Do you ever: Feel overwhelmed by your growing workload? Stare at your list with no idea where to start? Find yourself focused on a task that you later discover didn’t make an impact in your project?

Meet Dwight Eisenhower

“What’s important is seldom urgent, and what’s urgent is seldom important”. - Dwight D. Eisenhower

Dwight created 4-quadrant matrix to using two criteria: The Eisenhower Matrix Dwight created 4-quadrant matrix to using two criteria: Is it critical? (y/n) Is it urgent? (y/n)

So, what’s the difference? Critical – How important is the task? Do Now/Do Later – Does it need immediate attention? Will this task still be relevant a week from now? A month?

Critical and Do Now If you have too many tasks in this category, you may be in trouble. These tasks must be dealt with before moving forward. Dealing with this tasks can feel like fighting fires.

For Example: Last-minute requests from project owners A co-worker out sick that needs to be covered Deadline(s) that snuck up on you Work that needs to be re-done

Critical and Do Later These tasks are not as pressing, but are critical to your project success and advancement. Consider these planned tasks or milestones that make up part of your original project plan.

For Example: Gathering site information Researching code requirements Sending invoices Completing working drawings

Not Critical / Do Now These may feel critical, however, it is not critical that you be the one to do them. Try delegating them to save you time.

For Example: Giving a project owner a quick check-in call Responding to an email from a co-worker about a file Ordering office supplies Registering for a conference

‘Uncategorized’ “There is nothing so useless as doing efficiently that which should not be done at all.” – Peter Drucker, Management Consultant

“But I have 100s of tasks to do” It’s time you learned about the 3 C’s: Categorize, Categorize, Categorize! Here’s what Eisenhower missed....

You Need More Than One Matrix Create one matrix for each architecture project Sort tasks into each Prioritize tasks within the projects

One Strategy for Alignment 1) Take a moment to think about the priorities for a project you’re currently working on 2) Ask yourself if each of them is important, urgent 3) Gather 2-3 other people, and ask them to do the same thing 4) Compare notes with your co-worker and discuss Is there alignment? Is there mis-alignment?

Benefits Focus on high-priority tasks across all projects Make calculated decisions about what NOT to do Work on the right tasks at the right time

The Importance of Sharing Priorities

What is Priority Matrix?

Project Information Today’s webinar should last about 30 minutes +/- a Q&A, and we’re going to start out covering a few broader topics, before we hone in on some concrete steps to really up our team’s game and take things to the next level. First off, we’ll tackle what makes a “success team”, along with the needs of Principals, Project Managers, all the way down to the level of project architects as it relates to tackling architecture projects. Then, we’ll cover a number of concrete and simple ways that you can help your team fulfill these needs, while staying in the loop to make sure that everyone really is meeting those competing deadlines, communicating clearly, and not letting anything important slip through the cracks.

Priorities, deadlines Progress

“Priority Matrix creates a roadmap for what we’re working on, even if last minute tasks come up.” - Tim Yep, Project Manager, Oakland CA

How Priority Matrix Benefits Teams Visibility of team priorities Maintain a balanced workload Increases accountability

Priority Matrix Quick Facts Integration with Outlook email and calendar Mobile apps for iPad, iPhone, Android Automated status reports

Want to Learn More? Video: How Priority Matrix Helps Architecture Firms Thrive Real-world applications of PM in architecture teams How PM makes team communication more effective PM integration with Outlook

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