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Discover how the Eisenhower Matrix can help you prioritize your tasks based upon urgency and importance. Learn how to use the matrix to focus on what truly matters while reducing time spent on unimportant and less critical things.

Is this urgent or important? Sometimes there is so much to do at work we don’t know where to start. We can feel overwhelmed. Consider using the Eisenhower Matrix to help you sort it all out.

The Eisenhower matrix is a tool that President Dwight D. Eisenhower used to determine what tasks he should focus on. Stephen Covey, author of “The Seven Habits of Highly Effective People,” popularized the matrix. You can use it to help you determine the status of your tasks. While you may want to do everything, it is not possible. The matrix is divided into four quadrants divided by urgency and importance.

  • Quadrant 1: Important & Urgent (Do)
    • Tasks or responsibilities that require immediate attention.
  • Quadrant 2: Important & Not Urgent (Decided/Schedule)
    • Tasks or responsibilities that you plan for and schedule.
  • Quadrant 3: Not Important & Urgent (Delegate)
    • Tasks or responsibilities that may require your attention but can wait.
  • Quadrant 4: Not Important & Not Urgent (Delete)
    • Task or responsibilities that waste time and have little value.

When evaluating your tasks and placing them in one of the 4 quadrants based upon importance and urgency you are determining what is most important to you and where you will spend your time. When you take the time to schedule the important tasks and responsibilities you will find that you are less stressed.


How to Use the Eisenhower Matrix

  1. Make a list of tasks: Write down everything you must do.
  2. Complete the Eisenhower Matrix: Determine what quadrant each task belongs in and write it down.
  3. Schedule it: Using a calendar of choice, electronic or paper write down your tasks on your schedule for the day and the week.


Why it Works

The Eisenhower Matrix is divided into four quadrants. The ultimate goal is to spend most of your time in Quadrant 2. The idea is, if you can make Quadrant 2 larger by planning and scheduling your day, the other three quadrants become smaller and take up less of your time.


Resources to Learn More


Written by Alison Kniseley
References: Hobson, N. (2023). 69 Years ago, President Eisenhower came up with the best matrix for making better decisions. Retrieved December 9, 2025, from www.inc.com

Close-up of man in suit holding a graphic of a brain with AI written on it

Try these copy‑and‑paste prompts for Copilot Chat to help you write faster, prioritize work, create executive updates, and make quick data decisions. Each prompt includes clear input instructions and output formatting—plus notes where Microsoft 365 Copilot can take it further.


All faculty and staff at UAB have access to Microsoft Copilot Chat which is an approved AI tool that can enhance your productivity in day-to-day work. Learn more about accessing this tool at uab.edu/ai/tools. Below are some prompts you can copy and paste into Copilot to immediately get some results.

How to use these prompts:

  • Navigate to https://m365.cloud.microsoft/chat and sign in with UAB credentials
  • Copy and paste the prompt
  • Copy and paste your source between triple backticks: ```
  • Specify audience, tone, format, and length
  • Iterate: "shorter," "more direct," "bullet points," "add dates"


Prompt 1: Write & Edit Faster

Rewrite the message to be professional, concise, and put the main ask first.

Audience: senior managers. Tone: direct.

Output: ≤120 words + 3 action bullets.

Text: ```[paste text]```

Proofread the text for grammar, clarity, and tone.

Output: 1) corrected version, 2) change log (grammar/wording/tone) with examples.

Text: ```[paste text]```


Prompt 2: Prioritize & Plan

From the weekly context below, list my top 3 priorities and the single highest‑impact action for each.

Output: table with Priority | Action | Owner: me | Due: this week.

Context: ```[paste calendar highlights, deadlines, notes]```

Break down the goal into steps with owners (me), target dates, risks, and mitigations.

Output: checklist I can paste into Planner.

Goal: ```[paste goal]```

Note: This is better in Microsoft 365 Copilot (paid version). The Recap/Set priorities scenario can scan Outlook/Teams/To Do automatically as context rather than you having to type them or copy and paste them.


Prompt 3: Email & Meeting Efficiency

Summarize the email thread.

Output: decisions made, open questions, and action items with suggested due dates.

Thread: ```[paste thread key excerpts]```

Draft a reply that 1) confirms decisions, 2) asks concise clarifying questions, and 3) sets next steps with a proposed timeline.

Reference: ```[paste summary above]```

From these meeting notes, create a follow‑up message with decisions, owners, deadlines, and the next checkpoint date. Add a clear subject line.

