Framework to map priorities

June 7, 2020
Planning with the Eisenhower box

One tool to make your planning easier is the Eisenhower box.

Urgent tasks are things that you feel like you need to react to: emails, phone calls, texts, news stories.

Meanwhile, in the words of Brett McKay, “Important tasks are things that contribute to our long-term mission, values, and goals.

Separating these differences is simple enough to do once, but doing so continually can be tough.

The reason I like the Eisenhower Matrix is that it provides a clear framework for making the decisions over and over again.

Urgent Important Matrix template

The template for an Urgent Important Matrix is a simple 2 x 2 square. The resulting four quadrants reflect the degree of urgency and importance of individual tasks. The vertical axis shows ‘Importance;’ the horizontal axis, ‘Urgency.’

This handy tool relies on the answer to just two questions:

  • Is a task important?
  • Is a task urgent?

Each task is then positioned on the prioritization matrix, thus providing a visual representation of which critical activities you should focus your resources and effort on, and which are essentially distractions.

1. Plans: Important but Not Urgent

These are the activities that help you achieve your long and mid-term goals and objectives. Because they aren’t necessarily pressing for attention, we often put them off to deal with “urgent” issues.
Planning include:

  • Longer term planning
  • Work that directly contributes towards goals and objectives
  • Risk analysis
  • Relationship and team building
  • Education and training
  • Proactive maintenance
  • Creating a budget and savings plan

Invest more of your time in this quadrant to help prevent and eliminate many of the urgent activities.

2. Crisis: Urgent and Important

Important and Urgent activities are either emergencies that you couldn’t predict or those that you’ve left until the last minute and have reached crisis point. These are things we have to manage right now and have a relatively short-term focus.
Issue management includes:

  • Fire-fighting & pressing problems
  • deadlines
  • Equipment breakdowns
  • Client complaints
  • Important topics that you did not deal with

By spending more time in developing systems and plans, you can make many of these tasks more efficient or even eliminate them outright.


3. Interruptions: Urgent but Not Important

Urgent but Not Important activities are things that sap your time and energy without contributing to longer term benefits. They keep you busy but have no real value.
Disturbing and Interrupting tasks include:

  • Regular meetings and reports
  • Phone calls and text messages
  • Most emails (although some emails could be urgent and important)
  • Requests from others that don’t directly contribute to your objectives
  • Tasks that “We’ve always done this way” that are ineffective

Renegotiate deadlines, delegate where possible, and challenge the status quo of “regular” activities that don’t necessarily add value, e.g., reports that no one reads or actions.


4. Distractions: Not Urgent and Not Important

These activities are neither important for achieving your long-term goals nor urgent. They are essentially distracting you from doing things that matter.
Unimportant jobs include:

  • Excessive or irrelevant email
  • Personal phone calls
  • Social media usage
  • Unimportant or unproductive meetings
  • Anything that causes you to procrastinate on, or delay, important tasks

Reduce, or completely avoid spending time, effort, and resources on activities in this quadrant if where possible.


And like anything in life, consistency is the hard part.

Be honest with yourself and delegate and even delete not important tasks.

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FAQ

Applied digital skills and benefits of the app

Is Rocky a journaling app?

Yes, Rocky is a digital coach asking you daily reflection coaching questions for your growth mindset and it is a unique journaling experience that captures your thoughts and feelings, moods, and interests over time and gives journaling prompts for reflection, together with insight to help you repeat personal success factors and practice your soft skills. Rocky is like an automated Bullet Journal Method to track the past, order present and design the future road to success.

Is Rocky a health app or a fitness app?

Rocky is helping you indirectly with fitness and health. However, Rocky rather is helping with the power of challenging coaching questions and reflections. That allows you to recognize your own strengths and weakness, and use this to guide on-going learning. By reflection you will develop your skills in self-directed learning, improve motivation, and improve the quality of life and practice habits of highly successful people.

What is the difference of Rocky to a calm app or headspace app?

The calm app is for sleep and meditation helping you to relax and reduce stress. The headspace app is also helping with meditation and mindfulness to relax. Rocky instead is an artificial intelligence bot that uses the power of coaching questions with guided AI conversation. As an AI chatbot and digital coach, Rocky will inspire you to daily reflect. The conversations work best if your take the time to actually answer the questions with mindful reflective answers which might require some effort from your side.

Is Rocky a therapy app?

Rocky is not replacing a therapist and does not have the intention to provide scientific therapeutic approaches within the app. The method instead used by Rocky is solution-oriented coaching. Rocky is created to help you to practice soft-skills with the power of coaching questions. The science behind is Repetition, a success factor for learning and to help transition a skill from the conscious to the subconscious. Through repetition, soft skills as life skills and social skills are practiced and rehearsed over time and gradually become easier. Rocky is an intuitive approach to answer questions relevant for your road to success.

What is coaching?

Coaching is a process that aims to improve performance and focus on the ‘here and now’ rather than on the distant past or future. Coaching questions are unlocking your potential for performance and success by helping you to learn and practice rather than teaching you. Like personal trainers, but for your growth mindset. Rocky is a digital coach, an AI chatbot asking you those powerful question with daily reflections. The main focus of Rocky is to help you to implement soft skills as communication skills, interpersonal skills, leadership skills, life skills or time management skills. The AI is using qualities derived from leadership coaching and executive coaching.

Is Rocky an alexa app with artificial intelligence

There are many (artificial intelligence) ai companies, products and apps available, each with their own features and benefits.

Rocky uses artificial intelligence as an AI system:

  1. Conversational AI bot - Giving you an almost seamless coaching chatbot experience with neural network technology
  2. Tutorial and skill recommendation AI - Coaching leadership style with guidance, help and proposals
  3. AI generated intentions and goals - Helping you to identify and inspire with new goals

However, Rocky is not booking appointments like an alexa app.

The Rocky artificial intelligence AI experience is unique in the market and available as google play store app or within apple app store.

Rocky app vs remind app vs scheduling app vs notes app

Rocky is not replacing a notes app, scheduling app or a task list app. However, Rocky is a sort of remind app with smart goal notifications and follow-up reminders: Like appointment scheduling apps, Rocky reminds you to practice growth mindset and can help to choose important task and set the right priorities rather then managing your task list or schedule. The approach of habits of highly successful people with help you in the long run to be productive.

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