The Eisenhower Matrix: A Complete Guide

Tasks in Quadrant A (“Important and Urgent”) are the highest priority — you tackle those first. Tasks in Quadrant D get handled last, or dropped entirely.

Here’s an example of a filled-out matrix:

The exact origin of the matrix is a bit murky. It gets its name from U.S. President Dwight D. Eisenhower, who once said at an assembly of churches in Illinois:

The method itself is most commonly attributed to Stephen Covey, author of the bestseller The 7 Habits of Highly Effective People.

• What the Matrix Is For
• How to Fill Out the Matrix
• What Each Quadrant Means
• Four Ways to Work with the Matrix
• Where to Build Your Matrix: A Tool Overview
• Pros and Cons of the Method

What the Matrix Is For 

The Eisenhower Matrix is a simple yet remarkably powerful time management tool that can be applied in many different ways. Here are just a few examples.

1. Setting Priorities 

The matrix’s primary purpose is to quickly determine task priority. It helps you figure out what order to tackle things in and how much time to spend on each.

Here’s how priority typically breaks down across the matrix:

An important nuance: Quadrants B and C don’t differ in execution order — they differ in how much time you budget for them. You want to spend as much time as possible on important tasks in Quadrant B and as little as possible on secondary tasks in Quadrant C.

2. Planning Your Tasks 

Think of the Eisenhower Matrix as a supercharged to-do list. In this format, you can instantly see which tasks are priorities and which are secondary.

This “matrix-style list” works for any planning horizon — daily, weekly, monthly, or annual. You can also use it to quickly organize tasks for a specific project, like a home renovation or a website launch.

3. Delegation 

The Eisenhower Matrix helps you figure out which tasks to delegate and which to keep. Just list your current responsibilities and sort them into the matrix.

Start by delegating tasks from Quadrants C and D — these are secondary items that only eat up your time. Think of it this way: 80% of effort on secondary tasks yields just 20% of results, while 20% of effort on your core work delivers 80% of results. Quadrant B tasks can be delegated selectively and carefully. Quadrant A tasks should almost never be handed off.

It’s worth repeating this exercise regularly. Whenever the workload starts creeping up, build a fresh matrix and reassess.

4. Productivity Diagnostics 

Another powerful way to use the Eisenhower Matrix is to analyze tasks you’ve already completed. This can reveal patterns and problems in your time management that are worth addressing.

To run this analysis, list all the tasks you completed over a given period (say, one week), sort them into the matrix, and then see which quadrant consumed the most time.

You’ll land on one of four patterns:

Each pattern points to specific productivity issues:

1. The “Crisis Matrix.” If this is you, you’re living in a state of permanent firefighting. This usually stems from systemic planning mistakes — overestimating your capacity, misallocating effort, or failing to delegate.
2. The “Strategist Matrix.” This pattern is generally a good sign — you’re clearly focused on your goals. But “strategists” often let a backlog pile up in the “Urgent but Not Important” quadrant. Make sure that’s not happening.
3. The “Busywork Matrix.” Your schedule is dominated by routine tasks that don’t connect to your main goals. You’re technically swamped, but nothing in your life is actually moving forward.
4. The “Pleasure-Seeker Matrix.” Your schedule is dominated by enjoyable but low-impact tasks at the expense of important work. This pattern usually signals a self-discipline problem.

Running this kind of diagnostic every two to three months is a smart habit. When you know your weak spots, it’s much easier to fix them.

How to Fill Out the Matrix 

To fill out the Eisenhower Matrix, you need to accurately assess the importance and urgency of each task.

People often eyeball these ratings, relying purely on gut feeling. If a task feels like something they want to do, it must be important and urgent. And suddenly Quadrant A is packed with things like “buy sugar,” “get gas,” and “reply to that comment thread.”

Let’s look at what “importance” and “urgency” actually mean in a time management context.

How to Determine Importance 

Important tasks are the ones that move you toward your major goals or relate to your core life values. If a task doesn’t meet either criterion, it’s not important.

Say someone’s main goal is to build a successful business. They also have two key values: health and family. Here’s how their task evaluation might look:

Sometimes you need to build an Eisenhower Matrix for a single project — like spring cleaning. In that case, every task is related to the main goal (“finish the project successfully”). Here, it’s better to rank importance by how much each task impacts the final result. For example:

The sorting algorithm is simple: list all the project tasks, rank them by impact, and then split the list roughly in half.

