Jira Eisenhower Matrix

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Why Everything You Know About Productivity is Wrong

The situation described above is also known as the Mere Urgency Effect, which says we tend to take on tasks with shorter deadlines and smaller completion windows. Why? Simply because they need to bed one as soon as possible. We choose them over less urgent tasks, even if they less urgent ones are more important and yield greater rewards.
This makes us fixated on task duration rather than the long-term benefit. And when this problem comes up in project management, no important long-term issues can get to the forefront. We neglect them until the last minute. Once their turn comes, they’re suddenly urgent and cause nothing but stress and needless overtime.
Rory Vaden, author and Self-Discipline Strategist, claims that to-do lists and time management techniques focus too much on efficiency. Most productivity methods will aim to make you quicker, opting for a more lucrative output. But they merely give you more time in the day for more short-term decision making. To help you combat this issue, and teach you a new way of problem-solving, we want to introduce you to the Eisenhower Matrix.

The Eisenhower Matrix is a recipe for long-term problem solving and avoiding the Mere Urgency trap every project is bound to fall into. The magic of “NO” Along with learning how to use the Matrix, you will have to brush up on your rejection skills. Create an Eisenhower Decision Matrix Eisenhower created his famous system to teach his subordinates about prioritization, delegation, and triage. You can use the Eisenhower Matrix to break a large to-do list down into priorities for yourself and your team.

What is the Eisenhower Matrix?

Jira

This strategy stemmed from a quote by Dwight D. Eisenhower:
“I have two kinds of problems, the urgent and the important. The urgent are not important, and the important are never urgent.”
In the simplest terms, the Eisenhower Matrix is a guideline for effective decision making. Its brilliance lies in learning to differentiate which tasks are important and which are urgent. As Vader said, focus on: “What can I do today, to make tomorrow easier for myself?
The Matrix allows you to make long-term strategic plans. You learn how to focus on the bigger picture instead of tasks that seem urgent but have no overarching benefit for the project.

Embrace Your Weakness

Before breaking down the Eisenhower Matrix, we feel the need to emphasize:
Don’t be too hard on yourself.
As with every new productivity method you want to adopt, perfecting the Eisenhower Matrix is going to take a lot of trial and error. Find a way to make the first few weeks or months easier. Download resource materials, get your bullet journals or rely on timesheet app like Clockify (both offline and online) to track your progress.
If managing a team, schedule tasks and timelines with your team members with Instagantt to make sure everyone is on the same page when it comes to priorities.
Use any tool at your disposal to make the transition as smooth as possible. We all learn differently, and adapting to a new workflow is no different than learning a new language. Even the lauded Agile method needs well over a year or two to be implemented properly.

System

How the Eisenhower Matrix Works

As John Green of the popular Youtube channel Vlog brothers sums it up:
“Productivity need not be about work, or maximizing output or whatever. There are lots of ways to be productive. To me, productivity is mostly a matter of recognizing that time is what we have.”
Stop thinking about speed, and start thinking about purpose. To begin making truly smarter, more conscious choices when it comes to project tasks, you need to know the difference between important and urgent.
The Important
- One way to differentiate between important and unimportant tasks is by asking: “Will the project suffer if this task isn’t done?” Important tasks are those with long-lasting consequences or results.If others’ work depends on its completion, or it has a major impact on the project, the task mustn’t be skipped.
The Urgent
- Urgency focuses on time and efficiency. These are tasks with clear deadlines. Whether something is urgent or not will depend on various circumstances (depending on what the project entails). However, keep in mind that your schedule’s flexibility and project goals also play a role.
Once you figure out the urgency/importance difference, the second step is sorting your tasks into four groups according to the following:

  • The IMPORTANT and URGENT (DO)
    Green illustrated this with a simple example of your house being on fire. It’s something you NEED to do right away. Less catastrophically speaking, these tasks are usually the ones we leave until the last minute or come from unforeseen circumstances.

  • The IMPORTANT but NOT URGENT (DECIDE)
    Another simple example would be long-term personal and professional goals, such as career advancement, writing a book, or exercising (unless there is a serious health issue, in which case, it’s urgent). The general rule for this group is to schedule time to work on these tasks. Putting them off will just bump them up until they become urgent, or never addressed.

  • The UNIMPORTANT but URGENT (DELEGATE)
    These can be smaller, menial, everyday tasks, such as grocery shopping, paying bills, or going through email. You can easily delegate or automate them. Think of parents who send their kids to the store for eggs and milk while they cook lunch. Or in our case, holding a project update meeting, for example. If you have more important work, assigning someone just as informed to hold the meeting will help in the long run.

  • The UNIMPORTANT and NOT URGENT (DELETE)
    Activities or tasks that fall into this category are usually distractions. For example, redesigning the website page because the color scheme is off. It’s unimportant and not urgent as it won’t affect customer retention.

