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It includes a deadline for completion (6 pm on Friday). It also includes an assumption, based on experience, that the task can be satisfactorily completed within an hour at the most. This example was a simple one. However, where an objective is complex, and requires several different tasks and types of tasks in order to achieve it, then it is important that the process be monitored and that regular review points be agreed. Reviewing an objective only after the tasks involved have been completed will mean that opportunities will be missed for changing either the approach, or possibly the working methods.
Let us look at each of these quadrants in turn and identify the dangers. 1 The top right-hand quadrant +Urgency Demands in this quadrant are both urgent and important +Importance Tasks which fit into this quadrant get done, on the whole. The danger is: tasks which are both urgent and important may not get done very well. This is because they may be done in a hurry, as they are close to a deadline. So they may not get the time and care they deserve. The top right-hand quadrant is the high priority square.
That’s why we can call the bottom left-hand quadrant the waste square. If a task has no urgency or importance, should you be doing it at all? Of course, it depends on how you categorize your activities, and plot them on the grid. You might, for example, have a few tasks that you feel don’t deserve to get into the planning square, because they aren’t very important: tasks like tidying up your desk, ‘housekeeping’ your computer, or removing out-of-date notices from the notice-board, for example. Nevertheless, they need to be done, and are not a waste of time.