A typical To-do list can have all different types of tasks, some can be as simple as drinking water and some can be complex like writing a novel. Once we manage to use the PASS ( Precise, Actionable, Short, Succinct) to make the tasks easier to do, it is important to organize the list effectively.
We can make several lists - One for work, one for home, one for groceries and many more. However, this makes it overwhelming since its too complex to manage and organize. The solution to this is a simple box known as Eisenhower Decision Matrix.
The Eisenhower Decision Matrix is a 2x2 box in which we can categorize the tasks for a day in four quadrants.
1) Important and Urgent: These tasks are very
2) Important and Not Urgent
3) Not Urgent and Important
4) Not Urgent and Not Important
Urgent implies that a particular tasks require your immediate attention. These items have to be tackled immediately and take up your attention span and most of your time.
Important means tasks which contribute to your long term goals. Many of these items become urgent if not tackled till the last minute.
The following diagram depicts the principles behind the Eisenhower Decision Matrix very clearly:
You can use apps such as Productivity Matrix , but it is more effective if you write it in a piece of paper. This PDF document is a good template for daily use. Keep a couple of printouts in your office space or place of work.
Now that our tasks are organized we also have to make sure that the Eisenhower Decision Matrix does not get overpopulated. The solution is to follow another productivity technique called the 1-3-5 rule.
The 1-3-5 rule states that in a day, we should only keep our focus on one big item, three medium size items and five small items. Therefore using the matrix example above before starting your day :
(1) Write down just One task in Quadrant 1.
(3) Write down just Three tasks in Quadrant 2.
References:
We can make several lists - One for work, one for home, one for groceries and many more. However, this makes it overwhelming since its too complex to manage and organize. The solution to this is a simple box known as Eisenhower Decision Matrix.
The Eisenhower Decision Matrix is a 2x2 box in which we can categorize the tasks for a day in four quadrants.
1) Important and Urgent: These tasks are very
2) Important and Not Urgent
3) Not Urgent and Important
4) Not Urgent and Not Important
Urgent implies that a particular tasks require your immediate attention. These items have to be tackled immediately and take up your attention span and most of your time.
Important means tasks which contribute to your long term goals. Many of these items become urgent if not tackled till the last minute.
The following diagram depicts the principles behind the Eisenhower Decision Matrix very clearly:
You can use apps such as Productivity Matrix , but it is more effective if you write it in a piece of paper. This PDF document is a good template for daily use. Keep a couple of printouts in your office space or place of work.
Now that our tasks are organized we also have to make sure that the Eisenhower Decision Matrix does not get overpopulated. The solution is to follow another productivity technique called the 1-3-5 rule.
The 1-3-5 rule states that in a day, we should only keep our focus on one big item, three medium size items and five small items. Therefore using the matrix example above before starting your day :
(1) Write down just One task in Quadrant 1.
(3) Write down just Three tasks in Quadrant 2.
(5) Write down just Five tasks in Quadrant 3.
This will ensure that your attention does not keep swaying to different tasks during the day and you can actually get some work done.
However most of the times new tasks keep coming up during the day. If such things do happen then do not fill it into the current matrix. Use another new copy of the matrix (From the printouts you took earlier) and add the item to it. Make sure that every matrix you create follows the 1-3-5 rule and never has more than nine tasks.
If you do manage to finish a matrix within a day, reward yourself. This will keep you motivated and more inclined to continue working. You can perform several such matrix iterations in a day if you manage to be motivated.
For a more detailed read about the Eisenhower Decision Matrix and the 1-3-5 rules, check out the references below.
Have a nice day !!
References:
Eisenhower Decision Matrix - http://www.artofmanliness.com/2013/10/23/eisenhower-decision-matrix/
1-3-5 Rule : http://lifehacker.com/5994155/make-your-to-do-list-more-doable-with-the-1-3-5-rule