For those of you who are visual types, the Eisenhower Matrix can be represented with a simple box.

The important thing to keep in mind is that the important/urgent filter changes depending on your projects and goals. The Eisenhower Matrix is a recipe for long-term problem solving and avoiding the Mere Urgency trap every project is bound to fall into.

The magic of “NO”

Along with learning how to use the Matrix, you will have to brush up on your rejection skills. For example, if you’re a CEO of a startup on the rise, then your hands will be full of projects and tasks relating to it. A few friends or acquaintances might contact you via LinkedIn to help introduce them to some of your new partners, or hire them.
If we apply theEisenhower Matrix to this scenario, this activity is neither important nor urgent for you or your project. So instead of telling them you’ll be in touch, or spending hours emailing or talking to them, you simply answer “no”. Well, rather you craft a very polite email letting them know that for now, you’re unable to help as you have far too many things on your plate.
Rejection is a big part of the filtering process. Activities that end up in the fourth Eisenhower group are the ones most likely to be discarded (ex. Deleting your junk mail instead of sorting through it). And if you keep moving a task into the fourth group week in and week out, then it wasn’t important or urgent, to begin with.
As tasks move up and down the priority ladder, don’t forget to keep everyone up to date on the changes and how they affect the project as a whole.

In Conclusion

When mastered, the Eisenhower Matrix is a powerful tool. It is a method tailored for those who have goals they never seem to get to because there aren’t enough hours in the day. With the Matrix, you reevaluate your priorities, and as both Green and Vaden emphasize, learn how to focus on what is important over fake urgency. Say goodbye to putting out fires as they come up, and stretching yourself thin on projects. Placing the bigger picture in the foreground, the Eisenhower Matrix proves to be one of the best self-care methods for ailing projects and teams.

Written by Marko Maric:
Marko Maric is a marketer and a blogger. He mostly covers topics revolving around business, marketing, and productivity. Marko currently works at Clockify - a free time tracking tool.

Why Choose Instagantt Over Jira?


Jira has a lot of great features, like the ability to plan and track information easily, across your entire team. You can create stories, issues, tasks, and more and you can even prioritize those tasks and pass them off to different members of your team. Not only that but you can check out all kinds of reports in real-time and you can set your own workflow however you choose. All of that is designed to make it easier for you to work with your team on any projects you may need.

Overview of Jira Features:

Jira Eisenhower Matrix Login


- Integrates with other tools
- Create roadmaps
- Automation
- SAML SSCO security
- Premium features
- Data encryption
- High scalability
- Tracking and prioritizing tasks
- Discussion in process
- Sprint planning
- User stories/issues
- Free version

Overview of Instagantt Features:


- Timelines
- Dependencies & Milestones
- Tasks & Subtasks
- Drag & Drop
- Baselines
- Critical Path
- Multiple Projects & Workspaces
- Diverse Exporting Options: Excel, Image & PDF
- Public Snapshot Sharing Options
- Team Collaboration Options: Notification & Task Assignment
- Custom View & Fields
- Custom Color Options for Progress Bars
- Risk & Priority
- Estimated & Actual Cost
- Gantt & Workload View
- Ready-to-Use Templates

The Good About Jira


You’ll find several positive features with Jira, including the fact that it works with Agile project management. If you’ve never used that before it’s all about Scrum and Kanban methods of tracking your tasks. You get to create user stories and story points as well as project sprints. You can reorder items that you’re working on and everything is done through a drag and drop system that’s designed to be simple and easy for your team to work with.

Jira Eisenhower Matrix


Another benefit is that the whole system is customizable. The drag and drop features apply to just about everything and all you have to do is figure out how you want your system to look. From there, it’s all taken care of for you. What could be better than that? Things like workflows, reports, Scrum boards, and other features are all easy to work with and you can adjust them however you want and however works for your team. And that doesn’t even count the over 3,000 different apps you can add-in.
Finally, you’re going to love the fact that this system is great for tracking problems and taking care of them. In fact, that’s what Jira was originally created for so it’s great at tracking bugs and even at identifying them. Plus it can record them and make sure that you know what you need to do to fix the problem and get your system back up and running the way you expect. That’s important when you’re tracking tasks for your clients and you’re trying to get everything done as quickly as possible.

The Not-So-Good About Jira

Jira Eisenhower Matrix


Now, there are plenty of great features to go around with Jira, but there are a few things that you should keep in mind as well. It’s not all excellence, after all. As with any system, there are going to be things that you need to keep an eye on and areas where you may not get everything that you’re looking for. With Jira, there are definitely a few of those. But we’re going to take a look at what you need to know before you make your choice.
Jira has a relatively complex system to work with. You may have a bit of trouble getting it set up in the first place and then the learning curve might be a little difficult for some of your team. You may need a bit of assistance in managing your tasks and while the drag and drop to set some things up may seem simple, it can require a bit of extra training to get it done right.