How to Determine Urgency 

Urgent tasks are the ones you shouldn’t put off. Delay them, and you either face consequences or lose the opportunity to do them at all.

Here’s how urgency sorting might look:

Urgency is relative. You can’t assess it mechanically — you always have to consider the current context. For example, “go grocery shopping” isn’t urgent if the fridge is stocked, but it’s very urgent if there’s nothing to cook for dinner.

How to Sort Tasks 

Before filling out the Eisenhower Matrix, you need a task list to work with. It can be anything: a daily list, a weekly list, a monthly list. You can also make a list for a specific project or a particular area of your life.

Let’s say you’re moving your daily to-do list into the matrix.

For each task, ask two questions: Is it important — does it relate to my goals or values? And is it urgent — can it wait?

Here’s how the tasks from that list might shake out:

This kind of sorting doesn’t take long. Once you get the hang of it, each task takes just a couple of seconds.

What Each Quadrant Means 

The quadrants of the Eisenhower Matrix aren’t just random clusters of tasks. Each one has a distinct impact on your life and calls for a different approach. Let’s take a closer look.

Quadrant A: Important and Urgent 

Often called the “crisis quadrant” or the “firefighting quadrant.” This is where urgent tasks that directly affect your well-being end up. Think high-stakes meetings, make-or-break deadlines, and anything tied to your core values like health, family, or financial security.

Overdue tasks from other quadrants also migrate here. For example, if you forgot to renew your domain hosting (a typical Quadrant C task), now you’re scrambling to restore a downed website.

Quadrant A has the highest priority, but it’s actually considered a “bad” quadrant. Sure, time-sensitive opportunities land here too. But more often, it’s filled with headaches — burning deadlines and emergency dentist visits.

What to do: Tackle Quadrant A tasks first and as quickly as possible. Don’t postpone them, don’t delegate them — the risk is too high.

Ideally, Quadrant A should only contain positive opportunities. The goal is to keep this quadrant as empty as possible and handle all important tasks in the next quadrant before they become urgent.

Quadrant B: Important but Not Urgent 

This is called the “strategic quadrant” because it’s directly tied to goal-setting and achievement. Self-development tasks and steady, ongoing work on your big projects live here.

Quadrant B has the biggest impact on your life. You typically reach your goals not through Quadrant A crises, but through consistent, steady effort over time.

What to do: Schedule Quadrant B tasks and build them into your daily routine. Don’t put them off — without these tasks, life turns into an endless treadmill where nothing really changes. Ideally, this is where you should be spending the bulk of your time.

Quadrant C: Urgent but Not Important 

This is called the “busywork quadrant,” “the distraction quadrant,” or “the quadrant of illusions.” Urgent tasks that have nothing to do with your major goals end up here. Unfortunately, this is usually the largest group of tasks on anyone’s to-do list.

This quadrant is considered the trickiest and most harmful. These tasks eat up tons of time but don’t really move the needle. You can wash dishes and replace light bulbs all day long, but your life won’t meaningfully improve because of it.

What to do: Cut the time you spend on these tasks by any means necessary. Delegate them, automate them, batch them, do them less often — or, in some cases, just skip them entirely.

Quadrant D: Not Important and Not Urgent 

Some people call this the “trash can quadrant.” It’s where low-impact tasks that aren’t time-sensitive and have zero effect on your life end up. Usually these are random impulses and tasks you added to your list without a clear purpose.

Quadrant D tasks are the easiest and most enjoyable, which is exactly why people love tackling them during procrastination spirals. A schedule dominated by these tasks during work hours is usually a sign of a self-discipline problem.

What to do: Handle Quadrant D tasks on a leftover basis (after the real work is done) or don’t do them at all.

The 4D Rule 

To quickly memorize the strategy for each quadrant, Stephen Covey suggests a handy mnemonic — the 4D Rule:

Each quadrant gets a word that starts with the letter D:

• Do — handle it right now.
• Decide — think it through and schedule it.
• Delegate — pass it off to someone else or minimize the time you spend on it.
• Delete — cross it off your list.

