There are four ways to categorize any task:
- Not urgent and not important—such as playing computer games.
- Urgent but not important—such as answering the phone. It needs to be done now, but may have no significance.
- Urgent and important—such as getting an extra gallon of paint so the crew can finish the job.
- Not urgent but important—such as working on systems for our business.
Tasks that are not urgent and not important should generally be avoided, unless they are for purposes of relaxation. They are simply a waste of time.
Tasks that are urgent, but not important can also consume a significant part of our time. Yet they contribute little or nothing to our long-term goals. These should be delegated or outsourced whenever possible.
Tasks that are urgent and important are a major cause of stress. These tasks need to be done now because the failure to do so can create other problems. These tasks should be anticipated and addressed before they become urgent. By anticipating you can deal with them while they are important but not urgent.
Tasks that are important, but not urgent help us build our business. Planning and systems building do not need to be completed today, but these tasks move our business forward. Failing to spend time on such tasks ultimately forces us to deal with more tasks that are urgent and important.
As owners of a small business our goal should be to spend as much time as possible on this last category of tasks. The more we do so, the more efficient and smoother our businesses will operate.
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