Stop Firefighting: How the Urgent/ Important Matrix Can Help You Get Your Life Back
Let’s be honest. Most of us are running around doing things that feel urgent but are absolutely not important.
Replying to emails within 15 seconds. Joining meetings that could have been a voice note. Saying yes to things because we don’t want to look unhelpful.
Meanwhile, the things that actually matter - our health, our relationships, our long-term work - quietly wait in the corner like a very polite person who doesn’t want to cause a fuss.
This is where the Urgent/Important Matrix comes in. Four boxes. One truth:
Not all tasks are created equal.
Let’s walk through them:
Box 1: Urgent & Important
Deadlines. Crises. Things on fire (sometimes metaphorically, sometimes actually).
Yes, deal with these. Ideally today. They can’t be ignored.
But notice how much time they take up. If it’s 80% of your week, something upstream needs attention - you may be living in reactive more, firefighting rather than planning.
Box 2: Important but Not Urgent
This is the gold. Planning. Thinking. Exercise. Relationships. Future you work. These tasks don’t demand your attention right now, but they contribute to meaningful progress. This box builds the life you want.
But it whispers. It doesn’t shout. So you have to schedule it on purpose. If you don’t, they tend to slip behind louder demands.
Box 3: Urgent but Not Important
Other people’s priorities: interruptions, some meetings, low-value admin. The inbox. The “quick question.”
Where possible, delegate, reduce, or place boundaries around these.
Box 4: Neither Important nor Urgent
Scrolling. Snacking. Reorganising your files instead of doing the thing.
No shame - just be honest about the function it’s serving, and how much time is going here.
Are you resting, or avoiding?
How to Use This in Practice
1. Brain dump everything on your mind.
2. Put each task in one of the four boxes.
3. Circle one thing from Box 2.
4. Put it in your calendar. Today or this week.
5. Protect it like a toddler protects their favourite toy.
Want accountability for Box 2?
I will 100% send you a “put your phone down and do the thing” message if needed.
Book a call. Let’s get you moving. Contact Simon or Rachel today.