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If You’re Busy But Still Find Your Hard Work Doesn’t Pay Off, You Probably Lack This Important Skill

If You’re Busy But Still Find Your Hard Work Doesn’t Pay Off, You Probably Lack This Important Skill

Former United States President Dwight Eisenhower was responsible for putting together one of the most important yet fundamentally simple to understand concepts in time management. Eisenhower’s Urgent/Important Principle is a tool to help decipher what tasks need to be addressed more immediately than others. Anyone who uses the principle will be better able to organize and orchestrate their daily tasks. This skill is especially imperative for busy people who find themselves working too hard and still not getting everything done.

Eisenhower’s Urgent/Important Principle places tasks into four categories:

  • Important and Urgent
  • Important but Not Urgent
  • Not Important but Urgent
  • Not Important and Not Urgent

These four categories are used to label and organize which tasks need to be addressed first and which ones can be approached last. By asserting something’s importance and its urgency, we are better able to identify what comes first:

covey-time-management-grid
    Image retrieved from SAE Alumni Association

    What these quadrants reveal is that identifying which tasks are either important or urgent boils down to time management and what makes us most efficient. For example, President Obama’s former campaign manager said in an article by WebMD that Obama valued his time to exercise and that it helped fuel him for the rest of his day. According to Obama, “The rest of my time will be more productive if you give me my workout time.” The article goes on in detail about his routine and how he values its importance.

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    James Clear, a behavioral psychology writer, noted in a blog post that “too often, we use productivity, time management, and optimization as an excuse to avoid the really difficult question: ‘Do I actually need to be doing this?’ It is much easier to remain busy and tell yourself that you just need to be a little more efficient or to ‘work a little later tonight’ than to endure the pain of eliminating a task that you are comfortable with doing, but that isn’t the highest and best use of your time.”

    Let’s take a deeper look at each quadrant, what it means, and how we should approach all of our tasks with either urgency or importance (or both).

    Urgent And Important

    For Urgent/Important tasks, they can arise unexpectedly or may have been left for the last minute. These tasks need to be managed ahead of time. Make plans to address these tasks so that they do not become stressful activities when it comes close to deadlines. It’s also a good idea to leave some wiggle room in your daily schedule just in case unexpected tasks come about.

    Assess your deadlines. Are you moving at an appropriate pace to meet that deadline?

    Emergencies happen. Whether they are unexpected meetings or sickness or injuries, they can’t be put off until later.

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    This will force you to reconsider your task list and how much time you have to apply to each quadrant.

    Important But Not Urgent

    Not Urgent/Important tasks are integral to personal growth, building relationships, and accomplishing long-term professional goals. If these tasks are given the proper amount of time, they will not become urgent. This will prevent unexpected and last-minute tasks from unexpectedly cluttering up your time later on, keeping stress and frustration at bay. You’ll be able to complete work efficiently and effectively.

    Exercise is an example of this. Personal growth through exercise is not an overnight progress. Training for a run or any other sort of competition doesn’t begin just days before. Plan your goals ahead of time, but leave room for urgent, unexpected tasks.

    Maintaining your relationships is also important. Keep up with friends and family and partners, but be mindful of how much time you’re alotting here. There is such a thing as putting too much time into relationships. Your goals are important, too. If you keep putting them off, they’ll soon become urgent and you’ll become stressed. This may affect your relationships in the long run.

    Urgent But Not Important

    Urgent/Not Important tasks are cumbersome and get in the way of your goals. Responding to phone calls or emails that are not pertinent to your goals or attending meetings with people who don’t bring any value to completing your activities can be wasted time. Avoid these if possible and delegate the activities if you can. Something to keep in mind: you’re saying yes to the person, but no to the task.

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    If someone or something requires that you do things for them frequently, then it might be best to arrange time for them in one larger block of time. This will allow you to focus your energy and time on multiple things.

    Respond to time-sensitive correspondence as needed. Don’t wait until after a deadline to inform someone when that deadline is:

    You: “Hey, the class will be starting at noon today.”

    Colleague: “Really? Because it’s already 2 P.M.!”

    Not Urgent And Not Important

    Not Urgent/Not Important tasks should also be avoided. Spending time on Facebook or Twitter, watching TV, and shopping (when it’s not important to completing your tasks to have the things you’re shopping for) can significantly drain your time. Limit these tasks as much as possible. It’s not always going to be easy saying no to these mostly leisure activities, but it is important to remain mindful of how much of that time you’re using here.

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    Yes, everyone is talking about the new show on Netflix. They watched it this past weekend and are already posting memes and gifs on Facebook. This doesn’t mean you have to do the same.

    Complete tasks first and then assess if you have time to participate in leisure. Otherwise, you’re procrastinating, and that affects all the other quadrants.

    In Conclusion

    Eisenhower’s Principles can be vital in developing skills to effectively and consistently complete tasks, delegate properly, and work efficiently. Take time to look over your tasks to determine which quadrant they belong.

