Time Management -- Urgent vs. Important

"It's just been one of those days?I can't seem to get anything done! I've got way too many things on my "To-Do List". Oh the list started out innocently enough as a single handwritten column on one sheet of lined paper; but now it's grown to a three-column table in a spreadsheet software program! I get no satisfaction from checking off each item as I finish it. For each task I complete, at least two more are added. I began my work day at 6:30 AM with grandiose plans of completing a special project before Noon. Now it's 16 hours later (10:30 PM) and I still have not finished the project. My anxiety and frustration are mounting. Tomorrow's list has already been written and it does not include the things left undone from today's list! I don't know if I'm going to make it through the week with all of the demands upon my time and energy. I need help?quickly!

A Juggling Act

I wrote the above entry in my journal several days ago. What a day that was! How about you?been there lately?

Life can be such a juggling act. Like professional jugglers, we try to keep 5 or 6 balls moving through the air at the same time. But unlike professional jugglers, we rarely succeed.

Everyone is so busy these days. Work is performed at a frantic pace and people are in such a hurry. There is an air of impatience and intolerance-a lot of frenetic darting to and fro that is almost out of control. It's very difficult to keep your priorities in line when life is so fast paced. But the negative consequences of so much activity-stress, damaged or broken relationships, poor health---can wreak more havoc than what we think we will gain.

The Urgent

I tried for years to use a paper-based time management system with columns similar to this: "Must Do?Need to Do...Like to Do". I'm sure you've used something like this (maybe even now). The problem I encountered was that I never seemed to get around to doing much in the "Like to Do" column, which was very discouraging. The "Must Do and Need to Do" items consumed all of my time.

So I switched to a simpler paper-based system with the following columns, "Urgent" and "Important". Now, I was sure to spend my time wisely. Unfortunately, I found out that the urgent things monopolized my time and pushed the important things to the back-burner.

Here are three examples of "The Urgent":

  • Pressing or burning imperatives that must be completed immediately.

  • Critical or vital tasks that someone else insists be performed without delay.

  • Unrelenting and persistent routine demands on your time.

The Important

"The Urgent" often masquerades as "The Important". However, not everything we do is important. To identify what's important to you requires that you answer three questions:

  • Will the activity I am about to participate in make a significant and lasting positive impact on others?

  • Is what I am about to do an unselfish act that will bring happiness or joy to others?

  • Do my actions and activities promote balance in my life or are they all-consuming?

    • The Bottom Line

    Identifying "The Important" requires focus-a concentration of energy, effort, and thought. "The Important" is where you should spend most of your time. Now, before you send me screaming emails, I don't mean that you shouldn't address "The Urgent". Instead, consider the following:

    Focus on "The Important"!

    Priority is the key to managing "The Urgent" and focusing on "The Important". Before you leap to complete a task, take a few moments to think about its true priority. Does it need to be done right at this moment, or is there something else on your list that should come first?

    While others may demand that everything on your To-Do List must be done immediately, you and only you can really determine what should be done first, second, third, etc. (It's not possible to do everything at once; priority must be given to each item).

    Today, I've taken a dose of my own medicine and committed to focusing on "The Important". So far, I've accomplished at least one thing that will have a significant and positive impact on others-finishing this article.

    Althea DeBrule, entrepreneur and seasoned human resources executive, has focused for more than 30 years on helping people achieve their career goals. Creator of The Extreme-Career-Makeover? and a founding partner of RADSGroup Organizational Consultants, she is recognized for her bottom line and practical application of career development and management strategies in a way that penetrates hearts and compels action. She speaks and teaches with inspired talent, humor and contagious zeal at management conferences and leadership retreats nationwide, and has been featured in CFO Magazine, Strategy@Work, Human Resource Executive Magazine. Althea is the author of Bosses & Orchards, a compelling and candid book about how to make your work relationship with your boss succeed.

    To discover how you can take your career to a new level, visit http://www.extreme-career-makeover.com/

    In The News:

    pen paper and inkwell


    cat break through


    Use Your Time Wisely!

    When I was small, I have never considered the importance... Read More

    Managing Worry: Productivity Tips for High Achievers Who Worry

    Are you a worrier? Do you frequently spend time and... Read More

    Will Your Epilogue Be ? I Got All My Emails Done?

    Work life balance is the new Holy Grail; that search... Read More

    Six Foundational Reasons for Managing Your Time

    Most of us know how to manage our time. It... Read More

    Time Is Everything

    Time is wealth;Time is health; Time is power; Time is... Read More

    Living Life In A Time Starved World

    Recently I saw an advertisement for a time management booklet:... Read More

    Procrastination. Id love to but...

    When a good friend asked me to contribute a little... Read More

    Decrease Your Sleep, Increase Your Energy! And Have More Time In Your Day!

    Many of the world's most driven and successful people sleep... Read More

    The Key to High Productivity is Energy Management

    One of the issues most often raised by my clients... Read More

    How To Make Your Job Easier

    The techies could do a lot more to make our... Read More

    Tips to Save One Hour Per Day

    At Home? Keep related items together, for example the coffee... Read More

    Are You Watching Too Much TV?

    Many folks tell me that they just don't have time... Read More

    The Keepers of Time

    I give presentations on organizational skill building as it relates... Read More

    What Are You Thinking?

    What would be your reaction if someone said to you... Read More

    How You Can Double, Triple, or Even Quadruple Your Reading Speed!

    Are you drowning in a sea of unread papers? Do... Read More

    The Ultimate Virtual Reality

    I used to think video game addictions were a joke... Read More

    Spend Less Time at Work and Get More Done

    Sounds too good to be true?It really isn't!In fact, studies... Read More

    Productivity at Home

    Increased productivity, the ability to get more value for our... Read More

    10 Time-Saving Calendar & Scheduling Tips

    Nowhere is the line drawn more clearly between 'Industrial brains'... Read More

    Self Care

    What does it mean to practice self care? It's creating... Read More

    Prioritize with Two Questions

    "Because there will always be something more to do, we... Read More

    Achieve More With Less Through Proper Planning

    One question a lot of people ask me recently is:... Read More

    Are You Really Swamped or Just Disorganized

    "Time is what we need the most and what we... Read More

    Time Management: Analysis is the Key to Mastery

    If you're like most people, you want to get better... Read More

    Ending Procrastination: A New Look at the Old Demon

    Do you believe that the best way to deal with... Read More

    Time: Do You Spend it or Invest it?

    Time is our greatest and most precious asset. Time is... Read More

    24 Time Management Tips

    Where does your time go? We all know we are... Read More

    10 Time Management Tips for Busy Professionals

    If you feel like your life moves faster than a... Read More

    First Things Last

    Years ago clients would tell me they could not identify... Read More

    9 Proven Principles for Increasing Productivity, Profit and Peace of Mind

    Do you feel guilty about all the publications you purchase... Read More

    Time Management And How It Affects Your Kids

    Last week I attended a presentation from Parenting Expert and... Read More

    Procrastination - Understanding & Overcoming it

    Whenever I've worked on 'de-cluttering' my living or working space,... Read More

    Hey, Free Agent, Did You Eat Your Breakfast Today?

    And when you finally sat down to eat breakfast, was... Read More