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SayPro FIGURE Time management matrix

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Source:For us to understand the above quadrant we need to understand the meaning of important and urgency.

  • Important activities have an outcome that leads to the achievement of your goals.
  • Urgent activities demand immediate attention, and are often associated with the achievement of someone else’s goals.

Quadrant 1 – Urgent & Important, this quadrant refers to critical emergencies, crises, last-minute deadlines that arrive because of unforeseen circumstances and lack of attention to important things before they turn critical. Perform these duties now.Quadrant 2 – Not Urgent but Important, this quadrant refers to regular activity needed to achieve future goals but also prevent disasters from showing up in Quadrant 1. Plan to do these tasks next.Quadrant 3 – Urgent but Not Important, this quadrant refers to interruptions and distractions throughout the day that take our attention away from more important matters. Postpone these chores.Quadrant 4 – Not Urgent and Not Important, this quadrant refers to absolute time-wasting activities that do little to achieve goals or address important matters at hand. Avoid these distractions altogether

STEPS FOR PRIORITISING TASKS The following are some of the key steps that one can follow when prioritising tasks.Step 1: The first step is to make a list. Write down all the tasks or items you need to complete. For large projects, identify individual tasks that move the project forward. These should be small enough to be completed in a few days or a few hours. One source suggests keeping each task to something that can be accomplished in 1-2 hours.2 Depending on application; your list may be focused on what can be accomplished in a single day, in the course of a week, or even longer.Step 2: The next step is to identify due dates. Which tasks are long-range, midrange, due next month or next week?Step 3: Once the list is completed, assign priorities to each task, from most urgent to not very important. Use A, B, C, etc., to designate levels of importance. After levels of importance are specified, rank each task within the level using a secondary designation, such as A-1, A-2, A-3. Some sources suggest more levels, but it is usually better to simplify based on the individual situations.

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Tsakani Stella Rikhotso | Monitoring & Evaluation OfficerSayProWebsite: www.saypro.onlineCell: 27 (0) 713 221 522Email: tsakaniStudy and Qualifications www.saypro.onlineOur Company www.saypro.online

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