive TV

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