Eisenhower system. The Eisenhower Matrix: How to distinguish the urgent from the important

In an endless stream of things to do, you can get lost, forget something, or simply not have time to do it. Unfulfilled tasks thus accumulate and weigh down the next new day with new opportunities. And again the same problem: I didn’t have time, forgot, put it off until tomorrow.

Such situations often happen to those who do not know how to plan, and this is not surprising, because the planning process requires certain time management skills and special attention.

There are many planning techniques that allow you to derive maximum benefit from the correct use of a temporary resource. Let us give an example of the most effective and uncomplicated technique, which is called "Eisenhower matrix" or "Eisenhower square".

- This is the principle of prioritization, which allows you to solve the largest number of tasks during the day.

This principle is one of the most popular in time management. It is used all over the world: from ordinary workers to managers of large organizations of world-famous corporations.

The founder of this principle is Dwight David Eisenhower (34th President of the United States). Given his busy schedule, he optimized his work schedule by systematizing tasks depending on their importance, which led to the creation of his own equipment, which was distinguished by its simplicity and uniqueness.

The Eisenhower Matrix as a Priority Setting Tool

Eisenhower divided things into 4 categories and entered them into a table in which he clearly highlighted squares that made it possible to distribute planned tasks according to their urgency and importance (a, b, c, d).

Each square has its own purpose:

• “a” - urgent ones of special significance;
• “b” - important ones that can be delayed;
• “s” - not of the first importance, but urgent;
• “d” - not urgent and unimportant.

By prioritizing in this way, you can learn to manage time, which will help in achieving your goals, increase your performance in completing planned tasks and affect success in a particular activity.

To prioritize according to D. D. Eisenhower’s principle, you need to study in detail the categories (squares) in his table.

Important and urgent matters (category a)

The square of this category contains planned tasks that are the most significant and very urgent. According to Eisenhower’s principle, this square should be empty, free for a new daily entry, which for a person with time management skills will not give the opportunity to trigger the urgency of things and allow a critical situation in case of non-fulfillment.

It often happens that things from square “b” are moved to square “a” due to ordinary human laziness, which is one of the reasons for its filling. At times this can happen to anyone, but in the case of daily throwing things from square to square, it is worth practicing self-discipline.

In order to avoid the appearance of uncompleted tasks in square “a”, it is necessary to complete tasks in other categories in a timely manner and strictly adhere to the to-do list for this square. You can also use the delegation method (delegating tasks to someone), which will make it possible to resolve tasks and not leave behind unfinished work.

To-do list for square “a”:

• negatively affecting the achievement of the goal;
• problematic ones that can cause trouble;
• health related.

Important, non-urgent matters (category b)

The most promising and priority cases often fall into this category. Eisenhower assigns them a significant role, since their implementation is the key to success. Experience shows that if you use time responsibly when doing things included in the “b” square, then good results will make themselves felt very soon.

The advantage of this square is that you have the right amount of time for important things, which allows you to solve problems constructively and thoughtfully, fully reveal your potential and think through (analyze) your activities. But it is important to know that these matters should not be shelved, as there is a risk of moving them to the first square, which is unacceptable according to the Eisenhower principle.

Examples of cases and tasks of square “b”:

• project planning;
• partnership (search, cooperation);
• results of completed projects (evaluation of work done);
• search for prospects for development.

As for everyday life, experts recommend that this square include matters related to planning, studying, sports, diet, etc.

Urgent, unimportant matters (category c)

This category includes secondary tasks that cannot be delayed. What often happens is that a person rushes to complete the least important tasks and thus becomes distracted from the goal. The Eisenhower Matrix requires precise use of technology, so you should not make mistakes in classifying tasks.

When setting priorities, you should not confuse tasks related to the “c” square with the tasks of the “a” square. Here's an example of possible confusion:

The boss gives an order that requires urgent execution, but this order has nothing to do with the work. This task should be entered in square “c” and considered important, but not urgent, since you cannot deviate from your intended goals, thereby wasting your time on something that distracts from the main thing.

