Coaching clients often say, “I feel like I’m just putting out one fire after another and I never have time to step back and think about the big picture.” A Google search for prioritization generates 51 million results so it’s obviously a common struggle.
In the number one most influential business book of the twentieth century, The Seven Habits of Highly Effective People, Stephen Covey described a matrix for sorting urgent and important activities. These quadrants are still relevant today:
Quadrant 1 – Important & Urgent: This is fire-fighting mode – dealing with a crisis, meeting a deadline, handling an irate client. Spending too much time here leaves us feeling stressed and burned out but we can get addicted to a temporary sense of accomplishment when we cross things off our list. Covey refers to this as “urgency addiction.” When we recognize what feeds the addiction, we can make a choice to focus on Quadrant 2 instead.
Quadrant 2 – Important & Non-Urgent: Covey calls this the magic quadrant because spending more time planning, preventing problems and building relationships helps us feel calm and reduces the time we spend in Quadrant 1. One strategy I recommend is asking yourself, “Does it have to be me and does it have to be now?”
Quadrant 3 – Urgent & Not Important: When we allow ourselves to be constantly interrupted by texts, hallway conversations and responding to other people’s priorities, we can feel stuck and frustrated. Saying no can help us minimize the time we spend in this quadrant and give us more time for Quadrant 2.
Quadrant 4 – Not Urgent & Not Important: These are the distractions that provide an escape when our brains are overloaded. It’s OK to take an occasional break to check social media or do a little online shopping as long as we don’t overdo it. Setting a timer is a good solution for this.
Answering Covey’s questions can help you determine whether you’re operating from a paradigm of urgency or importance:
- What one thing could you do on a regular basis that would have significant positive results in your personal life?
- What one thing In your professional life would bring similar results?
Most likely your answers will be in Quadrant 2 – Important & Non-Urgent. If you know these things would make a significant difference, how will you start prioritizing them now?