Action Priority Matrix vs Eisenhower Matrix: A Comprehensive Guide to Prioritizing Tasks and Deciding What's Worth Your Time

Prioritizing our tasks and deciding what's actually worth our time is crucial to working and living efficiently. But with so many options for priority matrices and frameworks, how do you know which one to use? In this comprehensive guide, we’ll compare two of the most popular options—the Action Priority Matrix and the Eisenhower Matrix—so you can determine the right priority matrix for your needs. We'll explain what each framework is, when to use them, the pros and cons of each, and provide templates so you can easily implement them into your workflow. After reading, you'll have clarity on which matrix is the best system to help you focus your time and energy on high-impact and meaningful work.

What is the Eisenhower Matrix and How Does it Work?

The Eisenhower Matrix, also known as the Urgent-Important Matrix or the Priority Matrix, is a time management technique created in the 1950s by President Dwight D. Eisenhower. The matrix is a 2x2 grid that helps you categorize tasks based on two factors: urgency and importance.

There are four quadrants in the matrix:

• Quadrant 1: Urgent + Important - Tasks that require your immediate attention and action. These tasks are often urgent problems or crisis tasks that are critical to completing. Examples include an angry client complaint or equipment failure.

  • Quadrant 2: Not Urgent + Important - Tasks that are important with long-term value but don't require your immediate action. This includes preparation tasks, planning, relationship building, and skill development.

  • Quadrant 3: Urgent + Not Important - Tasks that feel urgent and demand attention, but actually provide little value. For instance, many phone calls, texts, emails, and notifications fall into this quadrant.

  • Quadrant 4: Not Urgent + Not Important - Tasks that don't contribute value or require your immediate attention. Busywork tasks like organizing files often end up here.

The Eisenhower Matrix helps you visualize all your tasks within these quadrants of urgency and importance. The general principle is that you should spend more time on Quadrant 2 activities instead of less valuable Quadrant 3 and 4 tasks whenever possible. Quadrant 1 tasks need to be addressed immediately as they arise.

Some key tips when using the Eisenhower Matrix:

• Focus on Quadrant 2 activities as much as possible

• Determine true importance instead of just urgency

• Block time on your calendar for strategic Quadrant 2 tasks

• Limit time spent on Quadrants 3 and 4 

• Re-evaluate tasks as priorities shift

The matrix template provided helps you plot out your own tasks across the quadrants.

Overall, the Eisenhower Matrix emphasizes evaluating urgency and importance when prioritizing your daily tasks and responsibilities. The end goal is to spend more time working strategically on important goals instead of reacting to urgent tasks and requests.

What is the Action Priority Matrix and How Does It Work?

While the Eisenhower Matrix has been around for decades, the Action Priority Matrix is a relatively newer system created by productivity expert Brian Tracy. However, it works on a very similar principle to the Eisenhower Matrix.

Instead of urgency and importance, the Action Priority Matrix is a 2x2 grid focused on two key elements:

• Effort - How much effort is required to complete the task? Is it easy or difficult?

• Impact - What level of impact or results will this task deliver? High or low? 

Here is a breakdown of the four quadrants in the Action Priority Matrix:

• Quadrant 1: High Effort + High Impact - Big projects and goals with major impact, but also requiring significant effort over a long period.

• Quadrant 2: Low Effort + High Impact - Quick wins and easy tasks that still move the needle on important outcomes.

• Quadrant 3: High Effort + Low Impact - Tasks that require major effort but provide little results or value. Often busywork. 

• Quadrant 4: Low Effort + Low Impact - Simple tasks with minor impact. Important mainly for maintenance.

The Action Priority Matrix operates based on the same principle of the Eisenhower Matrix—you want to maximize time spent on Quadrant 2 activities when possible.High-impact/low-effort quick wins. And focus less on busywork tasks in Quadrants 3 and 4 that burn time without proportional value.

Of course, Quadrant 1 projects are still essential at times for major objectives, even with heavy effort involved. And some Quadrant 4 tasks are required simply for organization and upkeep. But in general, Quadrant 2 wins are the priority.