Four Ways to Work with the Matrix 

There’s a common misconception that tasks in the matrix must be done in a strict, predetermined order. In reality, the Eisenhower Matrix isn’t a drill sergeant — it’s more of an advisor. How you act on its advice is entirely up to you and your situation.

Here are four main approaches to working with a filled-out matrix.

1. By Urgency 

Tackle tasks in order of urgency (A → C → B → D). This approach keeps you from drowning in your to-do list and helps you stay on top of deadlines. It’s especially useful when you’re overwhelmed and don’t know where to start.

The downside: You often run out of time and energy for the important tasks in Quadrant B.

2. By Importance 

Tackle tasks in order of importance (A → B → C → D). This approach is popular in productivity literature, and for good reason — you’re spending your best energy on the work that matters most.

The downside: Quadrant C tasks take the hit. You fall behind on bills, chores, and errands. If you can’t delegate these, problems pile up fast.

3. Goal Locking 

Block out dedicated time for Quadrant B, then handle everything else in the gaps between those blocks. This approach helps you make continuous progress toward your goals without getting derailed by distractions.

The downside: This kind of plan gets easily derailed by especially urgent tasks from Quadrants A and C.

4. By Context 

You tackle tasks based on the situation and current context. If something demands an immediate response, you work in urgency order. If there’s no fire to put out, you settle into Quadrant B work. This is a great approach — if you’re able to rationally assess each situation as it comes.

The downside: People are emotional creatures prone to cognitive biases. What often happens is that important tasks keep getting pushed aside in favor of whatever feels more urgent or more fun.

Where to Build Your Matrix: A Tool Overview 

You can set up an Eisenhower Matrix using all kinds of time management tools. Here are a few popular options.

1. Pen and paper
   The simplest option — grab a sheet of paper and divide it into four sections. You don’t even need to label the quadrants.
   
   Use this matrix the same way you’d use a regular to-do list. Carry it with you and cross off tasks as you complete them.
   
   
2. A printable template
   Download and print a ready-made Eisenhower Matrix template. Many people find a polished template more pleasant to work with than a hand-drawn grid.
   

   

3. Spreadsheets
   You can create an Eisenhower Matrix in Excel, Google Sheets, or any other spreadsheet app. Just set up the grid as shown below.
   

   

   This option works best for people who spend most of their time at a computer. That said, you can always print it out and carry it with you if you prefer.

4. Task management apps
   In modern task managers, you can implement the Eisenhower Matrix in two ways.
   
   The first way is tags. Create a separate tag for each quadrant and assign it to tasks in your list. Here’s what it looks like in SingularityApp:
   

   

   The second way is setting task priorities. The idea is to map each matrix quadrant to a priority level. For example, in SingularityApp you could do it like this:

   • Quadrant A — pin these tasks so they stay at the top of the list.
   • Quadrant B — set to high priority.
   • Quadrant C — set to medium priority.
   • Quadrant D — set to low priority.

   The resulting list looks like this:

   

   Using your matrix inside a task management app is probably the most practical option today. Install it on your phone, and your matrix is always in your pocket.

Pros and Cons of the Method 

The Eisenhower Matrix is the most popular prioritization tool out there, but it’s far from perfect. Like any time management method, it has its strengths and weaknesses.

Strengths: 

• Versatility
  The matrix works for any planning horizon — daily, weekly, monthly, yearly. You can use it to organize tasks for a specific project or an entire area of your life. It’s equally useful for executives and interns.

• Simplicity
  There’s nothing inherently complicated about the Eisenhower Matrix. You can learn it in minutes, and filling one out typically takes just a couple of minutes.

Weaknesses:
 

• Subjectivity
  People often sort tasks by gut feeling rather than objective criteria. This leads to real planning mistakes — tasks that could easily wait get marked “urgent,” and tasks that don’t actually impact anything get labeled “important.”

• Prioritization without context
  Importance and urgency aren’t the only criteria that matter. In many situations, it’s more useful to consider estimated effort, expected ROI, or task duration.

It’s important to keep these limitations in mind and avoid using the matrix on autopilot. Also worth noting: there are plenty of other prioritization methods out there — ABC Analysis, the Pareto Principle (80/20 Rule), the MoSCoW method, and more. In some situations, these techniques might be a better fit than the Eisenhower Matrix.