{"id":4274,"date":"2015-04-02T23:29:49","date_gmt":"2015-04-02T23:29:49","guid":{"rendered":"http:\/\/bme2.flywheelsites.com\/blog\/the-2-laws-of-time-management-action-priority-matrix\/"},"modified":"2020-01-16T20:15:10","modified_gmt":"2020-01-16T20:15:10","slug":"the-2-laws-of-time-management-action-priority-matrix","status":"publish","type":"post","link":"https:\/\/www.benchmarkemail.com\/in\/the-2-laws-of-time-management-action-priority-matrix\/","title":{"rendered":"The 2 Laws of Time Management: Action Priority Matrix"},"content":{"rendered":"

I\u2019ve read just about every time management article I can get my hands on. However, by far the best two pieces of advice came from an internal meeting that I had the opportunity to sit in on. Despite what you may have otherwise heard about time management, or have tried yourself, the two most important ways to understand time is through (1) the Action Priority matrix and (2) time blocking.<\/p>\n

Arguably stemming from Eisenhower\u2019s \u201cUrgent\/Important\u201d principle, the Action-Priority Matrix (AP Matrix) forces us to evaluate the task at hand. Eisenhower had said, \u201cI have two kinds of problems: the urgent and the important. The urgent are not important, and the important are never urgent.\u201d<\/p>\n

The AP Matrix takes it a step further by guiding you on how to respond to tasks based on a quadrant system<\/a>. (I) The top left quadrant is for \u201cquick wins\u201d; (II) the top right is or \u201cmajor projects\u201d; (III) the bottom left is for \u201cfill ins\u201d; (IV) and the bottom right is for \u201cthankless tasks.\u201d Vertically, the quadrant moves up toward increased impact, starting at the bottom from \u201clow\u201d and moving up to \u201chigh.\u201d Horizontally, the quadrant moves across from left to right, starting at the bottom left from \u201clow\u201d and moving across to the right to \u201chigh.\u201d<\/p>\n

The AP Matrix is designed to guide you on decision-making as tasks and requests from clients or co-workers trickle in. \u201cQuick wins\u201d, for example, are things you can quickly act on to achieve a \u201cwin\u201d from a client. The client recognizes it immediately and is pleased with it. \u201cMajor projects\u201d are like marathons \u2013 a lot of work but worth it with a long-game in mind. \u201cFill ins\u201d are something that really just anyone can do and it just needs to get done, and \u201cthankless tasks\u201d are tasks that need doing but which really aren\u2019t going to be rewarded or even recognized in some cases.<\/p>\n

A simpler way to view the Action Priority Matrix is to consider each quadrant simply in terms of impact and effort:<\/p>\n

Quadrant I: \u201cQuick Wins\u201d – High Impact, Low Effort
\nQuadrant II: \u201cMajor Projects\u201d – High Impact, High Effort
\nQuadrant III: \u201cFill Ins\u201d – Low Impact, Low Effort
\nQuadrant IV\u201d Thankless Tasks\u201d – Low Impact, High Effort<\/p>\n

When you can see the level of impact vs effort involved, you get a better idea of the value of each quadrant versus the investment required of you. So the next time a tasks comes in, a client requests a project, or a co-worker drops something on your lap, think of each one and decide where in this quadrant that request falls. If it\u2019s a quick win, then work to knock it out quickly. You always want a win since it\u2019s something that has a high value with little investment or effort required. If it\u2019s a major project, then schedule that project and create milestones to help you reach your goal.<\/p>\n

Major projects can become tricky; it takes a lot of your investment and clients don\u2019t see the value until the end. Having a wait a long time to see a win can be challenging for many clients, and make them reconsider your value or decide to throw something else on your workload because they feel they\u2019re not getting results \u2013 or at least they\u2019re not seeing them yet. To prevent any hesitation on the part of the client, and to keep control of your workload, try sharing milestones for larger projects. This way the client has an idea of what to expect throughout the process and can see you making incremental wins toward the larger goal.<\/p>\n

As far as \u201cfill ins\u201d go, it\u2019s a waste of your time to do it yourself unless you absolutely have to. It\u2019s best to give this task to someone else. Delegate it to an intern or outsource it if you can.<\/p>\n

Finally you have the \u201cthankless tasks.\u201d These tasks need to be done, they\u2019re often time consuming, and they\u2019re thankless. The trick to dealing with quadrant IV is to avoid these tasks all together or to find a way to move it out of this quadrant so it has value.<\/p>\n","protected":false},"excerpt":{"rendered":"

I\u2019ve read just about every time management article I can get my hands on. However, by far the best two pieces of advice came from an internal meeting that I had the opportunity to sit in on. 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