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Create a 2x2 Priority Matrix

About this Tutorial

Boost Your Productivity with a Priority Matrix: Learn How to Prioritize Your Tasks and Achieve More! Join us in this different kind of video and discover the best tips and tools to create a two by two grid that helps you determine what's important and urgent. Perfect for daily planners, long-term projects, decision-making, gift-picking, and more! Don't miss out on this collaborative and time-saving approach! 

Great use case for the formula combination of JOIN/FILTER.

Featured Formulas

Video Transcript

 Hello, welcome. We're gonna create a priority matrix today. Actually this is again a sort of a different kind of video because normally when I make videos I'm making them about one specific thing, but we're gonna be bringing a lot of tools and tips and things I've. Talked about in other videos, we're gonna use them here and we're gonna create a priority matrix.

A priority matrix is a two by two sort of grid. And it shows you your important tasks, and your urgent tasks and sees where they overlap. This actually can just give you a quick rundown. So we, what we want to do is typically there is like a two by two box and. What might happen is you have this box here that you need to fill in and you don't know what is important, what's urgent yet, but you're forced to build this model, right?

And here you have a two by two matrix and you have important and unimportant at the top here. So important, not important here, and then you have urgent. Let's spell it. Urgent. Correctly. Urgent and not urgent. So what we wanna do is we use this to figure out what is important, what's urgent by filling it out.

But what happens is we then have to know what's important and urgent and fill it out here. We can't really break it down and we can't really build this up piece by piece. But we're, what we're gonna do today is we're gonna create something where you can maybe use this collaboratively. You can create, a task here, task one, and then you can here, let's insert another column here.

So what you can do then is say, okay, what's important, urgent, important. Let's get that correct. Let's make this a little smaller so you can see it. So task one, you're gonna say yes. Yes. And if you say yes to both of these, it's yes. Urgent, and it's yes. Important. Then it's gonna go here, right? If we had done it.

Normally when you have this kind of graph, you say, okay, task one, is it important and urgent? Yes. And you have to ask four questions here, but in this case, we can even. Say you have a team of, two or three people and you're trying to figure out, prioritize your tasks. You can do this step by step.

You can write the tasks first and then say yes or no, or even delete them later, and then this will fill in automatically with a filter. That's what we're gonna build today. We're gonna create that on two separate sheets here. Some use cases for this is if you are doing, if you need this yourself, you can create a daily planner.

You can use this. Every single day, and you can then set your priorities for the day and get the most important and urgent things done first. If you have a long-term project or a large project that you need to break down into smaller parts, you can figure out which of the smaller parts are more important, which are more urgent for this major project.

You can set timelines appropriately. You can set goals daily, weekly, monthly much better with this. If you have a business idea and you're trying to work through, which business idea should I work on today or this month? You can use this matrix. You can also use this matrix for any decision that you have.

The two sort of variables this might be like importance and effort. If it's a high importance and low effort, you might want to tackle those first. If you have business ideas that are like expensive versus time consuming, you might want to find the cheapest, least time consuming business idea to start off with.

If you have feature requests. You can set, is there many people asking for this? Or if, is there no people or is there a few people versus many versus, oh, we can actually do that, or we need to, hire out for that. You can prioritize, feature requests. You can even use this as simply as picking a gift out for say your girlfriend, boyfriend.

Mother, father, you can use this to say, is it cheap, expensive? Is it thoughtful? Is it an interesting gift? Is it are they gonna have to use it? Many times, are they gonna be able to use it many times or they not gonna be able to use it? You can use this to pick a gift out. You can also use this for trip planning.

If you are either planning a trip for your employees or just yourself, you say, you can list sort of 10 places you wanna go and say, is it expensive? Is it interesting? Yes or no? If it's. Not if it's not expensive and it's very interesting, you might want to go if you are doing some kind of influencer marketing and trying to pick out, who should you work with to, this happens a lot in a matrix, is we wanna find people who have a large following and a high engagement rate and.

Obviously this might be obvious to you, or it might be obvious to someone who's worked in that industry for a while to know those two things are needed. But if you're trying to teach this sort of influencer pecking to someone else, you can set this. Graph up very quickly, like you'll see.

We're gonna do this within an hour. Actually much less than an hour. I'm gonna talk through most of this, so the actual time it takes to build this will probably be just about five to 10 minutes. If I wasn't talking and I just had to get this done, you'll learn a few things that make it even faster or more interesting.

If you want to use this for multiple projects or if you want to use this for a project, you're gonna use multiple times. We'll make it a little more, in, a little more visually interesting, but we'll also make it very useful. So today what we're gonna do is we're gonna definitely use the filter function that definitely we're also gonna use check boxes and we're going to do drop shadows.

