The Eisenhower Matrix (setting priorities)

Part of good workload management is prioritizing tasks. In aviation, time is often limited, which means that choices have to be made. Sometimes more time can be “bought”, for example by entering a holding pattern to deal with a technical problem. Other times fuel is limited or the situation is so urgent that optimum use will have to be made of the time available.

One of the famous tools used in the business world is the Eisenhower Matrix. Covey, author of the book “The 7 habits of highly effective people” has developed a similar matrix. It can be used in the cockpit as well. The matrix consists of 4 squares, based on two axes:

•  Urgency: Tasks and responsibilities requiring immediate action or attention
• Importance: Those with high significance or value to goals

On the basis of the assessment of urgency and importance, the required action follows: DO – DELAY (plan) – DELEGATE – DROP (eliminate). See figure 1.

Figure 1. The Eisenhower matrix. Source: https://leansixsigmagroep.nl/en/lean-agile-and-six-sigma/eisenhower-matrix/

This can be used in the cockpit too. Note that it is sometimes difficult to distinguish between “urgent” and “important”. A few examples can help. Extinguishing a fire is both urgent and important: it can bring down the plane in a short period of time. Lowering the landing gear on a 2 – hour flight is important in order to make a safe landing, but not immediately urgent. This can be scheduled just before landing. Informing the passengers can be urgent as landing is imminent, but can be delegated to the F/O, as a small variation in contents won’t have immediate consequences.

An alternative which is easier to remember is to ask yourself the question: “Do I have to do this now?” with the emphasis in a different word every time:

• Do I have to do this now? Or can someone else? (DO OR DELEGATE)
• Do I have to do this now? Or is it unnecessary and unimportant? (DO OR DROP)
• Do I have to do this now? Or can it be dropped? (DO OR DROP)
• Do I have to do this now? Or is it better to do something else? (DO OR DELAY)
• Do I have to do this now? Or can it be delayed? (DO OR DELAY)

Note that many airlines have strategies that help prioritize difficult situations that are printed in the operation manuals.