The Eisenhower Matrix: Prioritizing tasks and to-do lists

Making a to-do list is the first step toward getting work done. But how do you determine what to tackle first when you don’t have enough time to do everything in one day? By effectively prioritizing, you can increase your productivity and ensure your most urgent tasks receive immediate attention.

The Eisenhower Matrix is a task-management tool that helps you distinguish between urgent and important tasks so you can establish an efficient workflow. In this article, we’ll explain how to set up an Eisenhower Matrix and provide tips for task prioritization.

What is the Eisenhower Matrix?

The Eisenhower Matrix is a time-management tool that helps people decide what to work on and what to set aside. The Eisenhower priority matrix sorts tasks into four quadrants based on urgency and importance, which guides you to act immediately on high-priority work, schedule important tasks for later, delegate lower-impact requests, and eliminate busywork that adds little value.

Also known as the time management matrix, the Eisenhower Box, and the urgent-important matrix, this popular priorization matrix is named after President Dwight D. Eisenhower, the 34th President of the United States and a five-star general during World War II, who emphasized the distinction between urgent demands and important responsibilities. Teams and individuals use the Eisenhower Decision Matrix to stop reacting to every demand and start planning work around real priorities.

How to distinguish between urgent and important tasks

Urgent and important may seem like similar words, but when analyzing them in terms of the Eisenhower principle, the difference between the two is crucial. Differentiating between urgent and important within the Eisenhower Matrix can help you identify which tasks you should jump on and which tasks might be better handled by other team members. 

Urgent tasks require your immediate attention. When something is urgent, it must be done now, and there are clear consequences if you don’t complete these tasks within a certain timeline. These are tasks you can’t avoid, and the longer you delay these tasks, the more stress you’ll likely experience, which can lead to burnout.

Examples of urgent tasks may include:

• Finishing a project with a last-minute due date

• Handling an urgent client request

• Fixing a busted pipe in your apartment

Important tasks may not require immediate attention, but these tasks help you achieve your long-term goals. Just because these tasks are less urgent doesn’t mean they don’t matter. You’ll need to plan these tasks thoughtfully so you can use your resources efficiently. 

Examples of important tasks may include:

• Planning a long-term project

• Professional networking to build a client base

• Regular chores and maintenance projects

Once you know how to distinguish between urgent and important tasks, you can begin separating your tasks into the four quadrants of the Eisenhower Matrix. 

The four quadrants of the Eisenhower Matrix

A long to-do list can feel overwhelming, but the goal of the Eisenhower Method is to go through the tasks one by one and separate them into quadrants. Once you can see your tasks in their designated categories, you’ll be able to schedule them and accomplish your most important work. 

Quadrant 1: Do first (urgent and important)

Quadrant one is the “do first” quadrant, and this is where you’ll place any tasks that are both urgent and important. When you see a task on your to-do list that must be done now, has clear consequences, and affects your long-term goals, place it in this quadrant.  There should be no question about which tasks fall into this quadrant, because these are the tasks that are at the front of your mind and are likely stressing you out the most. 

Quadrant 2: Schedule (important, not urgent)

Quadrant two is the “schedule” quadrant, and this is where you’ll place any tasks that are not urgent but are still important. Because these tasks affect your long-term goals but don’t need to be done right away, you can schedule these tasks for later. For example, setting aside time to conduct a project review using a lessons-learned template.

You’ll tackle these tasks right after you tackle the tasks in quadrant one. You can use various time management tips to help you accomplish the tasks in this quadrant. Some helpful strategies may include the Pareto principle or the Pomodoro method. 

Quadrant 3: Delegate (urgent, not important)

Quadrant three is the “delegate” quadrant, and this is where you’ll place any tasks that are urgent but not important. These tasks must be completed now, but they don’t affect your long-term goals.  Because you don’t have a personal attachment to these tasks and they likely don’t require your specific skill set to complete, you can delegate these tasks to other members of your team. Delegating tasks is one of the most efficient ways to manage your workload and give your team the opportunity to expand their skill set.

Quadrant 4: Delete (not urgent and not important)

Once you’ve gone through your to-do list and added tasks to the first three quadrants, you’ll notice that a handful of tasks are left over. The remaining tasks weren’t urgent or important. These unimportant, non-urgent distractions are simply getting in the way of you accomplishing your goals. Place these remaining items on your to-do list in the fourth quadrant, which is the “delete” quadrant. 

