Time Quadrant Analysis

I've tried 100s of time management techniques.  This is by far my favourite: I used to work 80 hrs/week and call it "productive." When really I was: - Attending pointless meetings - Fighting countless small fires - Being involved in every decision Now I work less than 70% the time and get 4x as much done. The Eisenhower Matrix helped me get there.  It teaches you to categorise tasks by importance and urgency. Here's how it works: 1. Do It Now (Urgent + Important) Examples: - Finalise pitch deck before investor meeting tomorrow. - Fix website crash during peak customer traffic. - Respond to press interview request before deadline. Best Practices: - Attack these tasks first each morning with full focus. - Set a strict deadline so urgency fuels execution. 2. Schedule It (Important + Not Urgent) Examples: - Plan quarterly strategy session with leadership team. - Map long-term hiring plan for next 18 months. - Build a personal brand content system for LinkedIn. Best Practices: - Protect time blocks in advance. Never leave them floating. - Tie them to measurable outcomes, not vague intentions. 3. Delegate It (Urgent + Not Important) Examples: - Handle inbound customer service queries this week. - Organise travel logistics for upcoming conference. - Update CRM with latest sales call notes. Best Practices: - Build playbooks so your team executes without confusion. - Delegate with deadlines to avoid wasting time. 4. Eliminate It (Not Urgent + Not Important) Examples: - Tweak logo colour palette again for fun. - Attend generic networking events with no ICP fit. - Review endless “best productivity tools” articles. Best Practices: - Audit weekly. Cut anything that doesn’t compound long-term. - Replace low-value busywork with rest, thinking, or selling. If you are always reacting to what feels urgent,   You'll never focus on what matters. Attend to the tasks in quadrant 1 efficiently,  Then spend 60-70% of your time in quadrant 2.    That's work that actually builds your business. Which quadrant are you spending too much time in right now?  Drop your thoughts in the comments. My newsletter, Step By Step, breaks down more frameworks like this. It's designed to help you build smarter without burning out. 200k+ builders use it to develop better systems. Join them here:  https://lnkd.in/eUTCQTWb ♻️ Repost this to help other founders manage their time.  And follow Chris Donnelly for more on building and running businesses. 

Leaders don’t fail because they lack talent. They fail because they waste their time on the wrong things. And it’s worse than being busy. Most leaders are so focused on checking off tasks that they don’t stop to ask: “Should I even be doing this?” That’s how you end up running in circles instead of making progress. Enter the Eisenhower Matrix—a simple tool that forces you to stop, think, and prioritize like a leader. Here’s how it works: 1) Quadrant 1: Urgent and important This is the “firefighting” zone. It includes stuff that’s both critical and time-sensitive—like a last-minute client meltdown or a looming deadline you forgot about. Get in, handle it, and get out. You can’t afford to live here all day. 2) Quadrant 2: Important but not urgent This is where the magic happens. Strategic planning, big-picture thinking, and actual leadership live here. Block time for this like it’s a doctor’s appointment. Because if you don’t, Quadrants 1 and 3 will eat your entire day. And your vision will stay stuck in the “someday” pile. 3) Quadrant 3: Urgent but not important This is the “looks like a big deal, but really isn’t” quadrant. Think: unnecessary meetings, emails that could’ve been solved with a Google search, or anything starting with “just a quick favor.” The fix? Delegate. Urgent doesn’t mean it’s your job. Pass these tasks to someone who can handle them. Reclaim your time for what matters. 4) Quadrant 4: Neither urgent nor important This is where doom-scrolling, pointless admin tasks, and rechecking finished work go to waste your life. Delete, eliminate, or automate. The less time you spend here, the more time you have for Quadrant 2—the stuff that actually drives results. You can’t lead effectively if you’re stuck in the wrong quadrants. Stop chasing urgency. Start focusing on what really moves the needle. P.S. Which quadrant do you struggle to prioritize the most—and how do you plan to fix it? Thanks for reading. Enjoyed this post? Follow Dr. Carrie LaDue for more insights on leadership—and share it with your network.