So drop shadows is something I came up with pretty recently, at least as of watching making this video. Members, if you are better sheet members, you have access to that video. If you are not, and you're watching this maybe on YouTube or somewhere else where I've put these sort of longer form videos then become a member I don't know the exactly the price as of right now.

The price is going to be going up and up as we get more videos. As of right now, there's more than 100 videos available to members. And drop shadows is one of them. So this is what we're gonna do. We're gonna add a task. This is what we wanna do. We wanna add a task, we wanna set the urgency, we wanna set the importance, and then we'll have this grid filled out.

Cool. Let's get started. All right. So to create our tasks, let's call this input. We just need four columns. We need is it done? We need to know. Let's, actually, let's get a better header here. Is it done? And that'll be checkbox task or thing. Then we need to know, is it important? Important. Whoop, that's weird, important.

And urgency. Okay, so this is gonna be a dropdown menu. Gonna use data validation. We're just gonna list from items. Is it importance? High and low? That's it. That's all we need. And then urgency we want the same thing. Data validation list of items. Is it, what is it called? Urgency. It's urgent or not urgent?

I guess we can just do urgent. Not urgent. Safe. And you can absolutely use any, Yeah. Things you want here. We can double click here. High low importance and urgency. Urgent. Not urgent. Let's write a few tasks. So let's do, if we were doing a daily planner and we had some daily tasks to do today, oh, we want some, wanna insert a checkbox here.

We want to make that a little bit bigger. There we go. That's nice. And let's get us five. Six tasks to do. We're gonna just delete a bunch of these rows just to make it easier. All right. What are some tasks we need, might need to do today? Laundry. Oh, we can make this comforter. I like that. And let's also do one thing here.

Just wanna make it, it's an easy to see if we need to get our laundry done. We need to drop, whoop. Let's just put that all here. We need to drop off. I don't know. Trash.

Okay, so I just wrote some sample tasks we might do in a typical day. We're gonna change this to Comforta and 20 as well. We're going to just copy paste these dropdowns. And so now we can go down the list and we can say, okay, we're just gonna feed this filter. We're gonna create the filter next and the matrix, but let's just give it some some data so that once we start building it, we can have some samples right away so we don't have to come back and do it.

So our laundry's important because, it's If we don't do it, we will run out of clothes. If we have to drop off the track. That's very urgent as well. And it is urgent and you can do yes or no or urgent or non-urgent, high importance or low importance. Send email to dad is a it's probably high cause we wanna remain re good relationships with our dad, but it's not urgent.

Important to buy a gift. Maybe it's a few days away, so we don't need to do that today and it's not urgent. Replace a welcome mat. It's definitely of a low importance and it's not urgent because no one's coming over. But we definitely do need to fix a door handle, but it's of low importance and, but it is urgent because we can't get through that door very well or it's just gonna get worse and worse.

So we have some high urgency, high not urgent, low, not urgent, low, urgent. So we have something for all four sectors. So once we create this filter for this, we will be able to see the results. Now, what's gonna happen is we want, so we add a task, we set its urgency, we set its importance. Now we want to create the matrix, and this is gonna be a four by four matrix.

It's going to have a header up here that are here. And now that I'm thinking about this, to make it easier on us, we actually want to rename these, I just realized this, so we're gonna go important on it. Not important. We wanna make these the same labels as as the matrix. And I'll show you. We'll see, you'll see why when I do the, when I do the filter it makes it easier to get that filter correct.

I just want to paste heat of validation. So now we have a little red here, so this is gonna be important, not, yeah, that's, this is, this looks better. And then this one is urgent and not urgent. And that will stay the same. Oh wait, actually I don't want this to be all caps urgent, not urgent.

Safe. And see the the interesting thing about data validation is that it does care about the capitalization. We do need to change this paste data validation only. Urgent,

not urgent. And we'll just make this nice and clean before we get to our matrix. So our matrix, what will it look like? First off, we need to create matrix and we don't need any of this, so let's delete that. We don't need any of this. What we do need is we'll have one row here, one row here. I do know already that I want to create shadow box or drop shadows for these.

So here's what I'm gonna do. This is, you don't need to do this if you only want to have the matrix itself. Actually what I'll do is let's come back to the drop shadow. And I want to just get this filter done for you so you can see what it's like see how simple it is. And then we will definitely come back and add drop shadows, I think just to make it cooler looking more interesting.

Let's get the fundamentals done and then we can make it better. Okay. So we'll go back to our notes. We need to create a filter to add and then we'll use the check boxes of done to remove them from the matrix. And then we'll add drop shadows. So first, here's our headers are going to be important and then not important.

And it's important how to make sure they're the same here. As you'll see, I'll use these as variables, urgent and not urgent. And so we go back here, let go urgent, not urgent. Let's clean this up just a little bit. I want to make it centered and I wanna make it centered there. And the same thing here. It's just visually nice and neat.

