Do you sometimes find yourself overwhelmed by the growing list of things you need to get done? In today’s hectic world, we all have a lot of works and tasks that need to be done every day. Effective task management helps us get more done in less time and boost our productivity.

So, if you have a lot of tasks to be done in the same time, how do you manage or plan them? Which task should you do first?

To help manage your tasks effectively, the Eisenhower Matrix can be a powerful tool. Below we teach you step by step to build an Eisenhower Matrix. Also, you can check out our blog post about all kinds of matrices here.

What is Eisenhower Matrix?

The Eisenhower Matrix, which is also known as the Urgent-Important Matrix, is a powerful way of thinking about priorities. It helps you prioritize your tasks based upon their urgency and importance, and also allows you to identify tasks that you should either delegate or leave undone.

How to get started?

XMind, as the most popular mind mapping software, is a great tool to help you manage your tasks and get things done. Create your matrix

  1. Create your matrix

With just a simple click you can open a blank mind map with the matrix diagram in XMind. The relationship line helps you to divide the map into four quadrants: Quadrant 1 (Urgent and important), Quadrant 2 (Important but not urgent), Quadrant 3 (Urgent but not important) and Quadrant (Neither urgent nor important).

2. Sort your tasks

Writing down your tasks helps to declutter your mind, free up mental space and relieve your stress. With XMind, you only need to put all of the tasks into the matrix quadrant. Before doing so, simply ask yourself two questions about the task:

  • Is it urgent?
  • Is it important?

If you have trouble differentiating between urgent and important tasks, keep in mind that urgent tasks demand your immediate attention; important tasks contribute to your long-term goals or values. Based on your own answer, yes or no, simply put the task where it should be.

What to do with each quadrant?

After sorting your tasks into each quadrant, you should take different measures for tasks in different quadrant. Here is how four quadrants work:

  1. Urgent and important

Quadrant 1 contains tasks that are both urgent and important, so do it now and do it yourself. These tasks are critical for your life and career and need to be done as soon as possible to avoid negative consequences.

2. Important but not urgent

The tasks in quadrant 2 are important, but not urgent. For those tasks, where you should invest the majority of your time, you need to set the date, but you can push them for later. Please note that just because these tasks are not urgent does not mean that they are not important. Anything that will be beneficial to you in the long term will fall into the second quadrant.

3. Urgent but not important

For quadrant 3 tasks, it is important to learn and remember how to delegate certain things. It may seem urgent at the time while it is happening, but these little things can be handled by other people. So you can focus on the urgent and important tasks.

4. Neither urgent nor important

The tasks in quadrant 4 are simply time-wasters. If you are able to identify and eliminate all of your quadrant 4 tasks, you will free up some much-needed time to invest in your quadrant 2 tasks.

The Eisenhower Matrix is a simple and quick way to help you detect your priorities and the time wasters. If you used to have days when you were extremely busy but felt done nothing by the end of the day, then the Eisenhower Matrix is a powerful and useful tool to help eliminate this sort of situation.

Why not give it a try now?