    • Is there a deadline? If yes, then it is important.
    • Is the deadline soon? If yes, then it is urgent.
    • Is the task necessary to completing the other tasks? If yes, then it is important.
    • Can I delegate the task to someone else? If yes, then it is not important.
    • What does it have to do with your personal growth?
    • What does it have to do with your professional growth?

    Ask yourself these questions when you need to determine a task’s importance and urgency. Make a quadrant table of your own somewhere to help you visualize all your tasks. This is an excellent exercise for time management, and it could be the foundation of healthy work habits that stick around for a long time.

    Featured photo credit: Jazmine Quaynor via stocksnap.io

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    Last Updated on June 17, 2019

    40 Top Productivity Apps for iPhone (2019 Updated)

    40 Top Productivity Apps for iPhone (2019 Updated)

    Over the years here at Lifehack, we’ve discussed plenty of apps that you can use to improve your overall productivity.

    There are certain ones that many of our contributors and editors (past and present) have adopted over the long-term — there are always the stalwarts that stick around. But there are also new apps that crop up every day, adding more and more depth to the app category.

    Some of the apps are incredibly plain and simple, while others are more robust and offer more features than you can shake a stick at. And everyone has the one they prefer.

    It’s been our job (and still is our job) to keep abreast of all of the productivity-type apps out there. As a result — and as a bit of a refresher — we’ve put together a list of 40 best productivity apps for iPhone (all categorized based on their functions) to provide you with an all-in-one resource for you.

    For Getting Things Done

    1. OmniFocus

    This app is, while pricey, considered to be one of the (if not the) most robust and full-featured productivity apps on the market.

    Download it here.

      2. Forest

      Train yourself to put your phone down and stay focused on the task at hand by playing with this planting game. It’s fun and will help you achieve more.

      Download it here.

        3. Things

        Another robust choice, this app is a favorite amongst “productivityists”.[1]

        Download it here.

          4. 30/30

          Recently covered here at Lifehack

          , 30/30 is a newcomer to the game that incorporates lists and timing of tasks into an elegant and easy-to-use interface.

          Download it here.

            5. Any.Do

            A beautiful-looking app that is both easy on the eyes and your wallet.

            Download it here.

              6. PocketLife Calendar

              This calendar app is specifically designed to be stylish and super easy-to-use. You can organize your life easily with different modern features.

              Download it here.

                7. Asana

                We’ve covered Asana here at Lifehack

                , and it is being actively developed by a strong team committed to making collaborative task management a more efficient and effective experience.

                Download it here.

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                  8. ToDoist

                  This app keeps track of everything – from simple errands to your most important projects – so you can get it all done and enjoy more peace of mind along the way.

                  Download it here.

                    9. FlowTasks

                    From the folks at MetaLab, Flow is a gorgeous collaborative task management app that is easy-to-use and incredibly functional.

                    Download it here.

                      10. Calendars 5

                      This calendar app focuses on events that help you to keep track of upcoming events and tasks easily. It has everything you need to organize, track and complete your to-dos.

                      Download it here.

                        11. Clear – Tasks, Reminders & To-Do Lists

                        A fun and innovative list-making app that relies on swiping and pinching to make things happen. Clear created a lot of buzz when it launched, and might be the perfect to-do list gateway app for many.

                        Download it here.

                          12. Due

                          A robust reminders app that lets you store and maintain reminders of all types. It’s replaced Reminders for me when it comes to the basics, and it’s worth a look if you want to keep the mundane stuff out of your head and cluttering your mind.

                          Download it here.

                            13. Checkmark 2

                            I use this app

                            for location-based reminders (such as groceries I need to get or single items I need to pick up from various locations). Checkmark is simple to use and a valuable addition to my productivity arsenal.

                            Download it here.

                              14. TeuxDeux

                              Created by Tina Roth Eisenberg and Fictive Kin — Teux Deux is simple and incredibly stellar in terms of design. If you like lists (including the popular “Someday Bucket”) and want to associate dates with tasks, then Teux Deux will be right up your alley.

                              Download it here.

                                15. Wunderlist 

                                Another incredibly popular choice is Wunderlist. Part of 6Wunderkinder’s software family, it sports a gorgeous design and is incredibly functional. We’ve talked about the app a couple of times here at Lifehack, so check those posts out here.

                                Download it here.

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                                  16. Nirvana

                                  For the GTD enthusiasts, there’s Nirvana. Straight from the source: “Nirvana frees your mind to focus on actually getting things done. If you’ve had enough of generic to-do lists, it’s time for Nirvana.”

                                  Download it here.

                                    17. Priorities

                                    An elegant-looking task management app that has received decent reviews,[2] this could be the one for you if you’re not a fan of OmniFocus or Things — especially if you need (or want) to share tasks with others.

                                    Download it here.

                                      For Building Habits

                                      18. Productive

                                      With this app, you can plan your habits with an easy-to-use interface, schedule habits for any time of the day, set smart reminders for each time of the day and stay on track with useful feedback. This app is perfect for anyone who wants to build a habit that sticks.

                                      Download it here.