Okay, let's make these actually the same size as well. And note, just so it looks nice, I want it to be an actual square. So I'm gonna resize columns. I want it to be 300. Just make it simple. 300 by 300 resize rows. It's gonna be much bigger. Okay, so this is a square, but it looks terrible cuz it goes off of our screen.

So let's resize it to 200. And I find this a really interesting way to make squares just to resize the rose by exact pixels. It also helps you figure out, oh, I really just realized this. This also helps you figure out. If you can see this on a mobile screen, like a mobile screen is 600 ish pixels across, I think, or under 700.

And so this'll actually easily fit in a screen, a mobile screen. All right, so now we want to get the filter. So this filter is going to be filter. We want everything and input. We want that, and we only want. This is equal to this. So we say C is equal to that and then we will do D is equal to, and I think you know where I'm going with this here.


so one thing is we want everything in one. This is the trick. So if you notice here we have two things. Oh, we have laundry and drop off trash, but drop off trash is supposed to be up here, right? So we actually, when we filter all of this stuff, we want it all in one one place. Okay? And actually I want it smaller.

Let's do 15. It's actually do 10. Cause we might have a lot of stuff, maybe. So what do we do? This is a, we do join and we're gonna join all we first need here. I'll show you how join works. Join is going to have a eliminator, the thing in between each thing and then a value array. The array is gonna be our filter.

It's gonna be a single list of things, and then we need to join them by something. Now, if we did something like, can use a pipe, maybe even put a space on either side of that pipe there's an area cuz I forgot a comma. So we just do, comma, this is what's gonna happen. Whoop they'll both be in there, but it'll be on one line.

We don't really want that. We want it to look nice. We want it to be on separate lines. So here's what I do. I do in quotes, and you command enter and now hit enter. And now they are on separate lines. So what I've done is I have created a hard return in between each of the items. Okay. And as we copy and paste it into the other two there's gonna be some interesting things that happen, right?

We want these first off, we want these columns on from the input to stay the same throughout. So we're gonna put a dollar sign in front of each of these columns so that from the input side, from the input, they stay the same no matter where they are here. B one needs to change left and right, so it needs to change the column as we change, but the row needs to stay the same.

So we put a dollar sign in front of the number one for Rowe for the urgent and not urgent. As we move up and down, it needs to change. This two needs to change to a three with four down here, but the a needs to stay the same. So we're gonna put a dollar sign in front of the A to hold that the dollar signs help us hold it, help us make it so that we hold it.

And now they do command C, copy and paste. There's no nothing. That's not important. And not urgent. Oh, no. Urgent and not important. Urgent. And not important. Is this right? That should be there. Ooh, interesting. So we have an error here cuz they have nothing. See, what did we do wrong? Not important. Urgent. Am I getting that right?

Not important and urgent. So that should definitely be there. So why isn't it there? Let's C. We've got input. B got not important. Urgent. Oh, I spelled important. Not important. Wrong. There we go. Now it works Important, not important. And now we copy and paste here and here. And these are all different, right?

So now we have our matrix. We can even color it a little like green there, maybe red there, maybe yellow and maybe orange. Great. Nice. We have, completed exactly what we set out to do here. We have, wait, where's our notes? We have added a filter to add, but we wanna do two things. We wanna make this a little bit better and a little more useful than just, Creating this matrix.

Cause if we just did this, you don't need the input. You don't need all of these things here to power this. A matrix, you could just fill it in. Once you know laundry, you could fill it in. But if say we're using this on a daily basis or weekly basis, or we're doing using this with a team, there's a few things we might want to do.

We might want to like, Check this and it's done. Cause we wanna keep that. It's done. We want, we wanna know, okay, we did that. So we wanna keep it on the list, but we want to check that it's done and it takes it off of the matrix cause we don't have to do it. Okay, so how do we do that? Very simply, we add another filter here and we say what is it?

It's on let's me do this. So we want this. So checkbox is actually a visual representation of true or false. So true if it's checked and false, if it's unchecked. So our input A, if it equals false, we want it to be there. If it's true, meaning it is checked off, then we don't want it to be there. So this is actually gonna be equal to false.

So input A here is false and we use A dollar sign to keep the A locked in. And now look at that. We have no this one's taken off the first one, laundry. So if we uncheck it, see it's on there. So now as we add tasks and do them, they go onto our matrix, we accomplish them, and then we check them off and they're not on there.

We need to, before I forget, Copy and paste this. Oh, because we have a little bit of formatting. This is cool. So you can copy and then right click paste, special formula only. And then I'm gonna do that again and again. And so now these, let's look it at, it has input, false cause I only pasted the formula.

