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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 occasions, 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
1 2
3 4
- I
mp
ort
ance
+
+ Urgency -
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Importance Urgency Matrix
Q1 Q2
Q3 Q4
- I
mp
ort
ance
+
+ 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
No
t im
po
rtan
t
I
mp
ort
ant
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 of your future and may 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
No
t im
po
rtan
t
I
mp
ort
ant
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
No
t im
po
rtan
t
I
mp
ort
ant
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