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Continuous Improvement Toolkit Importance Urgency Matrix
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The Continuous Improvement Map
Multivariate Brainstorming IDEF0 Document control Check Sheets** Flowcharting Flow Process Charts** KPIs SCAMPER*** Pugh Matrix Lateral Thinking Reliability Service Blueprints Affinity Diagrams Mind Mapping* Attribute Analysis Morphological Analysis How-How Diagram*** Control Charts Waste Analysis** Time Value Map** Value Stream Mapping** Value Analysis** Suggestion Systems Histograms Activity Networks RACI Matrix Stakeholder Analysis Improvement Roadmaps DMAIC SWOT Analysis Policy Deployment Project Charter PDCA Gantt Charts MOST PERT/CPM Daily Planning Delphi Method Payoff Matrix Relations Mapping Data Mining Just in Time Automation Product Family Matrix Flow Spaghetti** Multi-vari Studies Decision Tree FMEA PDPC RAID Log* Fault Tree Analysis Paired Comparison Traffic Light Assessment TPN Analysis Risk Analysis* Run Charts Scatter Plots A3 Thinking Importance Urgency Matrix Four Field Matrix Critical-to X Portfolio Matrix Force Field Analysis Decision Balance Sheet Break-even Analysis Voting Quality Function Deployment Pick Chart Gap Analysis* Bottleneck Analysis Cost Benefit Analysis Kaizen Events Control Planning Standard Work Mistake Proofing Quick Changeover Visual Management Simulation TPM 5S Health & Safety Best Practices Pareto Analysis 5 Whys Prioritization Matrix Hypothesis SIPOC* Matrix Diagram Fishbone Diagrams Tree Diagram* Root Cause Analysis Correlation DOE ANOVA Nonparametric Chi-Square Regression Observations Kano Lean Measures Benchmarking*** Interviews Graphical Methods Data collection planner* Questionnaires Probability Distributions MSA Descriptive Statistics Cost of Quality* Sampling Focus Groups Capability Indices Process Yield Project KPIs Normal Distribution
Data Collection Understanding Performance** Implementing Solutions*** Planning & Project Management* Managing Risk Understanding Cause & Effect Designing & Analyzing Processes Group Creativity Selecting & Decision Making
Five Ws Process Redesign Pull Process Mapping OEE
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Importance Urgency Matrix
“We live in a time pressured world where it is common to have multiple overlapping commitments that all require immediate attention now” “Urgency is no long reserved for special
- ccasions, they are an everyday occurrences”
“How can one manage the flood of responsibilities, do excellent work and maintain a positive frame of mind?”
Steven Covey
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Importance Urgency Matrix
An effective method for organizing priorities 1 2 3 4
A 2-dimensional chart
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Importance Urgency Matrix
Also called . . . 1 2 3 4
A 2-dimensional chart
Eisenhower's Urgent/Important Principle Covey’s Time Management Grid
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Importance Urgency Matrix
Used to prioritize work activities as well as personal activities
Can be used when the team is having a conflict and unable to manage the work effectively.
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Importance Urgency Matrix
All tasks can be evaluated in terms of importance and urgency They are then placed in the appropriate quadrants of the importance-urgency matrix
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+ Urgency -
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Importance Urgency Matrix
Q1 Q2 Q3 Q4
+ Urgency -
Quadrant 1 Important activities that require immediate attention Quadrant 2 Activities that are important but not urgent Quadrant 3 Activities that are not really important, but someone wants it now! Quadrant 4 Activities that are neither important nor urgent
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Importance Urgency Matrix
Do First Do Soon Delegate Drop
Not important Important Urgent Not urgent
Manage Focus Push back Avoid
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Importance Urgency Matrix
Quadrant 1
Q1
For important and urgent matters A problem may arise when unexpected activities arises Or when activities become urgent due to procrastination or poor planning
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Importance Urgency Matrix
Quadrant 1 - Examples
Performing urgent repairs Projects at hand Deadlines at work Medical emergencies Paying urgent bills
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Importance Urgency Matrix
Quadrant 1 – Examples
Unexpected activities arises Leave some time in your schedule Procrastination and poor planning Be proactive
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Importance Urgency Matrix
Quadrant 2
Finding ways to expand them is the main goal from using this matrix The important activities that you should spend most of your time on Exceptionally important when it comes to personal development and growth
Q2
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Importance Urgency Matrix
Quadrant 2 Often under used You should spend more time here
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Importance Urgency Matrix
Quadrant 2 – Examples
Personal development Planning Leadership driven activities Prevention Research Continuous improvement
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Importance Urgency Matrix
Quadrant 2 Athletes, entrepreneurs and other people of great achievement find time for this quadrant
Help you achieve your personal and professional goals
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Importance Urgency Matrix
Quadrant 3
Unimportant activities that are done with a sense of urgency Most of these activities are draining and time consuming
Q3
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Importance Urgency Matrix
Quadrant 3 – Examples
Some meetings Most emails Frequent interruptions Some phone calls Unwanted conversations
Agreeing to do something because you can’t say “no”
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Importance Urgency Matrix
Quadrant 3
Push back, delegate, or at least don’t get caught up with these activities Arrange regular meetings with those who interrupt you often Keep your phone on silent when you need to focus
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Importance Urgency Matrix
Quadrant 3
Try to have time slots when you are available, so people know they can speak with you them Learn how to say No
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Importance Urgency Matrix
Quadrant 4
The area that most of us get caught up in These are the activities used for taking a break from important and urgent activities
Q4
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Importance Urgency Matrix
Quadrant 4 – Example
Watching TV and playing video games can be a relief at the end of a long day!
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Importance Urgency Matrix
Quadrant 4
Limit the time you spend in this quadrant. Otherwise, you lose control
decrease your chance for success.
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Importance Urgency Matrix
How to Use the Importance-Urgency Matrix
Draw the importance-urgency matrix on a paper (or on a flip chart if you are working with a team) Begin by your personal or job-related activity list
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Importance Urgency Matrix
How to Use the Importance-Urgency Matrix
Manage and focus what’s on the first two quadrants, and pushback or ignore what’s on the last two quadrants Sort all the activities in the appropriate quadrant
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Importance Urgency Matrix
Not important Important Urgent Not urgent
Customer emails Meetings Major deadlines Customer calls Networking Planning Prevention Coaching Preparation Many emails Some meetings Interruptions Personal calls Junk emails Gossiping at work Internet surfing
Example – Professional Life
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Importance Urgency Matrix
Example – Personal Life
Not important Important Urgent Not urgent
A kitchen fire Family calls A crying baby A family breakfast Reading a book Family gathering Daily planning Mentoring Exercise Interruptions Internet chatting Work-related calls A neighbor visit Video games Social media Excessive TV