That's a really cool trick if you've already done your designing and visual representation and you just want to grab this formula or fix it or something. And again, we have now check box. We can check everything off. Let's see what happens. It should show N A N A, right? No matches in there.

Great. Actually, that's great. We might wanna add something there later if an if error, but for now it's unnecessary. It is not urgent and it is not important. So we check bot, we checked removes from matrix. And now just the last thing we're gonna do in this video is we're gonna add a drop shadows to the boxes.

This is a really fun thing. Makes it just visually pops these things really cause we know we're gonna have to use this a lot, right? We're might use this on a daily basis, weekly basis. We wanna have fun with it and we wanna come back to it time and time again. Okay, so let me show you one really quick way to make a what seems to be a drop shadow.

What might look for all intents and purposes might look like a drop shadow. So first off, and then I'm gonna do one, just one better. Okay. So let's do this. I'm going to create a thick line. I am going to only do, I'm gonna use the har harshest black I'm gonna do on the bottom and to the right. Okay?

And now because we have these already border, these small borders, look at this tiny border on the left and top, and this thicker border on the right gives it the air of having a pretty cool little drop shadow. Right there. We'll do it on all of them and as we back, that's a really elegant way. Maybe I can make it a little smaller.

We might even want to add another row here just to get that like stark white background. You might actually. Turn to a stark white to make it even like more impactful. So what I use is I use this ba highlight color fb F eight. It's just one of my favorite background colors to make it look like it's a sort of a beige paper ish color.

But for this case, you might want to make it all white to really pop it off of the page, but. You might also like coming back here time and time again and having a nice beige and it really just accomplishes the same thing. You still have this, that, that pop. Alright, so that's a cool way. Oh wait, we want one more down here and we're gonna use this page.

Cool. So that's a nice little elegant way to quote unquote do a drop shout out. But. Let's make this like really pop, right? We want to have fun with this. We wanna be able to change these colors and really make it visually very different. So here's what we're gonna do in addition to these gutters here.

And for one, actually one second, I'm gonna resize this to make it say 30. I'm just gonna make this even resize column. There you go. I like those even. Okay. Now in order to do a drop shadow, I've done a whole video on this, how to do it. I'm not gonna go too deep into doing it, how to do it right now, but the essential idea is we want to add one to the left, want to add one to the right.

We want to add a row to above, and we want to add a row below. Okay, now we have four things, right? We have this padding all around here. These two. Let's make it 20. And same here. So we're gonna do the rows,

three size selected rows, 20. We need to make those even now, we're gonna take this copy paste here and then merge again. I'm gonna go super fast through this, say, okay. Ooh, there's a something that changed in our filter, which is interesting. We can fix that. We can totally fix that. So it's going to B one and A two.

So all we have to do is change this to three and a no. B one is gonna be C one, sorry. And then A two is gonna be a three. There you go. So now we fix that. And now this drop shadow is, we're gonna copy paste this into the corners here. And now we want to make this, and this nice darker green. Cool.

Can even take this bo border off here. And now that looks really cool. That looks, it looks elegant with the thicker border, but it looks just so darn fun here. We can make it neon colors or something, but we can make it, or we can keep it like this nice pastels. And again, we're gonna do the same thing on everyone.

We're gonna insert one above. We're gonna insert one below. And I'm gonna, I'm gonna pause the video for you, but I'm gonna do this. Each and every time to all four of these. And then I'll come back and we'll fix the filters one more time to show you how we did that. Okay. So we're on the last couple that we're doing.

And what I'm doing is I'm actually copying this and I'm right click paste, special paste formula only. And as we paste that formula, see it, it actually moves it exactly correct as we need it. So this is exactly what we need. We're gonna merge. And same thing here. We're going to paste special formula only and then we will merch and again to get that drop shadow.

We will copy and paste the sort of background color into these corners. We're gonna get rid of all of the borders. Then we can add those borders back if we really want to. But we have these cool drop shadows. We're just gonna put this down too. We just use a darker color than the pastel. And now we have a pretty darn cool looking matrix that really pops off this page.

Go back to our notes. Now we have added drop shadows. So to recap, we have created the input on one tab called, we've added a task, we've set the urgency, set the importance, and then created a filter. And we've then used the checkbox to take those off. And then we added drop boxes. You can use this.

If you are a better Sheets member, you are more than welcome to make a copy of this sheet. It's available to better sheets members. If you're not a member yet and you're watching this somehow, someway, then become a member today for a low cost per video. At least probably about dollar per video or less, I think.

But yeah, enjoy. Hopefully you got some pretty cool stuff from this matrix. And again, you can use this for lots of different things, even as, as simple as choosing a destination or even picking influencers. You can change these the matrix to whatever you want. But we created a four, a two by two matrix important urgency needed.

Thanks so much for watching. Bye.