I’m not naturally productive. Yet, I complete 99% of my tasks every single day. Here’s the matrix that helps me (& my clients too) do more in less time: I coach high-performing professionals every day. They’re smart, ambitious, and committed. But they’re also overwhelmed. Not because they’re lazy, unproductive, or disorganized. Because their days are full of urgent but unimportant tasks. One framework I often share is the Eisenhower Matrix. It comes from someone who lived one of the most productive lives in modern history. Dwight Eisenhower led invasions in WWII. He served as the U.S. president. He helped launch NASA, DARPA, and the Interstate Highway System. He also managed to paint, golf, and sleep. He used a framework to separate his time into 4 boxes: Quadrant 1: Urgent + important Client escalations, tight deadlines, or a critical hire falling through. Quadrant 2: Not urgent, but important Strategic planning, building a new product, or mentoring your team. Quadrant 3: Urgent, but not important Status meetings, Slack notifications, chasing updates you shouldn't own. Quadrant 4: Not urgent, Not important Fixing slides no one reads, inbox zero obsession, or rechecking what’s already done. Now,  Q1 tasks need to be done. Q2 tasks need to be scheduled. Q3 tasks need to be delegated. Q4 tasks need to be deleted. If you're feeling stretched thin, try this: 📌Pull up your calendar 📌Label each block with a quadrant 📌Ask: What can I let go of? You don’t need more hours in the day. You need space for work that matters. Which quadrant do you spend the most time in? #productivity #leadershipdevelopment #efficiency

My mid-career burnout as a neurosurgeon didn't come from difficult surgeries—it came from trying to make time for everything other than  surgery. Here’s what I mean…👇 As a neurosurgeon, I am most impactful with my skills in the operating room. In hindsight, I find myself  most productive outside the operating room while preventing emergency operations. Everything  outside the emergency room  is important, but not urgent! This is where I do my best work. 💪 Stephen Covey's time management quadrants transformed my approach: → Quadrant 1: Urgent and  important (emergencies, crises) → Quadrant 2: Important but not urgent (planning, prevention, relationships) → Quadrant 3: Urgent but not important (interruptions, some meetings) → Quadrant 4: Neither urgent nor important (busy work, time wasters) The revelation?  Most truly transformative work happens in Quadrant 2—important but not urgent. I have transferred this principle to building MedMatch Network - strategic thinking, relationship building, and system design that wouldn't have an immediate payoff but would create lasting value. Whether you're a surgeon, entrepreneur, or leader in any field, your most valuable contribution would be measured in time management - what you build in quadrant 2. What would happen if you ruthlessly eliminated the non-essential and focused only on what truly matters in your work? #timemanagement #productivity #focusedwork #prioritization

