Eisenhower Matrix Template: Sort Tasks by Urgency and Importance in Excel
An Eisenhower matrix template in Excel: clear definitions of urgent and important, a task table that assigns each task to a quadrant automatically, a four-box view with FILTER, a weekly review routine and a small business example.
The Eisenhower matrix sorts tasks into four boxes using two questions, is it urgent and is it important: do it now, schedule it, delegate it, or drop it. An Eisenhower matrix template in Excel goes one step further: you list tasks in a table, answer the two questions, and formulas place each task in its quadrant and show how much of your week goes to work that actually moves things forward. This guide covers the definitions, the setup and a worked example.
The four quadrants
| Quadrant | Urgent? | Important? | Action | Examples |
|---|---|---|---|---|
| 1. Do | Yes | Yes | Handle now, yourself | Broken equipment, a client deadline today, payroll due tomorrow |
| 2. Schedule | No | Yes | Put a date and time on it | Hiring plan, pricing review, training, prevention |
| 3. Delegate | Yes | No | Hand off or batch | Routine supplier calls, booking, many emails |
| 4. Drop | No | No | Remove or postpone indefinitely | Low-value reports, meetings without an agenda |
Defining urgent and important
- Urgent means it has a near deadline or a real consequence if it waits, for example within 48 hours. A notification is not urgency.
- Important means it contributes to your goals, your customers, your money or your legal duties. Ask: in six months, will this have mattered?
Write your definitions in the workbook. The matrix works only if you answer the same way every time.
Setting it up in Excel
Create a Table named Tasks with columns Task, Urgent (Yes/No), Important (Yes/No), Owner, Due date, Minutes and Status. The quadrant is calculated:
=IF([@Important]="Yes",IF([@Urgent]="Yes","1 Do","2 Schedule"),IF([@Urgent]="Yes","3 Delegate","4 Drop"))
On a second sheet, draw a 2 × 2 grid and fill each box with FILTER (Excel 365 or Google Sheets):
=FILTER(Tasks[Task],(Tasks[Quadrant]="2 Schedule")*(Tasks[Status]<>"Done"),"Nothing here")
You can also make urgency automatic from the due date: =IF([@DueDate]-TODAY()<=2,"Yes","No"), so tasks move into the urgent row as their deadline approaches.
Measuring where your time goes
With estimated minutes per task, the share of planned time in each quadrant is:
=SUMIFS(Tasks[Minutes],Tasks[Quadrant],"2 Schedule")/SUM(Tasks[Minutes])
If quadrant 2 stays near zero week after week, the business is being run by emergencies. Growing that share is usually the point of using the matrix.
Example: a bakery owner’s week
| Quadrant | Tasks | Planned time |
|---|---|---|
| 1 Do | Repair the proofer, confirm a wedding cake order, pay suppliers due Friday | 6 h |
| 2 Schedule | Review prices after flour increase, train a new baker, plan the holiday menu, update the cash flow forecast | 7 h |
| 3 Delegate | Reply to routine order emails, restock packaging, post opening hours | 4 h |
| 4 Drop | Redesign the menu font, attend an optional trade webinar | 3 h |
Of 20 planned hours, 7 (35%) go to quadrant 2. The price review is the one that matters most: costs went up, and every week of delay costs margin. The owner blocks Tuesday morning for it, hands quadrant 3 to the counter manager and drops quadrant 4, freeing 7 hours.
The weekly review
- Empty your head: write every open task into the table.
- Answer urgent and important for each new task.
- Put quadrant 2 tasks in your calendar with a specific time.
- Assign quadrant 3 tasks to someone, with a date.
- Delete quadrant 4 tasks without guilt.
Daily tasks then flow into the to-do list template; a team can run the same priorities on a Kanban board. Quadrant 2 is where longer goals live, so link it to the goal planning worksheet or your OKR template. More guides are in Project Management.
Frequently asked questions
What is the most important quadrant?
Quadrant 2, important but not urgent. Work done there prevents many of the emergencies that end up in quadrant 1.
What if I have no one to delegate to?
Batch quadrant 3 tasks into one fixed slot, automate them with templates or tools, or ask whether they need doing at all.
How often should I use the matrix?
A full review once a week, and a quick look each morning to pick the day’s priorities.
Does it work in Google Sheets?
Yes. FILTER, SUMIFS and drop-down lists work the same way.