I am not an expert in management topics, but, high-time I get into these as I have started working again. The most important one which comes to my mind is Stephen R Covey's management matrix which is discussed about very highly everywhere. I think I am in my stage of life where I have to look into this much more deeply than ever before. As I am dealing with numerous projects now, it makes it much more fun to learn these principles and put it to practise rather than just reading about it and just letting it away. Personally, I admit that I have not been a very ordered person, sometimes I have failed to manage time properly and have regretted a lot and I do not want to be in that situation anymore. So, I would like to discuss about the fundamental questions (and answer) that one begins to ask about any topic he/she has in his/her mind - the why, what and how. To begin with a piece of trivia, the management matrix was actually the brainchild of Dwight D Eisenhower, but, popularised by Covey [1]. Eisenhower is supposed to have said what is urgent is seldom important and what is important is seldom urgent [2], but, it may not always be correct. Let's see for ourselves.
Why do we need the management matrix :
It is a tool which helps us to effectively do work by assigning priorities to the tasks at hand and will optimise our productivity, maybe even increase productivity. In other words, it is a very simple time management tool.
What is the management matrix :
The figure 1 gives a schematic of the management matrix. The matrix is divided into four quadrants and each of them have been defined as follows:
Quadrant 1 - Tasks which are very urgent and very important
Quadrant 2 - Tasks which important but not urgent
Quadrant 3 - Tasks which are urgent but not important
Quadrant 4 - Tasks which are neither important nor urgent
How will this help :
Everyone knows that there are tasks which are very urgent and very important, but, we just don't do it because we end up doing tasks which are either quadrant 2, quadrant 3 or quadrant 4. Subconsciouly we are drawn to these quadrants for some or the other reason and this matrix reminds us to not do that. I will start using this from tomorrow and will quantify how my productivity will increase. It is intersting to note that emphasis is actually laid on quadrant 2 for long term development, as this quadrant deals with tasks which are very important but not very urgent. It is very difficult to recognise and categorize tasks into this quadrant, but, it is very important that one does it.
I personally think that quadrant 4 is of some utility as well, as I think it will help us refocus on our tasks at hand. If you end up wasting time on trivial matters, it helps you to realise that you cannot affort to do it anymore and will have to shift to another quadrant. To begin with it is difficult to talk about tasks in terms of quadrants, but, over time I am sure I will get used to it.
As I have understood the concept of management matrix and feel excited to start using it from tomorrow, a few questions come in to my mind :
- Do we always have to work in such a structure and ordered manner?
- Is there a definite way of shifting from quadrant to quadrant?
- Provided I am in quadrant 1, why and how will I move to quadrant 4 or vice-versa?
- How does one decide on the quadrants to begin with?
- If I start a new project, what percentage will I allocate to each quadrant?
- Typical trend of how a person operates in each quadrant a day over time?
- Can I quantify productivity with this matrix?
- Will my time management skills really improve?
These are just some of the questions in my mind at this point in time. As I begin to use it and probably abuse it, I will find out answers through them. It is a simple tool, hence, it might be useful, let me give a go at it.
References
[1] http://sidsavara.com/personal-development/nerdy-productivity-coveys-time-management-matrix-illustrated-with-xkcd-comics
[2]http://timegt.com/2010/07/14/what-is-the-eisenhower-matrix/
[1] http://sidsavara.com/personal-development/nerdy-productivity-coveys-time-management-matrix-illustrated-with-xkcd-comics
[2]http://timegt.com/2010/07/14/what-is-the-eisenhower-matrix/
2 comments:
Hello,
I have been using the Management-Matrix for task management for several years already, and I can only congratulate you on your decision. Since I discovered it, the Management-Matrix has represented for me the key tool for task management.
I would like to take this opportunity to try to answer the questions you have raised:
1. Do we always have to work in such a structure and ordered manner?
The Management-Matrix gives you at least the possibility to organize the various tasks of daily life with it (e.g.,, professional and private). What you make of it is entirely up to you. In my opinion, it is worth at least an attempt to organize many aspects of your life with the Management-Matrix, as it can have additional positive effects such as an improved work / life balance.
2. Is there a definite way of shifting from quadrant to quadrant?
Changing the priority of a task may result in an upward or a downward shift. Over time, all the tasks that have a deadline are displayed automatically from right to left.
3. Provided I am in one quadrant, why and how will I move to quadrant 4 or vice-versa?
See next answer.
4. How does one decide on the Quadrant to begin with?
This decision can be made again and again with the selection of each new task. Mainly you need to work in the upper quadrant. Occasionally, however, a task from quadrant 3 can be selected.
5. If I start a new project, what percentage will I allocate to each quadrant?
This should be displayed automatically from the priority and the deadline of the individual subtasks.
6. Typical trend of how a person operates in each quadrant a day over time?
Spend a lot of time in quadrant 2, some time in quadrant 1, and occasionally select a task from quadrant 3
7. Can I quantify productivity with this matrix?
You can, for example, award points for each completed task. The higher the priority of the task, the higher the score. In this way, you can calculate a daily score.
8. Will my time management skills really improve?
I think that with the Management-Matrix, you will select and accomplish the right tasks more frequently. And that’s a clear improvement of management skills, right?
If you are interested in a convenient and free software solution for using the Management-Matrix, the following link might be interesting for you:
https://www.tasksonsteroids.com/lq_task/quadrants
TasksOnSteroid's life Quadrant is specifically designed to optimally support the user in the application of the Management-Matrix.
Greetings!
Chris
Thanks Chris for your answers, appreciate it!
Cheers,
Varun
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