Reactive vs. Proactive - Avoid ‘knee-jerk’ responses as a Recruiter. Recruitment, by its nature, encourages knee-jerk, reactive behaviour: ● Someone handed their notice in unexpectedly = We needed to replace them yesterday. ● We’ve won a huge new project with a client = We need a new team hired ASAP. ● Our market has slowed to a grind = Everyone needs to get on business development now. And so on… Then the Recruiter beset on all sides, nods their head, and cracks on with the work as best they can. This often results in long hours, frustration, and similar ‘crises’ repeating themselves. If this sounds familiar, it’s time to regain control and accomplish more. Before reading on, take a look at the visual below. If you’ve never seen it before, this is the Eisenhower matrix. It divides tasks into 4 quadrants: I. Urgent and Important II. Important but not urgent III. Urgent but not important IV. Neither urgent nor important The aim is to reflect on all your activities and sort them into one of these four quadrants. In doing so, you will know what to focus your time on, what to delegate, and what to forget. Many of us spend our days on tasks that fall into quadrants I, III and IV. We know we need to do quadrant II activities, but we never get around to doing them for some reason. However, effective people focus on quadrant II activities and limit their time in the other quadrants (Covey, 7 Habits of Highly Effective People). These are the activities that focus on future planning and contribute to long-term success. Also, the more time spent on quadrant II activities will gradually reduce the number of quadrant I activities (e.g. crises, critical deadlines, etc.). Here are some examples of what would fall under quadrant II activities for Recruiters: ▪ Building your personal brand ▪ Mapping out a new market and researching who the main players are ▪ Training and personal development ▪ Expanding your knowledge of your market ▪ Developing a new offer for your clients So, over the next week, look through your activities and sort them into each quadrant. Once you’ve sorted those tasks into their appropriate quadrants, you can assign the following: Quadrant I Activities - Do these first Quadrant II Activities - Schedule these Quadrant III Activities - Delegate Quadrant IV Activities - Delete/Remove One way I’ve managed to focus more on quadrant II activities during my career is to time block periods of deep work throughout the week. I'd block out these periods in my calendar ahead of time and then create an environment where I’m less likely to get distracted. It’s easy to let busy work take over your day. But by being intentional with your time and planning, you'll be amazed at how much more you can achieve. #recruitment #eisenhowermatrix

🚀How To NEVER Be LAZY Again 🚀 The Eisenhower Matrix 💻 In our fast-paced world, time management is a skill that can make or break your success. Juggling work, personal life, and countless tasks can feel overwhelming, leaving you wondering where to start. Fortunately, the Eisenhower Matrix is a powerful tool that can help you regain control of your time and priorities. Named after the 34th President of the United States, Dwight D. Eisenhower, who famously said, "What is important is seldom urgent, and what is urgent is seldom important," this matrix is a simple but effective framework for organizing your tasks based on their urgency and importance. It divides your to-do list into four quadrants: 💡 1. Quadrant I: Urgent and Important These are tasks that require immediate attention and are crucial to your goals and well-being. They demand your focus and energy. Examples include deadlines, emergencies, and important meetings. 💡2. Quadrant II: Not Urgent but Important Quadrant II is where you should ideally spend most of your time. These tasks are important for your long-term goals and personal development but often get neglected because they lack the urgency of Quadrant I. Examples include strategic planning, relationship-building, and self-care. 💡3. Quadrant III: Urgent but Not Important These tasks are often distractions that may seem urgent but don't contribute significantly to your long-term goals. They can consume your time if not managed properly. Examples include some emails, interruptions, and minor issues. 💡4. Quadrant IV: Not Urgent and Not Important These tasks are time-wasters and should be minimized or eliminated. They offer little to no value and can sap your productivity. Examples include excessive social media scrolling, mindless entertainment, and trivial chores. 👇 Here's how to make the most of the Eisenhower Matrix: 1. Prioritize Quadrant II: Spend more time on tasks in this quadrant to proactively address important matters before they become urgent. This is where personal growth and long-term success lie. 2. Delegate or eliminate Quadrant III: If possible, delegate or automate tasks in this quadrant. If not, handle them quickly to free up time for more important matters. 3. Avoid Quadrant IV: Be mindful of time-wasting activities and minimize them to boost your productivity and overall well-being. 4. Tackle Quadrant I with efficiency: While it's essential to address urgent matters, strive to minimize crises by focusing on Quadrant II activities. By using the Eisenhower Matrix, you can gain better control of your time, reduce stress, and achieve greater balance in your life. Start by listing your tasks, assigning them to the appropriate quadrant, and creating a plan of action. Over time, this simple yet effective tool can help you become more productive and aligned with your long-term goals. Remember, it's not just about doing more; it's about doing what truly matters.

