Anyone can struggle to prioritize tasks when having so much to do simultaneously. When such a problem occurs, how can you deal with it? What tasks should I prioritize on my to-do list when I don't have time to do all of them?

This is where an Eisenhower matrix template comes in handy. This priority matrix is a task management tool that will help you to differentiate between mandatory and important tasks, prioritize them better, and have a more efficient workflow. Also, effective prioritization will lead to increased productivity for your project, better product management, and ensuring that all urgent tasks are done immediately.

This article will teach you everything you need to know about the Eisenhower matrix:

• how it is composed,

• when it is most useful to implement such a matrix,

• tips to improve the design of your own Eisenhower matrix template,

• and even some free templates that you can use to get you started!

The Eisenhower matrix is a table divided into four quadrants that organize and prioritize tasks based on importance and urgency. Your team members, as well as project managers, will be able to use this tool to:

• define which tasks need immediate attention,

• which tasks should be scheduled for later,

• which tasks that can be delegated to someone else,

• and those tasks that can be eliminated or let rest on the bottom of the barrel in your to-do lists.

As the name suggests, the Eisenhower matrix was named after former president Dwight D. Eisenhower. During a speech in 1954, he quoted a university president, saying that he "has two kinds of problems: the urgent and the important. The urgent aren't important, and the important are never urgent."

Following this concept, this methodology was used to make important decisions in his career that led him to become a renowned military general. Then, the same methodology was popularized thanks to Stephen Covey when he wrote the book, "The 7 Habits of Highly Effective People".

You might also know the Eisenhower decision matrix as the time management matrix, the urgent-important matrix, or the Eisenhower Box. But no matter what you may call it, its goal remains the same. It will help you better organize and prioritize your tasks into four categories (which you will see in detail below).

An Eisenhower matrix template will help you with your long to-do list. The best way to deal with it is to separate each into different categories. Eisenhower matrices are made to do such a thing, allowing you to split them into different quadrants.

Once you have each task designated into its respective categories, you can schedule them and finish your work accordingly (or at least the most urgent and important ones).

First Quadrant: Do

The first category is the "Do" quadrant. It includes tasks that you would consider both urgent and important. These tasks must be done now as they may affect your long-term objectives and have clear consequences for your project.

Which tasks you should introduce here must come immediately into your mind, as they are the most important for your business. Not addressing them in time will have a detrimental effect on the project.

Second Quadrant: Schedule

In the "Schedule" quadrant, you will place any important tasks that aren't necessarily urgent at the moment. These tasks will clearly impact your long-term objectives, but you can deal with them in time.

You will address these tasks after you are done with the first quadrant. This is because some of the tasks you should include here might require more planning.

Third Quadrant: Delegate

In the "Delegate" quadrant, you will place the tasks that may not be important, but you have to do them now. Even though these urgent tasks won't affect your long-term objectives, they must be completed immediately.

Most of these tasks don't require your specific skills to be done. This allows you to delegate these tasks to other team members and manage your workload more efficiently. At the same time, you let the team expand their skill set.

Fourth Quadrant: Delete

The "Delete" quadrant will contain the tasks that weren't urgent or important.

You will notice that there will be some left-over tasks from your "to-dos" once you are done with the previous quadrants. You may consider these "distractions" as they just get in the way of accomplishing your objectives and will rest at the bottom of the urgency and importance list.

Some useful advice is to create two Eisenhower matrices: one for your professional tasks and another for your personal list. Also, you should update your matrices during the workday, but try not to waste too much time organizing your to-do lists.

Then, you could follow some of the next practices to improve the making of your own Eisenhower matrix.

Color-Code Your Tasks

Color-coding your quadrants will help you visualize your high-priority tasks and items. Give each color a priority level to facilitate going through your to-do list.

Usually, an Eisenhower matrix use:

• Green for the “Do” quadrant
• Yellow for the “Schedule” quadrant
• Blue for “Delegate”
• Red for “Delete”

Limit the Number of Tasks and List Them All

Always try to limit the number of tasks you will include in each quadrant to 8 or 10 items. You will avoid being too overwhelmed by the amount of information and tasks you must process for each quadrant.

If you want to make multiple matrices, implement the same methodology. Limiting your tasks to the necessary action items will allow you to better manage the prioritization process.

Know to Differentiate Between Importance and Urgency

Try prioritizing the tasks that give you a bigger payout. Usually, tasks considered important but not urgent will often have the greatest payout as they require more time to accomplish and have a bigger impact on your long-term objectives.

Eliminate “Time-Wasters”

As you sort throughout your to-do list for new tasks, try to identify and eliminate any that would be unnecessary. It will give you a better time to prioritize the rest, and you can finish with the fourth quadrant before the other three.

Also, identify any task that is just there to waste your time and ask yourself if such a task will help you reach your goals. If not, sort it out directly to the "delete" quadrant.

Now that you have learned everything about the Eisenhower matrix template, you are ready to write one of your own.

One of the best ways to start with your Eisenhower matrix is to check for any template online and draw inspiration and ideas from it. Most of them are done as an Excel template or with Google Sheets. You can also check for those available to download for free and modify them to better suit your needs, as you can do right below.

To get an affordable Excel CD key to edit and customize any of these Eisenhower matrix templates, browse through various Microsoft Office activation keys in the RoyalCDKeys store. There, you will find the latest version of the Office package, which includes Microsoft Excel, Word, Outlook, PowerPoint, Access, and more programs.

Standard Eisenhower Matrix Template

This template achieves the functionality that every Eisenhower matrix must have. As we discussed, the four quadrants are color-coded based on the urgency and importance of their tasks.

You can download this Excel template from Smartsheet.

Minimalistic Eisenhower Matrix Template

If you want to simplify the look of your matrix, you can use this template instead. It follows the same methodology as the one before. Still, it changes its look to something more minimalistic, with its quadrants divided by colors.

Download this template from HubSpot.

Automated Eisenhower Matrix Template

This template comes with two different tables. The first one is where your four quadrants are placed, each divided by color. The second table is where you will place each task and decide where they should go based on their urgency and importance. Once you write the data down, they will be placed automatically in their corresponding place.

Download it from ExcelAcademy.

Printable and Automated Eisenhower Decision Matrix Template

If you decide that your Eisenhower matrix would be better to be printed and distributed in hand to your team members, then you should use this template.

It has a similar functionality to the previous one, but with a much better look, so there isn't any room for confusion. It has a table to place your data that will distribute the different tasks where they should be based on importance and urgency.

Download it from Someka.

Eisenhower Matrix Slide Template

If you need to show how you organize the project tasks, then try out this template for Microsoft PowerPoint.

Thanks to the maneuverability of the program, the slides provide a better visualization of each quadrant.

Download it as a PPT file from Smartsheet.

Sorting out your to-do list by urgency and importance is a hard task to carry on. Creating a proper Eisenhower matrix template will ease your way of prioritizing such tasks and better organize your workday.

You can use any of the templates we showed you above to have a head start on making your own priority matrix and dealing with your "to-dos" much better.