How to use an Eisenhower Matrix in Asana

An Eisenhower Matrix is a simple way to sort tasks by urgency and importance. In Asana, you can turn the matrix into a project with four sections: Do, Schedule, Delegate, and Delete. Each section tells you what to do with the task next.

Use this structure when you create an Eisenhower Matrix:

1. Create your matrix project

Start with Asana’s Eisenhower Matrix template, or create a new project from scratch. A project is a workspace where you can add tasks, organize them into sections, and track who owns what.

Create four sections in the project:

1. Do

2. Schedule

3. Delegate

4. Delete

If you prefer to see tasks in rows, like a spreadsheet, choose List view. If you want to move tasks between columns as priorities change, use Board view. Pick the format that feels easiest for you to manage.

2. Add fields for urgency and importance

Custom fields let you add more details to each task. For the Eisenhower Matrix, set up two basic fields:

• Urgency: Urgent or Not urgent

• Importance: Important or Not important

You can also add a field called Recommended action with four options:

1. Do

2. Schedule

3. Delegate

4. Delete

These fields make it easier to decide where each task should go before you take action.

3. Add your tasks to the matrix

Now, add your to-do list tasks into Asana. Begin with a short task name, and include extra details only if they help someone complete the work.

For each task, ask two questions:

1. Is the task urgent?

2. Is the task important?

Use your answers to pick the right section. For example, if a client issue is due today, put it in Do. If a project review is planned for next month, add it to Schedule. If someone else can handle a routine request, place it in Delegate.

4. Turn each task into a next step

Once you’ve sorted each task, add details that make it easy to take the next step.

• For Do tasks, assign an owner and set the closest realistic due date.

• For Schedule tasks, choose a future due date and add notes, links, or files.

• For Delegate tasks, assign the task to the right person and explain what they need to do.

• For Delete tasks, remove the task or leave a brief note explaining why the team will not work on it.

Assigning owners and due dates is important because it turns the matrix into a real work plan, not just a sorting tool.

5. Review and update the matrix regularly

Your matrix will change as deadlines move, new requests come in, or delegated work gets reassigned. Review the project at least once a week, then move tasks to the right section. When you review the matrix, check if any tasks need a new action. A scheduled task might become urgent as its deadline approaches. A delegated task might need a follow-up. If the person assigned to a Do task is too busy, you may need to give it to someone else.

Optional: Use rules for repeatable updates

Rules can help with simple updates in Asana. For example, you can create a rule that moves a task to a chosen section when the due date gets close.

Start with simple rules. Date-based rules are useful for repeatable steps, but you might still need to make some updates by hand. For example, if you move a due date several weeks out and want the task to go back to a less urgent section, you’ll need to update it yourself.

Eisenhower Matrix example

To get a better understanding of what tasks you may place in each quadrant of your Eisenhower Matrix, we’ve gone ahead and provided some examples for you here.

Examples of tasks you may include in quadrant 1:

• Write a blog post due tomorrow

• Finish a project proposal

• Respond to client emails

Examples of tasks you may include in quadrant 2:

• Sign up for a professional development course

• Attend a networking event

• Add improvements to a personal project

Examples of tasks you may include in quadrant 3:

• Upload blog posts

• Transcribing meeting notes

• Fielding non-client emails

Examples of tasks you may include in quadrant 4:

• Work about work

• Attending a status meeting

• Sharing status approvals

Remember that it’s best to have separate matrices for work and home life so you can tackle your to-do lists using methods best suited for the time and place.

How to rebalance your quadrants

Your Eisenhower Matrix will change as new deadlines, requests, and priorities come up. To keep it useful, review your quadrants regularly and look for patterns. If most of your work falls into the “do first” or “delegate” quadrants, urgent tasks are likely taking over your schedule.

The mere-urgency effect is the tendency to prioritize time-sensitive tasks over important work, even when the urgent task has less long-term value. A deadline, notification, or quick request can make a task feel more important than it actually is. Rebalancing your matrix will help you make time for both important and urgent tasks.

1. Review how you actually spend your time

Begin by looking at the tasks you finished in the past few days or weeks. Sort each one into the Eisenhower Matrix by urgency and importance, then see which quadrant has the most tasks. If most of your finished tasks are in quadrant one, you might be spending too much time dealing with deadlines and emergencies. If quadrant three is crowded, you could be spending too much time on other people’s requests. If quadrant four has a lot of tasks, low-value work might be pushing out your important priorities.

