People mistakenly assume that if something is important, it’s also urgent. This erroneous assumption traps them in a reactive crisis mode that steals focus. Distinguishing the two helps properly categorize tasks.
Urgent activities need immediate attention. Putting out a fire in the break room toaster is urgent. Important work needs focus but has a longer window for completion. Sending an answer to a team member’s question is important but doesn’t need to happen immediately.
If something is important and urgent, it’s worth stopping what you’re doing. If it’s urgent but not important, you may also be able to delegate the task to someone else. If it’s important but not urgent, fit it into your schedule when you have time. If it’s neither important nor urgent, then you can put it off until you have nothing else pressing to do.