                                        19. Habitica: Gamified Taskmanager

                                        You can complete tasks and build habits in a more fun way with this app. Input your Habits, your Daily goals, and your To-Do list, and then create a custom avatar. Check off tasks to level up your avatar and unlock features such as armor, pets, skills, and even quests.

                                        Download it here.

                                          20. Streaks

                                          This app follows the model of the popular “don’t break the chain method” in that you use the app to track how you are donig in the pursuit of your goal. Great for goal-setting — and an easy and elegant interface to boot.

                                          Download it here.

                                            21. Remember The Milk

                                            Another popular to-do list app, Remember The Milk has a huge following. It has plenty to offer, including the ability to share tasks with others.

                                            Download it here.

                                              22. Day One Journal

                                              When it comes to journaling, nothing really beats Day One. Its latest update added a slew of features that will make you want to start making journaling a habit.

                                              Download it here.

                                                For Files Organization

                                                23. Evernote

                                                Touted as the world’s most widely-used productivity app, Evernote an be used simply as a notetaking app or can be customized to be your GTD app of choice — among other things.

                                                Download it here.

                                                  24. Pocket

                                                  You can save an article, video or link you want to read or watch later to Pocket from anywhere including your computer, Safari, email, and your favorite apps like Facebook, Twitter, Flipboard, and Feedly.

                                                  Download it here.

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                                                    25. Sync.Me

                                                    This app identifies unknown phone calls, warns you from annoying spam calls, and adds a caller picture to your contacts from Facebook, Twitter and Google+.

                                                    Download it here.

                                                      26. Droplr

                                                      One of the most popular file-sharing apps out there today. Straight from the source: “Stay productive on the go. Droplr for iPhone keeps you in sync and makes sharing on the iPhone natural.”

                                                      Download it here.

                                                        27. Dropbox

                                                        Before iCloud, there was Dropbox. And there still is Dropbox, which is still widely used by both Mac and PC users all over the globe. It’s like having a flash drive in your iPhone. A must-have.

                                                        Download it here.

                                                          28. iDolly 

                                                          In conjunction with Dolly Drive and DollySync, iDolly allows you to edit and share your documents from your iPhone.

                                                          Since all your changes sync automatically to all your devices, the current version of a document will always be accessible because Dolly Sync keeps everything in sync. Very handy.

                                                          Download it here.

                                                            29. Soulver

                                                            It may seem odd that a calculator app shows up on this list, but this is no ordinary calendar app. Ben Brooks over at The Brooks review describes Soulver as follows: “It is what calculators would have been if they were invented at the same time computers were, instead of what we have with most calculator apps.” [3]

                                                            Download it here.

                                                              For Working Smarter

                                                              30. Captio

                                                              A simple capture tool. Straight from the developers: “It’s simple. Open Captio and start typing. When you’re done, hit Send. The note is immediately delivered to your email inbox.”

                                                              Download it here.

                                                                31. Drafts

                                                                A tremendous capture tool that allows for simple capture, followed by sending items to various applications such as OmniFocus, Things and more.

                                                                Download it here.

                                                                  32. NoteShelf 2

                                                                  This is a perfect note-taking app for you. You can take beautiful handwritten notes, type, annotate PDFs, record audio & create lists. You can organize them into categories or groups.

                                                                  Download it here.

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                                                                    33. Doodle

                                                                    This app links directly with the Doodle service, which is one that allows you to plan and organize meetings far more efficiently and effectively. Lifehack contributor Steve Dotto has written about Doodle more in-depth here.

                                                                    Download it here.

                                                                      34. TextExpander (Legacy)

                                                                      I have saved countless hours of time with TextExpander, and despite its inability to be as robust on iOS as it is on the Mac, it is still a worthy app to have in your arsenal.

                                                                      Download it here.

                                                                        35. Launch Center Pro

                                                                        A quick launcher for the iPhone that doesn’t just launch an app…with some of them it can do much more. This app saves you time by launching complex actions in a single tap.

                                                                        Download it here.

                                                                          36. GoodReader

                                                                          This may seem to be an odd one to make this list, but here are plenty of reasons why it is here with this article.

                                                                          Download it here.

                                                                            37. LogMeIn

                                                                            Want to be able to control your Mac from wherever you are? Then get this app.

                                                                            Download it here.

                                                                              For Improving Security

                                                                              38. 1Password

                                                                              There is simply no better password manager out there. I’ve even put together a 1Password Emergency Kit worth looking at here.

                                                                              Download it here.

                                                                                39. LastPass Password Manager

                                                                                You can store passwords and logins, create online shopping profiles, generate strong passwords, track personal information in photo and audio notes.

                                                                                All you have to do is remember your LastPass master password, and LastPass autofills web browser and app logins for you.

                                                                                Download it here.

                                                                                  40. Truecallers

                                                                                  Identify and block spammers, search for unknown numbers and call friends easily with this app. With a community-based spam list from over 250 million users, you’ll need this app.

                                                                                  Download it here.

                                                                                    There are plenty of other options out there (and we’ve heard from readers in the past as to what they enjoyed using), but these 40 are among the best.

                                                                                    More Great Apps Recommendations

                                                                                    Reference

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