Time is the one thing you can’t buy. But how you manage it makes all the difference. Managing time effectively isn’t about doing more—it’s about focusing on what matters. Over my career, Stephen Covey’s Four-Quadrant Time Management Model has proven invaluable in helping me structure my priorities: 👉 Urgent & Important: These are crises and pressing problems—tasks that must be tackled immediately. 👉 Important but Not Urgent: Strategic thinking, relationship building, and planning belong here. They don’t demand attention now but drive long-term success. 👉 Not Important but Urgent: Delegate these—routine emails, some meetings, and minor distractions. 👉 Not Important & Not Urgent: Remove the trivia and time-wasters altogether. Beyond the quadrants, structuring your time is key. For me, this means: ✅ Daily 20-minute team meetings: These short check-ins help prioritise tasks and avoid wasted time. ✅ A streamlined email system: Using three folders—“Action,” “For Information,” and “Day File”—keeps my focus where it’s needed. ✅ Efficient meetings: Clear agendas, materials sent in advance, and decisions at the centre. It’s not just about managing my own time—it’s also about enabling those around me to do the same. Two-thirds of a leader’s time is spent with direct reports, so helping them be productive has a multiplier effect. Ultimately, the goal isn’t to pack more into each day—it’s to free up time for the things that matter most, like family, friends, and personal well-being. Time is precious. Managing it well can make all the difference.

Are you productive? or just busy? So, I used to think I was super productive. My calendar was always packed, and my to-do list ever-growing. But one day, as I sat down to reflect on my week, a thought hit me: “What have I actually achieved?” That simple question made me pause. Sure, I’d checked off a lot of tasks, but when I really thought about it, the tangible progress was... underwhelming. It dawned on me that I had been mistaking busyness for productivity. Many of us fall into this trap. We fill our days with meetings, emails, and tasks that seem urgent. But are these activities truly moving us forward? There's a big difference between being busy and being productive. Being busy often means you're caught up in the whirlwind of daily tasks, with little regard for their impact. Being productive involves working on tasks that directly contribute to your goals and priorities. So, how can you ensure you're moving from being merely busy to truly productive? By prioritizing with Purpose! So, you start by identifying your most important goals. Then, use the Eisenhower Matrix to categorize tasks into four quadrants: → Urgent and Important: These are tasks that require immediate attention and contribute to your goals. Do these first. → Important but Not Urgent: These tasks are crucial for your long-term success but don't require immediate action. Schedule time for these. → Urgent but Not Important: These tasks are time-sensitive but don't contribute to your goals. Delegate or eliminate them if possible. → Neither Urgent nor Important: These tasks can be eliminated or postponed. And then focusing on the "Urgent and Important" quadrant, you'll ensure your time is spent on what truly matters. With that, you should also allocate specific blocks of time for deep work. This means setting aside uninterrupted time to focus on high-priority tasks. Avoid multitasking and distractions during these blocks. Because productivity isn't about doing more – it's about doing what matters. By focusing on meaningful actions, we can make real progress and find more fulfillment in our work. How do you ensure you're making real progress towards your goals? #Productivity #TimeManagement #WorkSmarter

