As we head into the final stretch of the year, I’ve been leading Time Management and Productivity sessions with teams across different organizations. The same question keeps surfacing: “What can I actually manage, and how do I use my time more effectively?”

Here’s what I’ve noticed: Most people aren’t struggling with time management—they’re struggling with priority management.

The Eisenhower Matrix Reality Check

In our workshops, I run a simple exercise using the Eisenhower Matrix (also called the Urgent-Important Matrix). I give teams scenarios and ask them to categorize each task into one of four quadrants:

Here’s the matrix we use in the exercise:

Quadrant 1: Urgent AND Important These are your crises, deadlines, and emergencies. The critical bug before tomorrow’s software release? That’s Q1.

Quadrant 2: Important, But NOT Urgent This is where the magic happens—strategic planning, relationship building, professional development. The CEO wanting to discuss the annual budget with no specific deadline? That’s Q2, and it deserves intentional scheduling.

Quadrant 3: Urgent, But NOT Important The noise quadrant. The employee with an immediate computer issue preventing their work feels urgent, but if you’re a manager, is it truly your responsibility, or should IT handle it? Many of us live here by default.

Quadrant 4: Not Urgent AND Not Important Time wasters and distractions. We know these when we see them.

Here’s What Surprises People

When teams do this exercise, there’s always a moment of realization. That client email requesting minor clarification on next month’s project? Most people initially think it’s urgent because it’s an email from a client. But it’s actually Q2—important for the relationship, but not urgent.

The problem isn’t that we’re bad at time management. It’s that we’ve miscategorized our work.

We’re treating Q2 items (strategic, important work) as if they’re Q4 (not worthy of our time). We’re living in Q3 (reacting to other people’s urgencies) when we should be investing in Q1 (genuine priorities) and Q2 (future success).

If you prefer a walkthrough, here’s a short video:

My Challenge to You This December

Take 15 minutes this week and list your current projects and commitments. Then honestly place them in the four quadrants.

You might discover:

  • You’re spending 60% of your time in Q3, responding to things that feel urgent but aren’t moving your goals forward
  • Your Q2 work (the strategic projects that will define next year) keeps getting pushed to “when I have time”
  • You’re confusing “quick” with “urgent” and “someone else’s priority” with “important”

The teams I work with find this exercise uncomfortable—but liberating. Once you see where your time actually goes versus where it should go, you can start making different choices.

We will help your team breakthrough and achieve their productivity potential with our ‘Breakthrough Productivity and Time Management Course.’

What quadrant do you live in most? And more importantly, which quadrant should you be investing in to finish this year strong?

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