Importance Urgency Matrix is an effective method of organizing priorities. It is a two-dimensional chart that is used to prioritize work activities as well as personal activities.

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Importance-Urgency Matrix
Unlocking Productivity and Personal Growth through the Importance-Urgency Matrix
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Importance-Urgency Matrix 2
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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Definition
An importance urgency matrix is an effective method for organizing
activities and priorities.
Importance-Urgency Matrix 3
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A 2-dimensional
chart

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Uses
Used to prioritize work activities as well as personal activities.
Importance-Urgency Matrix 4
Can be used when the team is
having a conflict and unable to
manage the work effectively

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Four Quadrants
All tasks are evaluated in terms of importance and urgency.
They are then placed in the appropriate quadrants of the importance-
urgency matrix.
Importance-Urgency Matrix 5
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-
Importance
+
+ Urgency -

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Four Quadrants
Importance-Urgency Matrix 6
Q1 Q2
Q3 Q4
-
Importance
+
+ 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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Four Quadrants
Importance-Urgency Matrix 7
Do First Do Soon
Delegate Drop
Important
Urgent Not urgent
Manage Focus
Push back Avoid
Not
important

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Quadrant 1
Importance-Urgency Matrix 8
A problem may arise when unexpected
activities arises
For important and urgent matters
Or when activities become urgent due
to procrastination or poor planning
Q1

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Quadrant 1
Examples . . .
Importance-Urgency Matrix 9
Projects at hand
Performing urgent
repairs
Deadlines at work
Medical emergencies
Paying urgent bills

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Unexpected
activities arises
Procrastination
and poor
planning
Quadrant 1 - Strategies
Importance-Urgency Matrix 10
Leave some time
in your schedule
Be proactive

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Quadrant 2
Importance-Urgency Matrix 11
Exceptionally important when it comes
to personal development and growth
The important activities that you should spend
most of your time on
Often under used!
Q2
Finding ways to expand them is the main goal from using this matrix

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Quadrant 2
Examples . . .
Importance-Urgency Matrix 12
Personal development
Leadership driven
activities
Planning
Research
Continuous
improvement
Prevention

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Quadrant 2
Activities in this quadrant will help you achieve your personal and
professional goals.
Importance-Urgency Matrix 13
Athletes, entrepreneurs and other people of great achievement find time for this
quadrant.

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Quadrant 2 - Strategies
One should spend more time here.
Allocate time for strategic planning and goal setting
Make use of To-Do lists
Break big projects into milestones
Allocate time for activities that enhance your skills,
knowledge, and personal growth
Schedule regular intervals to review your progress
Importance-Urgency Matrix 14

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Quadrant 3
Importance-Urgency Matrix 15
Unimportant activities that are done with a
sense of urgency
Most of these activities are draining and time
consuming
Q3

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Quadrant 3
Examples . . .
Importance-Urgency Matrix 16
Some meetings
Unwanted
conversations
Most emails
Frequent interruptions
Agreeing to do
something because
you can’t say “no”
Some phone calls

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Quadrant 3 - Strategies
Importance-Urgency Matrix 17
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
Try to have time slots when you are available, so people
know they can speak with you them
Learn how to say No

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Quadrant 4
Importance-Urgency Matrix 18
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

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Examples . . .
Quadrant 4
Importance-Urgency Matrix 19
Engaging in gossip
Surfing the internet
aimlessly
Mindlessly scrolling through
social media feeds
Checking emails repeatedly
when not expecting
anything urgent
Watching TV
excessively
Playing video games
excessively

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Quadrant 4 - Strategies
Limit the time you spend in this quadrant. Otherwise, you
lose control of your future and may decrease your chance
for success.
Limit these activities to certain hours
of the day
Once the time is up, move on to more
important activities
Prioritize activities that recharge you
such as hobbies and exercise
Use timers to keep yourself
accountable
Be mindful of your actions and the
time you spend on them
Create a distraction-free environment
Importance-Urgency Matrix 20

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Steps for Using the Importance-Urgency Matrix
Importance-Urgency Matrix 21
Begin by your personal or job-related activity list
• Draw the importance-urgency matrix on paper or a flipchart.

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Steps for Using the Importance-Urgency Matrix
Importance-Urgency Matrix 22
Sort all the activities in the appropriate quadrant
• Manage what’s on the first two quadrants.
• Pushback or ignore what’s on the last two quadrants.

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Example – Professional Life
Take your list of job-related activities
then sort them in the appropriate
quadrant of the importance-
urgency matrix.
Here is an example.
Importance-Urgency Matrix 23
Not
important
Important
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

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Example – Personal Life
Take your personal to-do list then
sort it into the appropriate
quadrants.
The following is an example of a
personal importance-urgency
matrix.
Importance-Urgency Matrix 24
Not
important
Important
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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