2. Move more work into quadrant two

Quadrant two is for important work that does not need to be done right away. It might include strategic planning, project reviews, professional development, process improvements, or relationship-building. To spend more time in quadrant two, schedule important work before your calendar is full. Add due dates, assign responsibilities, and identify next steps for long-term projects. Planning this work in advance reduces the chance that it becomes urgent later.

3. Reduce quadrant one with better planning

There will always be some urgent and important work. A client problem, a sudden deadline, or a project blocker may need immediate attention. But if the same kinds of tasks keep showing up in quadrant one, try to find out why.

Ask whether you can set earlier deadlines, add checkpoints, document risks, or assign owners sooner. For example, a project proposal due tomorrow may belong in quadrant one today, but better planning could move the next proposal into quadrant two before the deadline gets close.

4. Delegate or batch quadrant three tasks

Quadrant three covers urgent tasks that do not need your special skills or decisions. These might be routine requests, emails, meeting notes, scheduling, or status updates. When you can, give these tasks to someone else. If you cannot, group them together and handle them at a set time instead of dealing with each one as it comes in. This way, you save time for important work but still take care of urgent requests.

5. Delete or limit quadrant four work

Quadrant four is for tasks that are not urgent or important. These jobs might feel productive because they are easy to complete, but they do not help you make progress on meaningful goals. Review this quadrant for distractions, unneeded meetings, or admin tasks that are no longer useful. Remove what you can. For tasks you cannot get rid of, set a time limit so they do not take time from more important work.

Rebalancing your Eisenhower Matrix is an ongoing process. Check it every week, move tasks as your priorities shift, and use each section to help you decide what to do now, what to plan, what to delegate, and what to drop.

4 tips for prioritizing your tasks

The best way to understand the difference between urgency and importance is to use the Eisenhower Matrix, but you may still struggle to prioritize your tasks. Here are some tips to help you prioritize as you sort your tasks in each quadrant.  

1. Color-code your tasks

Color-coding your tasks can help you visualize high-priority items. As you go through your to-do list tool, try assigning four colors based on priority. Use the code as follows:

• Green = Highest priority items

• Yellow = Second-highest priority

• Blue = Third-highest priority

• Red = Not a priority

Once you’ve labeled your tasks by color, these colors will directly translate to your Eisenhower Matrix. Your green tasks are your “do” tasks for quadrant one. Your yellow tasks are your “schedule” tasks for quadrant two. Your blue tasks are your “delegate” tasks for quadrant three, and your red tasks are your “delete” tasks for quadrant four.

2. Limit tasks to 10 per quadrant

Even if you have a lot of tasks on your to-do list, try to limit your tasks to 10 items per quadrant. This will keep your Eisenhower Matrix from becoming cluttered and overwhelming.  You can make multiple matrices, but limiting your task list to necessary action items will ensure you’re beginning the prioritization process with no time to waste.

3. Make personal and professional to-do lists

Another way to limit the number of items on your Eisenhower Matrix is to create separate matrices for your personal and professional to-do lists. 

Your work and personal tasks require different timelines, resources, and methods, and they’ll likely require different thought processes as well. In order to effectively manage your personal and professional goals, you’ll need to divide and conquer. 

4. Eliminate, then prioritize

Eliminate unnecessary tasks first to effectively prioritize. With this strategy, you’ll address quadrant four before moving on to quadrants one, two, and three. Once you've defined your priorities, use an action log template to record completed work, track delegated tasks, and follow up on items that still need attention.

As you skim through your to-do list, assess what items you’ve written down that don’t need to be there. In fact, 60% of our time at work is spent on work about work; things like sharing status updates or following up on information. If you can quickly scratch off items, go ahead and do so. This will speed up the prioritization process, and you’ll likely go through a second round of elimination on the back end.

Build your Eisenhower Matrix with task management tools

Sorting through your to-do list is the hardest part of the Eisenhower Matrix, but with automation, you no longer need to do this step manually.

Use task management software to determine which of your tasks are of the highest priority. With task management, you can categorize, color-code, and delegate tasks to your team. Use the Eisenhower Matrix to increase your productivity and achieve your goals in less time.

FAQs about using an Eisenhower Priority Matrix