Matrix


Another downfall of Jira is that you’re not going to have collaboration features, which means you can’t reach out to your team directly through the system. You’ll need a separate program to allow you to communicate. And you’re going to have a lack of a timeline. That means tracking when your assignments need to be done or what’s already been done might need additional help or a separate program as well.
Overall, Jira is designed primarily for engineering teams or those who are working on software development. If you’re in one of these types of businesses it might be a good option for you. If you’re not you may have some trouble keeping track of everything you need. That makes it less than ideal for some users and some systems.


Finally, this system can be a bit expensive. The pricing is based on the number of users that you have, but there are additional tiers available to that process. At $7 per month per user, it can get a little pricy and you may end up paying more than you think. So pricing is something to keep a close eye on.

Jira Alternative


So, what if after reading all of this information you’re not completely sure that Jira is the way to go for you? Maybe you’re thinking that there are a few things you aren’t too keen on or you just want to know what else is out there. Well, then you’re going to want to look at a Jira alternative that will give you even more features. That’s where Instagantt comes in. You can get a whole lot of great features with Instagantt (as you saw above) and you don’t have to worry about how you’re going to integrate it with the rest of your team.


Now, Instagantt is a Gantt chart system and it gives you tracking that you need to manage your entire team. What you can do is create Gantt charts that let you set up individual tasks for your entire team. You can also set how long it should take, when to start and end each task, and even what people on the team are responsible for it. Plus you can set up dependencies, check everything outright at a glance, and set things up no matter which payment structure you choose. There’s no scaling of features based on how much you pay.


One of the biggest benefits you’re going to find with Instagantt is that you don’t have to pay for a larger package in order to get all of the features. Instead, you can pay for the package you need based on the size of your business and your team. Then, you get access to absolutely everything. There’s even a free version that gives you access to absolutely everything on the platform for a total of five projects. That way you can see exactly what you’ll get if you do decide to use the platform for yourself, with your entire team.


Now, if you’re thinking about joining up with Instagantt you still need to know about the pricing so you can choose the right one for you. The good thing is that the free version is always free. You never have to pay for it. So, you get up to five projects with full access to all of the features without paying anything. If you want to level up to a paid plan you can pay $7 per month for a single user, which gives you unlimited projects and unlimited access. Finally, the multi-user plan is $5 per user per month and gives you unlimited projects and unlimited access to all of the features.
For those who want even more features, you can easily integrate programs into your Instagantt. There are actually dozens of apps and programs that are compatible so you can update information in one location and immediately see it reflected in your Instagantt charts. It’s that simple. And that’s going to make it easier for every member of your team to stay on top of their tasks and to make sure they know all of the changes that have been made.


You’re also going to love that the entire system is user friendly. That means everyone on your team should be able to use it without a lot of training or a learning curve. Instead, you can set up your first chart in minutes and everyone will be able to start using it just as fast. No matter what you want to do you can completely customize the tasks and projects you create and every aspect of the chart while you’re at it. All of that makes it easier to stay on task and to keep your entire team updated to what’s going on.


With Gantt Charts you get a whole lot of features and a lot of great tracking software, which is the whole point, right? You want to be able to track everything about your projects and more. Well, you can absolutely do that with Instagantt. You can set up individual projects and tasks as well as subtasks. Not to mention you can save some of your information to transfer over to another task for recurring projects or parts of projects. That makes it even easier to set things up the next time.


Add in the fact that you are getting a completely customizable, intuitive, and user-friendly system and you’re going to love what Instagantt can do for you. All it takes is a few minutes to get started and to go over just how it works with your team. From there, you’re going to be more than ready for anything you want to schedule. Also, the rest of your team will be able to make adjustments and edits as necessary. It’s going to make everything a whole lot easier for your team and you’re going to find that it’s a lot easier for all of your clients as well.

Choosing the Best


Okay, so now that we’ve talked about both of these programs how do you decide which one is going to be the best option? How do you make sure you’re on the right track and choosing something that you can count on to work? Well, you’re going to need to do a little research for yourself. Take a look at each of these programs and see which features are going to give you the best options for your entire team and for the clients that you work with.


There are a lot of great features available with Jira, but there are plenty of things that you can get with Instagantt as well. The idea is to make sure you’re getting as many features as possible and that you’re weighing out the ease of use with the features that you actually need. Remember, you don’t want to spend a whole lot of money on something that you’re not going to use. And you don’t want to spend a lot of time trying to learn a new system either. You want your team to be ready to go in no time at all. And that’s where Instagantt shines.

Jira Eisenhower Matrix Portal