Examples of cases and tasks of the square “c”:

• unexpected guests demanding attention;
• unscheduled urgent meetings;
• getting rid of troubles caused by your own negligence.

Non-urgent and unimportant matters (category d)

These are tasks that are ready to wait for their temporary resource as long as necessary or may even remain impossible to complete. Rather, this category includes things that are simple and interesting, but you shouldn’t grab them, they only slow down the work process and move you away from the goal.

Examples of cases and tasks of the square “d”:

• empty telephone conversations;
• entertainment activities;
• any events that distract from work.

By setting priorities according to the principle of the Eisenhower matrix, you can undoubtedly manage to do a lot and get closer to your goal, but do not forget that work is the main source of success with proper time management.

The Eisenhower Matrix as a priority setting tool is one of the main methods for successfully planning and executing things. In this article we will look at this technique in more detail, since it is the most popular method of time management, which has been used for a long time in all areas of life.

“Life has value if it represents a constant struggle for a worthy cause”

D. D. Eisenhower

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The world-famous 34th President of America, David Eisenhower, tried to understand time management. It was the study of this area that made him popular throughout the world. He studied in detail ways of effective planning and step-by-step implementation of plans. This is how the Eisenhower Matrix appeared as a tool for setting priorities. We will look at his technique in more detail later in our article.

Time management– a person’s ability to correctly distribute his time to complete planned tasks. This phenomenon has been studied for many years by various psychologists, everyone tried to understand how this method of properly planning what was planned works. Renowned psychologist David Allen has written a book on the fundamentals and practice of effective planning.

Nowadays, the bustle and diversity of modern life increasingly forces us to turn to methods for successfully structuring the intended tasks and correctly and quickly implementing them. Correct prioritization allows you to quickly and efficiently complete work of any complexity, comprehend your mistakes, and learn new skills in the process of achieving your goal.

Eisenhower's Personality in the Study of Time Management

David Eisenhower was a famous US President. He became famous throughout the world for his intelligence and organizational skills. During his life, he built a brilliant military career, which left a significant mark on the history of America. He successfully completed all tasks, always achieved the goals he set for himself, which earned him respect and became an example for many public figures.

Eisenhower believed that to live life well means to engage in worthy work that brings pleasure to its subject and benefit to others. As president, he increasingly asked himself questions about how to get everything done, done correctly and ultimately with success. These thoughts led him to create a method for arranging important tasks, which is intensively used in our time.

Thanks to his resourcefulness, confidence and striving for excellence, Eisenhower achieved success in everything; he accomplished everything he planned on time, without much difficulty. Many figures of his time were only surprised by his self-organization and tried to follow his methods of government, since the personality of such a president really deserves respect and could well be an example to follow. The Eisenhower Matrix as a prioritization tool is one of the main ways you can organize your work plan in your daily life.

Features of the Eisenhower Matrix

The Eisenhower Matrix as a tool for prioritizing is a popular time management technique that allows you to carry out planned activities correctly and on time, and determine significant goals for yourself for a specific period of time. The basis of the Eisenhower table are four so-called quadrants of cases. The basis for its creation was significant and urgent tasks that accumulated over a short period of time due to various factors.

These quadrants are also called Eisenhower windows because they are depicted in a square table. The Eisenhower table looks like this.

A quadrant Important urgent matters

IN quadrant Important non-urgent

WITH quadrant Unimportant urgent

D quadrant Unimportant non-urgent

Anyone who wants to learn how to properly manage their time can make such a table for themselves. The Eisenhower Matrix as a prioritization tool will help you deal with accumulated tasks in a very short period of time.

Once we understand the basic structure of the prioritization method, we can look at each window of the Eisenhower Matrix in detail. The Eisenhower Matrix as a prioritization tool is useful for determining the importance of your plans at a particular point in time.