Notes: ```[paste notes or transcript excerpts]```

Note: This is better in Microsoft 365 Copilot (paid). In Outlook/Teams, Copilot can summarize threads/meetings and draft replies in‑place, including attachment summaries.


Prompt 4: Executive Updates

Create a 3‑paragraph executive summary with headings: Wins, Risks, Next Steps. Keep it under 200 words, plain language.

Updates: ```[paste updates]``` Turn that summary into outlines for 3 slides (title + 3 bullets each + 1 KPI to display).

Audience: CHRO staff meeting.

Summary: ```[paste summary]```

Note: This is better in Microsoft 365 Copilot (paid). In Word/PowerPoint, Copilot formats summaries/slides using live content in the slides without you having to copy and paste into PowerPoint.


Prompt 5: Quick Ops (explainer/how‑to)

Explain how to calculate percentage increase using a 1‑minute method and example.

Output: 5 step bullets + formula template + 3 common mistakes to avoid.

Define the concept in plain English with 5 bullet takeaways for a non‑technical audience.

Concept: ```[paste concept]```

Note: Copilot Chat provides web‑grounded explanations with citations.


Prompt 6: Data & Decisions (paste small tables)

Given the data table, recommend the single best chart to tell the story and justify why. Then describe how to build it (title, axes, labels).

Data: ```[paste a small table or CSV snippet]```

Generate the Excel formula(s) to perform this calculation and explain each part. Provide a short worked example with sample values.

Calculation: ```[describe calculation]```

Identify trends and outliers in the dataset and recommend 2 actions for this week.

Output: 5 bullets (3 trends + 2 actions), ≤120 words.

Data: ```[paste a small summary table]```

Note This is better in Microsoft 365 Copilot. In Excel, Copilot suggests formulas/builds charts; the Analyst agent performs deeper reasoning and Python‑backed analysis.


Resources to Learn More

 

Written by Jerad Watson

Man sits in front of a desktop computer which displays a spreadsheet

Looking for a time-saving shortcut when working with text in Excel? Discover a time saving trick for centering data in a flash.


Do you have a label or other text in your Excel sheet that you need to center across multiple cells? The most common method is typically to merge the cells together. However, it is possible to center data without merging those cells.


How to center data without merging cells

  1. Open the Excel workbook and navigate to the worksheet.
  2. Select the cells where you want to center the text.
  3. Press Ctrl + 1 (Windows) or Cmd + 1 (Mac) to open the Format Cells dialog box.
  4. Click the Alignment tab. Under Horizontal, click the drop-down menu and select Center Across Selection, then click OK.


Resources to Learn More

 

Written by Alison Kniseley
References: Richard, Cowboy Accounting, 2025

Woman sitting at her computer looks at her watch

Discover how a simple principle can help you prioritize the projects that deliver the biggest impact. Learn to apply the Pareto Principle to make smarter, more strategic decisions this year.


What Projects Should We Work on This Year?

Every year brings a flood of ideas, initiatives, and opportunities. The challenge isn’t finding projects…it’s choosing the right ones. How do you decide where to invest your team’s time and energy for maximum impact?

Start by asking yourself:

  • Which projects will create the most value for our stakeholders?
  • What activities have historically driven the greatest results?
  • If we could only accomplish three things this year, what would they be?

These questions set the stage for a powerful tool: the Pareto Principle, also known as the 80/20 Rule. This principle suggests that roughly 80 percent of results come from 20 percent of efforts. It was first introduced by Italian economist Vilfredo Pareto in his 1897 work Cours d’économie politique and later popularized in quality management by Joseph Juran (Interaction Design Foundation).


How to Apply the 80/20 Rule to Your Planning

  1. List Your Options: Write down all potential projects or initiatives for the year.
  2. Analyze Impact: Ask, “Which of these will deliver the greatest outcomes if successful?”
  3. Identify the Vital Few: Highlight the top 20 percent of projects that will likely produce 80 percent of the results.
  4. Focus Resources: Allocate time, budget, and talent to these high-impact priorities.

This approach doesn’t mean ignoring everything else — it means being intentional. By concentrating on the “vital few,” you avoid spreading your team too thin and ensure meaningful progress.


Why It Works

The Pareto Principle forces clarity. Instead of chasing every good idea, you double down on the best ones. Whether you’re planning academic programs, research initiatives, or operational improvements, this method helps you cut through the noise and focus on what truly matters.


Resources to Learn More

 

Written by Jerad Watson

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