Some benefits of the Action Priority Matrix:

• Identify quick wins for progress

• Assess level of effort accurately

• Quantify potential impact

• Balance high effort and low effort tasks 

• Avoid getting bogged down in minutiae 

Below we have provided an Action Priority Matrix template you can use to categorize your own workload.

Eisenhower Matrix vs. Action Priority Matrix: Key Differences and Similarities

Now that you understand the basics of how the Eisenhower Matrix and Action Priority Matrix frameworks operate, what are the major differences between both priority matrices? And what do they have in common?

Here is an overview of the key distinctions as well as similarities:

Key Differences:

• Eisenhower Matrix measures urgency and importance, Action Priority Matrix measures effort and impact.

• Eisenhower Matrix created in 1950s, Action Priority Matrix more recently. 

• Eisenhower Matrix more focused on urgent vs non-urgent. Action Priority Matrix more focused on level of effort.

• Eisenhower Matrix developed for government tasks/crises. Action Priority Matrix targets business productivity.

Key Similarities:

• Both are 2x2 matrices to categorize tasks into four quadrants 

• Emphasize maximizing time in top quadrant (Quadrant 2)

• Help move from reactive to proactive work style

• Simple frameworks for task prioritization

• Useful for identifying different types of tasks based on defined criteria

• Help balance short-term urgent work with long-term priorities

• Widely used and recognized prioritization tools

As you can see, while the Eisenhower Matrix and the Action Priority Matrix take slightly different approaches, they are built on very similar principles and can achieve comparable benefits.

When Should You Use Each Framework?

So which task prioritization matrix should you use? Here are some general guidelines:

When to use the Eisenhower Matrix:

• You want to evaluate both importance AND urgency

• Your work involves frequently shifting urgent needs

• There are often client, customer or stakeholder demands requiring immediate turnaround

• You work in government, politics, emergency response, healthcare or similar fields

When to use the Action Priority Matrix: 

• You want to assess required effort level for maximum impact

• Streamlining business productivity and efficiency are key goals 

• You need to identify quick wins and big long-term goals

• Your role involves operations, project management, sales, business ownership or related

Of course, you may find that applying both matrices is helpful to gain additional perspective. Plot your tasks on an Eisenhower Matrix to determine urgency, then map them on an Action Priority Matrix to evaluate effort vs. impact. This two-pronged approach provides the most clarity.

Implementing Priority Matrices: Templates and Examples

Hopefully by this point you have a good grasp on how the Eisenhower Matrix and Action Priority Matrix operate, including the differences and use cases. But simply understanding the concepts is only the first step—you need to actually put these prioritization tools into practice by mapping your real workflows.

Here are template images you can download, share and print to start classifying your tasks across the four quadrants. We also included examples for bringing these matrices to life.

Eisenhower Matrix Template and Example

Download this Eisenhower Matrix image:

Eisenhower Matrix Example:

Action Priority Matrix Template and Example

Download this Action Priority Matrix image:

Action Priority Matrix Example:

Keep these template quad charts handy whenever you need to map out task lists or responsibilities into the four categories. Over time, routinely plotting your workflows through these lenses will help you instinctively identify quick wins, long-term priorities, busywork and maintenance.

Key Takeaways and Next Steps

Deciding what tasks deserve your time and energy is one of the most impactful things you can do to work smarter. Both the Eisenhower Matrix and the Action Priority Matrix serve as lenses to help you categorize responsibilities, avoid less valuable work, and focus your efforts for maximum results.

Here are the key takeaways:

• The Eisenhower Matrix evaluates based on importance and urgency

• The Action Priority Matrix evaluates based on effort and impact

• Both can help identify quick wins and proactive priorities

• Each matrix better suits certain contexts and use cases

• Templates help implement these frameworks immediately

As a next step, closely review your current workflows and upcoming projects. What tasks appear to be quick wins? What projects will clearly contribute tremendous value? And what items are simply eating up time and energy with little benefit?

Plot your key responsibilities on the included matrix templates to gain clarity. Over time, these matrices will help you focus, feel productive, and make discernments about what's truly worth your time each day.