You’re not burned out. You’re mismanaging your energy. Traditional time management is killing your leadership. Try this instead. You think burnout comes from too many tasks. The truth is, it comes from treating every task equally. High performance isn’t about managing your time. It’s about managing your energy. Forget urgency. Forget basic importance. Great leaders prioritize tasks by their energy levels. Four quadrants guide your focus: 🟢 High Energy, High Importance (Prime Time) 🟡 High Energy, Low Importance (Use Wisely) 🟠 Low Energy, High Importance (Schedule Carefully) 🔴 Low Energy, Low Importance (Eliminate or Delegate) 🟢 PRIME TIME (High Energy, High Importance) Tasks for your best mental state: ✅ Strategic thinking & vision planning ✅ Critical meetings & negotiations ✅ Coaching and solving high-stakes issues 👉 Example: A VP blocks 8–11 AM for strategic work—emails come later. 🟡 USE WISELY (High Energy, Low Importance) Tasks that fuel growth or creativity: ✅ Brainstorm new ideas ✅ Learning and personal growth ✅ Networking to expand influence 👉 Example: A Product Manager dedicates mid-morning to innovation sessions. 🟠 SCHEDULE CAREFULLY (Low Energy, High Importance) Crucial tasks that require pacing: ✅ Budget analysis & financial reviews ✅ Detailed project plans & reporting ✅ Performance reviews 👉 Example: An Operations Director schedules detailed reviews after lunch to prevent rushed decisions. 🔴 ELIMINATE OR DELEGATE (Low Energy, Low Importance) These drain time and productivity: ✅ Excessive emails or manual admin ✅ Unnecessary status-update meetings ✅ Routine data entry tasks 👉 Example: A CTO replaces weekly meetings with asynchronous Slack updates. How to Implement in 4 Steps ✅ 1. Track Energy Identify peak and low-energy periods daily. ✅ 2. Categorize Tasks Map tasks into the Energy Matrix quadrants. ✅ 3. Redesign Your Schedule Match critical tasks with peak energy; delegate the rest. ✅ 4. Regularly Adjust & Optimize Weekly reviews ensure continuous improvement. Great leaders don’t manage time. They manage their energy. The difference? You lead without burning out. 👉 Which quadrant do you struggle with most? Drop your answer below! 📢 Repost this to help someone regain control of their productivity. 🔔 Follow for more leadership strategies that make a real difference.

The Importance of Planning for the Future: Lessons from the Urgent-Important Matrix As leaders, we constantly juggle tasks. But are we truly prioritizing what matters? The Urgent-Important Matrix is a valuable tool that helps us understand how we allocate our time and why planning for the future is key to long-term success. Quadrant 1: Urgent and Important – These are crises and emergencies, like last-minute client demands or project deadlines. It’s like running to fix a leaking pipe before it floods your home. Quadrant 2: Not Urgent but Important – This is the sweet spot for future success. It’s where we plan, strategize, and focus on personal and team development. Imagine it as regularly maintaining your house so the pipes don’t burst in the first place. Quadrant 3: Urgent but Not Important – These are interruptions and distractions disguised as urgent, like non-critical meetings or tasks that don’t add value. It’s like someone calling you to ask a trivial question while you’re focused on an important project. Quadrant 4: Not Urgent and Not Important – These are the time-wasters, such as mindlessly scrolling through social media or binge-watching TV when you could be working on a skill or task that moves you forward. Many of us spend our days ping-ponging between Quadrant 1 (firefighting urgent crises) and Quadrant 4 (distractions and low-value tasks). We’re constantly reacting to what’s happening around us, rather than proactively shaping our future. The real value, though, lies in Quadrant 2 – the activities that aren’t urgent but are critical to long-term success. The Cost of Neglecting Quadrant 2 Imagine your physical health: If you don’t prioritize exercising or eating right today (Quadrant 2), you might find yourself facing a health crisis later, like high blood pressure or diabetes (Quadrant 1). In the workplace, Quadrant 2 is where the magic happens. If you consistently develop your team’s skills, they’ll be better equipped to handle challenges. Ignore it, and you’ll be scrambling when a key project is due, only to realize your team lacks the necessary skills (Quadrant 1). Developing employees: Regular coaching and feedback help your team grow and stay motivated. Skip this, and you’ll likely deal with disengaged employees, higher turnover, and performance issues (Quadrant 1). Investing in employee well-being and engagement: When leaders prioritize their team’s well-being (Quadrant 2), it prevents burnout, improves retention, and fosters a healthier work environment. If ignored, it often leads to burnout, stress, and team conflicts (Quadrant 1). Constantly reacting to urgent crises in Quadrant 1 leads to stress, exhaustion, and burnout. It’s like constantly fighting fires in a forest—eventually, you’ll run out of water, and the fires will overwhelm you. Worse, living in Quadrant 1 leads to short-term, impulsive decision-making that sacrifices quality and sustainability. Image credit TrueNorth