If you are like most people, you feel like there is not enough time in the day to accomplish everything you need to get done. Believe it or not, there is something you can do. A time management matrix can help you make the most of your time.
Time Management – Business English Lesson
Vocabulary:
| Word | Type | Pronunciation | Definition |
| matrix | noun | /ˈmeɪtrɪks/ | something shaped like a pattern of lines and spaces |
| Used in a sentence: The wires all crossed each other and formed a matrix. | |||
| deadline | noun | /ˈdedˌlaɪn/ | a date or time when something must be finished |
| Used in a sentence: We had to hurry to meet the deadline. | |||
| crises | noun | /ˈkraɪsɪs/ | a difficult or dangerous situation that needs serious attention |
| Used in a sentence: The team is dealing with a crisis at the moment. | |||
| effectiveness | noun | /ɪˈfektɪvnəs/ | measure of whether something produced the desired effect |
| Used in a sentence: The effectiveness of the method is questionable. | |||
| urgent | adjective | /ˈɜrdʒənt/ | needing immediate attention |
| Used in a sentence: An urgent project just came in, so we need to quit everything else we are working on and focus on it instead. | |||
| important | adjective | /ɪmˈpɔrtənt/ | having serious meaning or worth |
| Used in a sentence: It’s important that you remember to send these forms on time. | |||
| essential | adjective | /ɪˈsenʃəl/ | extremely important and necessary |
| Used in a sentence: It is essential to follow the work instructions. | |||
| contribute | verb | /kənˈtrɪbjut/ | to help to cause something to happen |
| Used in a sentence: Many team members have contributed to the team’s success. | |||
| quadrant | noun | /ˈkwɑdrənt/ | one part of something that is evenly divided into four parts |
| Used in a sentence: Draw two intersecting lines that divide the page into four quadrants. | |||
| subordinate | noun | /səˈbɔrdɪnət/ | someone who reports to you |
| Used in a sentence: He manages 12 subordinates. | |||
The Time Management Matrix
If you have too much to do and not enough time, the time management matrix will give you more control of your time.
Picture the moment….it’s the night before a major deadline. You are stressed out and can’t believe that you have left this until the last minute. “If only I had started earlier!” We’ve all experienced these moments of crises in our lives, where there just does not seem to be enough hours in the day to do those things that are important to us.
The time management matrix will help you to take control of time, feel more confident, become more productive, and experience less stress.
By asking what is important in your life and then making time do it, you greatly increase your effectiveness and reduce your stress.
The problem is that sometimes the urgent tasks get in the way or we confuse urgent with important.
Is the task important?
Important tasks are those that are essential for achieving success. For many this may be spending time developing your team, learning more about the industry, maintaining and enhancing your health, or sharing time with family and friends.
Activities that are important are those which contribute to your vision and goals. These exist in quadrant 1 and 2 of the time management matrix.
Unimportant tasks are things such as browsing the Internet, watching TV or taking unimportant phone calls. Focusing on these tasks can lead to feelings of lack of purpose as you are not moving towards your goals. These tasks exist in quadrant 3 and 4.
Is the task urgent or not?
How much stress do you feel about the task? Urgent tasks are those must do tasks that require immediate attention.
They may be a deadline, a meeting, or a problem you must take care of. These include tasks in quadrant 1 and 3 of the time management matrix.
Less urgent tasks are those immediate and usually less stressful and may include browsing the Internet, some phone calls and emails, or setting goals and planning your time. These include tasks in quadrants 2 and 4.
Here is the time management matrix:
| URGENT | NOT URGENT | |
| IMPORTANT | Quadrant 1: Unscheduled rework Last-minute changes Dealing with late inputs from team Sudden changes of plans | Quadrant 2: Thoughtful, creative work High-quality output Productive collaboration Training & development Recreation & family time |
| NOT IMPORTANT | Quadrant 3: Low-value, but required reports and presentations Miscellaneous interruptions Some administrative tasks | Quadrant 4: Over-analysis “analysis-paralysis” Pointless web-surfing Gossip |
What specific tasks do you frequently do? Which quadrant do they belong in?
| URGENT | NOT URGENT | |
| IMPORTANT | Quadrant 1: | Quadrant 2: |
| NOT IMPORTANT | Quadrant 3: | Quadrant 4: |
Find out what percentage of time you are spending in each quadrant. Does this match your needs? As a general rule:
| URGENT | NOT URGENT | |
| IMPORTANT | Quadrant 1: NECESSITY: REDUCE Reactive “fire-fighting” | Quadrant 2: QUALITY: INCREASE “Long-term” proactive actions that reduce Q1. |
| NOT IMPORTANT | Quadrant 3: DECEPTION: MANAGE Things that appear to be worth doing. “Busy work.” | Quadrant 4: WASTE: AVOID “Time wasting” activities. |
Which quadrant do each of these tasks belong in? Depending on the situation, there may be more than one right answer.
- Attending a seminar to learn about the industry.
Q1 ◻ Q2 ◻ Q3 ◻ Q4 ◻
- Fixing something that is broken so that work can continue as normal.
Q1 ◻ Q2 ◻ Q3 ◻ Q4 ◻
- Having a TC to discuss a huge problem that just occurred.
Q1 ◻ Q2 ◻ Q3 ◻ Q4 ◻
- Signing time and attendance sheets before the end of the month.
Q1 ◻ Q2 ◻ Q3 ◻ Q4 ◻
- Checking the weather forecast online.
Q1 ◻ Q2 ◻ Q3 ◻ Q4 ◻
- Attending a meeting to discuss next year’s budget.
Q1 ◻ Q2 ◻ Q3 ◻ Q4 ◻
- Talking to your subordinate about his/her performance.
Q1 ◻ Q2 ◻ Q3 ◻ Q4 ◻
- Interviewing someone for an open position.
Q1 ◻ Q2 ◻ Q3 ◻ Q4 ◻
- Being interrupted by someone while you are working.
Q1 ◻ Q2 ◻ Q3 ◻ Q4 ◻
- Having lunch with your team.
Q1 ◻ Q2 ◻ Q3 ◻ Q4 ◻
Discussion:
Which quadrant are you spending most of your time in? Does this match with your role/responsibilities? What changes can you make to manage your time better?
Answers:
- Quadrant 2
- Quadrant 1
- Quadrant 1
- Quadrant 3
- Quadrant 4
- Quadrant 2
- Quadrant 1 (if the discussion is unplanned due to a problem that needs to be addressed right away) or Quadrant 2 (if the discussion is planned)
- Quadrant 2
- Quadrant 3
- Quadrant 2
Follow Up Article:
http://www.webmd.com/balance/features/6-tips-for-better-time-management
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