Priority Matrix
Urgent & Important
Do immediately
Important, Not Urgent
Schedule time for these
Urgent, Not Important
Delegate if possible
Not Urgent or Important
Eliminate these
Related Tools
What is a Priority Matrix?
A priority matrix, also known as the Eisenhower Matrix, is a productivity tool that helps you categorize tasks based on their urgency and importance. Named after President Dwight D. Eisenhower, this matrix divides tasks into four quadrants to help you decide what to do first, what to schedule, what to delegate, and what to eliminate.
The matrix consists of four quadrants: Urgent & Important (do immediately), Important but Not Urgent (schedule), Urgent but Not Important (delegate if possible), and Neither Urgent nor Important (eliminate). By organizing your tasks in this visual framework, you can make better decisions about how to allocate your time and energy.
Our free online priority matrix tool makes it easy to create, manage, and visualize your tasks in the Eisenhower Matrix framework. You can add tasks to each quadrant, mark them as complete, edit or move them between quadrants, and switch between matrix and list views to find the perspective that works best for you.
Common Uses for a Priority Matrix
Personal Productivity
Individuals can use the priority matrix to organize daily tasks, manage competing priorities, and reduce the stress of decision fatigue. By clearly categorizing tasks, you can focus on what truly matters and stop wasting time on activities that don't contribute to your goals or well-being.
Project Management
Project managers can use the priority matrix to organize project tasks, allocate resources effectively, and communicate priorities clearly to team members. The visual nature of the matrix makes it easier to justify focusing on certain tasks over others, especially when stakeholders are pushing for multiple competing priorities.
Time Management
The priority matrix is an excellent tool for improving time management skills. It helps you identify the most valuable use of your time and avoid the common trap of constantly working on urgent tasks while neglecting important strategic work that doesn't have immediate deadlines.
Team Coordination
Teams can use a shared priority matrix to align on priorities, divide work appropriately, and ensure that everyone is focusing on the most valuable activities. It can help team leaders make delegation decisions more effectively and ensure that important strategic work doesn't get lost in day-to-day urgencies.
Frequently Asked Questions
How do I decide if a task is urgent or important?
Urgent tasks require immediate attention and have pressing deadlines. They answer the question "What needs to be done now?" Important tasks contribute significantly to your long-term goals, values, or mission. They answer the question "What will provide the most value in the long run?" A task can be both, either, or neither. For example, responding to a crisis is both urgent and important, strategic planning is important but not urgent, answering certain emails might be urgent but not important, and browsing social media is usually neither urgent nor important.
What should I do with tasks in each quadrant?
The recommended actions for each quadrant are: Quadrant 1 (Urgent & Important) - Do these tasks immediately; Quadrant 2 (Important, Not Urgent) - Schedule time on your calendar to complete these tasks; Quadrant 3 (Urgent, Not Important) - Delegate these tasks if possible or minimize the time spent on them; Quadrant 4 (Not Urgent, Not Important) - Eliminate or drastically reduce time spent on these tasks. The key to effective time management is spending more time in Quadrant 2, which represents proactive, high-value work that prevents future crises.
How often should I update my priority matrix?
Many productivity experts recommend reviewing and updating your priority matrix daily, typically at the beginning or end of your workday. Some people prefer to set up their matrix for the entire week and then adjust as needed. The most important factor is consistency. Choose a review schedule that works for you and stick to it. As you complete tasks, mark them as done and add new tasks as they arise. Periodically (weekly or monthly), it's also beneficial to take a step back and evaluate whether you're spending enough time on important but not urgent tasks (Quadrant 2), as these often provide the greatest long-term benefits.
Can I use a priority matrix for long-term projects?
Yes, the priority matrix can be very effective for managing long-term projects. Break down your project into specific tasks and milestones, then categorize each according to urgency and importance. This helps you focus on the critical path items that need immediate attention while also scheduling time for important groundwork that will prevent future emergencies. For complex projects, you might create multiple matrices—one for the overall project and separate ones for specific phases or components. This approach helps you maintain both the big-picture view and the detailed perspective needed for successful project management.
What's the difference between the priority matrix and other task management methods?
The priority matrix (Eisenhower Matrix) differs from other task management methods by focusing specifically on the dimensions of urgency and importance, rather than just creating lists or using simple priority levels. Unlike methods like the ABC method (ranking by simple priority) or the Getting Things Done (GTD) approach (organizing by context and next actions), the Eisenhower Matrix forces you to think critically about whether tasks truly deserve your time and attention. It helps identify tasks that seem urgent but provide little value, as well as important strategic work that might otherwise be neglected. The matrix can complement other methods—for example, you might use GTD for processing inputs and organizing tasks, then use the Eisenhower Matrix to prioritize which tasks to tackle first.