THE BATTLE OF URGENT VERSUS IMPORTANT

One of the best time management tools around is the Eisenhower

Decision Matrix. Created by US President Dwight D Eisenhower, the

matrix was later popularised in business educator Stephen Covey’s

bestseller The Seven Habits of Highly Effective People.

1 243

URGENT NOT URGENT

NO

T IM

PO

RTA

NT

IMP

OR

TAN

T1 2

3 4

By using this simple tool, you can better distinguish urgent tasks

from important ones – which are often not the same thing. It will

also help you recognise which activities usually grab your attention

�rst, but also end up consuming too many of your working hours.

1234

Armed with this information, you can then �nd ways to spend

more time on the important, high-value tasks – the ones that

allow you achieve your long-term business objectives. You may

also be able to minimise the urgent tasks and �nd there are

some you don’t need to do at all.

Classify your tasks

Use the Eisenhower Decision Matrix to divide your to-do list into four quadrants:

1 Urgent and important

2 Important but not urgent

3 Urgent but not important

4 Not urgent and not important

By mapping out your activities in these four quadrants over a few weeks, you’ll have a clear snapshot of how you’re spending your time.

1 Urgent and important

Regulatory deadlines

Conducting staff performance reviews

Actions needed to retain key clients

Family emergencies

These tasks will be your main focus whenever they arise.

1 2

3 4

2 Important but not urgent

Updating your �rm’s business strategy

90-day business plans

Ongoing education

Partner succession planning

Building digital presence

Activities that support your long-term objectives

Self-care activities like exercise and relaxation

1 2

3 4

1 2

3 4

3 Urgent but not important

Immediately responding to emails, client calls and ad-hoc requests that could instead be managed by another team member

client emails

And just because a task is important to someone else, that doesn’t necessarily mean it’s as important to you.

1 2

3 4

4 Not urgent and not important

Chatting with colleagues

Dealing with non-work tasks in work time

While these distractions can help alleviate pressure, they should be kept to a minimum

Get where you want to be

Divide

Diarise

Delegate

Delete

Divide larger tasks up into smaller and more manageable ones at the outset, and

complete a few each day. By allowing more time than you think you need, you’ll

�nd that fewer tasks end up in the urgent and important quadrant.

Diarise and schedule time for business planning, following up with clients, staff training

and looking after your wellbeing. You can always reschedule if something urgent

comes up, but don’t make a habit of it.

Delegatetasks where possible. Not only will it free up more of your time, but it will allow

your junior staff to develop their own skills and take on more responsibility.

Deletetasks that aren’t necessary. Unsubscribe from emails you don’t read, and try to

hold off your non-work tasks until after hours. Learn to say no to non-essential

activities that take up your time but don’t support your business goals.

Aim to spend most of your time in the important but not urgent quadrant, where you can be at your most productive and creative.

This document has been prepared by Count Financial Limited ABN 19 001 974 625, AFSL 227232 (Count) a wholly-owned, non-guaranteed subsidiary of Commonwealth Bank of Australia ABN 48 123 123 124. Count Wealth Accountants® is the business name of Count. Count advisers are authorised representatives of Count. While care has been taken in the preparation of this document, no liability is accepted by Count, its related entities, agents and employees for any loss arising from reliance on this document. 22831/1016