Unlock Your Team's Collective Focus

A productive team is a focused team. Use this matrix in 4todo to create a shared language for priorities, so everyone is clear on the mission and can contribute their best work.

DO FIRST

  • Meet a critical project deadline for a client

  • Fix a bug that is impacting team-wide velocity

  • Address an urgent request from leadership

PLAN THIS WEEK

  • Improve internal team processes and workflows

  • Cross-training team members on new skills

  • Set and review quarterly team goals (OKRs)

DELEGATE

  • Having a meeting to prepare for another meeting

  • Writing internal reports that no one reads

  • Responding instantly to every internal chat message

SKIP IF NEEDED

  • Working on features that are not aligned with team goals

  • Endless debate over minor, low-impact decisions

  • Team members getting distracted by non-work activities

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That's a lot to remember!

Save your progress and never lose track of your tasks

✓Based on the Eisenhower Matrix framework
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How to Use the Priority Matrix

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Start with Red (Important + Urgent)

Tasks in this quadrant are highly important, and the deadline is right around the corner. It's like having a paper due tonight or a client's system suddenly going down. You have to drop everything else, get on it right now, and give it your full focus. This is your top priority.

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Schedule Yellow (Important + Not Urgent)

This is the foundation for your long-term success. These are things that matter for your future but aren't urgent right now, like learning a new skill, exercising, or planning for next month. Because they're not urgent, they're easy to forget. What you need to do is put them on your schedule, set a fixed time for them, and stick to it.

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Delegate Blue (Not Important + Urgent)

These tasks may seem urgent, but they're not important to you. They're the kind that interrupt your flow, like unnecessary meetings or small favors others ask of you. The best approach is to let someone else handle them or deal with them quickly, and don't let them steal your valuable time.

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Skip Gray (Not Important + Not Urgent)

Tasks in this quadrant are neither important nor urgent. They're purely a drain on your time and energy, like mindlessly scrolling on your phone. The best approach is simply not to do them, and save that time for the tasks in the Yellow quadrant.

Frequently Asked Questions

How can our team use the Eisenhower Matrix collaboratively?

Use it during your regular planning meetings. As a team, categorize proposed tasks into the four quadrants. This creates instant alignment and ensures everyone understands why they are working on a particular task. It turns 'my work' into 'our mission'.

What's the biggest productivity gain for teams using the matrix?

The biggest gain comes from collectively identifying and minimizing tasks in the 'Urgent but Not Important' and 'Not Urgent & Not Important' quadrants. This frees up a massive amount of time and energy that can be redirected to the 'Important' tasks that actually drive results.

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Ready to Get Organized?

Save this task list to your 4todo account and start prioritizing what matters most.

  • ✓Organize tasks using the proven Eisenhower Matrix method
  • ✓Access your checklist from any device, anytime
  • ✓Track progress and stay motivated
  • ✓Customize for your specific situation

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