Fresh Start Monday #65: The separation of importancy from urgency

A common complaint I hear from clients: I'm productive when I have a deadline. Otherwise, I don't get anything done. I'm either frantically busy and focused or not at all. There's no in-between.

This might remind you of school. The tests that you crammed for the night before. The essays that you heroically started and finished the night before.

When it comes to work, a project deadline needs to be met. A presentation needs to be given.

The theme that shows up in school and work is urgency. The focus on urgency reminds me of a productivity tool called the Eisenhower Matrix.

Most of you are really good at spending time in quadrants 1 and 3. Quadrant 1 might look like project deadlines, presentations, or anything else that's due.

Quadrant 3 is responding to emails or messages, admin tasks, or anything smaller you need to do that day.

Quadrant 4 is anything you do on your phone.

I've started to observe in my life that once I get into my "day," I predominantly spend my time in quadrants 1, 3, and 4. It's like the day is a wave, and once I touch it, I'm swept up and tossed around by it.

Quadrant 2 is this magical place where you focus on long-term goals.

As I've worked more at coffee shops, I've noticed it creates a separation from the urgency of my day to what's truly important. When I wrote about how productive I felt, what I meant in retrospect was how productive I felt towards longer-term goals.

When I feel stagnant in my life, it's when the wave of daily tasks and calls crashes over me. A busyness that doesn't lead anywhere.

For some of you, it might feel like this wave sweeps you out to sea and doesn't bring you back until it's time for bed. The fear of drowning leaves you in a high-stress state and anxious for the next day.

For others, they might be small waves. You might be floating and playing in calm waters. Comfortable, but lazy. Maybe high paid, but unfulfilled.

The most meaningful and rewarding things in life can't be crammed for. You need to carve out space and protect it from urgency.

How do you spend more time in quadrant 2?

For me, quadrant 2 needs to happen in the morning because I can do it before I open the urgency floodgates of phone and email.

It's a principle similar to intermittent fasting. It's easy to say no to food before I've had any. It's easy not to turn on my phone. But once I do, I'm unconsciously snacking and scrolling.

Think about the five W's: Who, What, Where, When and Why

Let's start with why.

Why: Why is this work important to you? You might only need to answer this once, but dig into why carving out this time will improve your life.

Who: Obviously, it's you. But is there an accountability partner? Body double? Is there someone you're making a commitment to? Is there someone you're gonna give money to if you don't do it?

What: What work are you going to do? Be specific. You should answer this every day before sitting down to do it.

Where: Where are you going to do this work? Most of you have a workspace or desk where you spend most of the workday. If that equates to quadrants 1 and 3, designate an area for quadrant 2 work. For me, that's become a coffee shop. For you, that might be a different room in your home.

When: When are you going to do this work? I recommend a time outside of your normal working hours, but also a time you can be consistent with. I always claimed I was a night owl until I realized my energy wasn't consistent enough to be productive.

The 5 W’s will help you sit on the beach and focus on what matters before the waves of the day come calling.

Separating the important from the urgent is how you become more productive.