In this article we will introduce a time management tool called priority matrix. You can have try and see whether it is the right one for you.
Priority matrix defines all tasks into four categories depending on the importance and urgency of each task. It is shown as follows,
|
|
Urgent |
Not urgent |
|
Important |
1.Do now |
2.Plan to do Do later after finish box1 tasks |
|
Not Important |
3.Reject and explain Do later if still necessary |
4.Resist and cease Do when finished box1-3 tasks and need a rest |
Activities in box 1 include all emergencies issues, demands from customers, planned tasks not due, etc. Box 2 includes planning, preparation, scheduling, research, investigation, reviews, networking relationship building, etc. Box 3 includes trivial requests from others, pointless routines, accumulated unresolved trivia, etc. Box 4 includes all comfort activities like computer games, net surfing, excessive cigarette breaks, etc.
We have different priorities for tasks from different categories. People with poor time management skills tend to spend more time on box 1 and box 4 because they tend to do easy comfort tasks and ignore non urgent important tasks so all important task become urgent.
People who are good at time management spend more time on box 2, which is the most critical area for success, development and proactive self-determination.
The right way of handling four kinds of tasks is written in the matrix. Urgency or not is not a fixed status. You should review your task list regularly to make sure that nothing gets moved up just because it has become more urgent.
Other time-management tips:
· Tidy up working environment.
· Make a list before starting a pile of work.
· Do not multi-tasking.
· Learn to say no politely and constructively.
· Never try to eat an elephant all in one go.
· Pick at least three of the above tips and put them into practise.