Quadrant A

It includes important urgent tasks, which cannot be postponed until later, as this can lead to negative consequences. For successful planning, you need to start with sector A. An example of such cases could be a complex unexpected operation or an unscheduled meeting. This sector is very important for a person’s life, but if you learn to plan your time correctly, then ideally this square should be completely empty, without any plans. If major plans are completed on time, significant tasks will not become urgent; their implementation within a specific time frame does not make them urgent.

Sector A plans can appear for two reasons:

• internal reasons: depend directly on the person (lack of motivation to perform, laziness, lack of desire or professionalism);
• external reasons: do not depend on the subject himself (sharp deterioration in health, force majeure).

To prevent these reasons from interfering with your activities, you do not need to postpone valuable optional tasks (this is already sector B) until the last day, since some conditions may affect their non-fulfillment and then you will accumulate valuable tasks.

Quadrant B

Important non-urgent. The plans of this sector must be carried out regularly, without postponing until later, since their timely implementation is an indicator of your productivity and success in your activities. The affairs of this quadrant do not require fulfillment here and now, but their value indicates the occurrence of negative consequences if a person ignores them. The more significant the task is for you, the more negative the consequences of its failure will be. That is why you should give preference to important matters first, then urgent ones. For ideal self-satisfaction, a person must complete meaningful urgent and meaningful non-urgent tasks completely. The tasks of this sector include, for example, immediately seeing a doctor, mastering the skills to successfully perform activities in a new workplace in order to get the next promotion.

“It’s better to do the important tasks that affect your life first than the unimportant ones.”

D. D. Eisenhower

The Eisenhower Matrix as a tool for prioritizing shows: if you sort your plans correctly and in a timely manner, then in any area of ​​human life there will be no rush jobs that exhaust the human body physically and psychologically. Sector B will not move to sector A if we correctly plan our tasks for the first time.

Quadrant C

It doesn't matter, it's urgent. The urgency of plans does not always determine their importance. Eisenhower said that if urgent tasks interfere with the execution of valuable ones, then it is better to postpone them. To understand the importance of your plans, ask yourself a simple question: “What will happen if you don’t complete this task?” If you realize that there are no or minimal negative consequences, then the matter is not important at the moment. Look for more meaningful tasks that actually threaten negative consequences for you.

These types of activities include, for example, participating in a social survey, calling a friend just to chat. “Sector C” plans have a significant drawback: they prevent a person from working effectively and doing meaningful things, since they are constantly distracting and make them worry. Any distraction can have negative consequences, so if any interference occurs when performing important tasks, try to either eliminate them before performing them. If you carry out only urgent matters, a huge number of important things can accumulate at one moment and then it is difficult to direct yourself in the right direction and concentrate to carry them out.

Quadrant D

Not urgent, not important. This sector brings together the most unnecessary non-urgent tasks; their implementation does not bring any benefit at the moment. If a person concentrates on them, then significant things will accumulate very quickly and lead to negative consequences. This includes, for example, hanging out on social networks, various computer games that simply kill a person’s time without any benefit.

But not all non-urgent, unimportant tasks are so useless. If you have long wanted to neatly arrange books in your library, or clean out your closet with clothes, then doing these things will bring benefits and pleasure from the result, but you should not strive to do them if you have important things to do.

The Eisenhower table as a method of effective planning is a useful method for identifying significant valuable tasks and helps to complete them in a fairly short period of time. It is designed to complete one-day tasks or those that need to be completed in the near future.

Goals of the Eisenhower Method

Anyone can learn to plan their personal time if they wish; there is nothing complicated here. To help, you can use the Eisenhower table we described as a priority setting tool. Having analyzed each quadrant of the matrix in detail, it is possible to determine the main goals of this technique.

1. Self-organization. Knowing that significant things await you, you will not waste time, but will try to do everything on time. Having identified the main plans, a person can quickly organize himself to implement them. Having fixed the main thing, you can immediately see what has been done and what still needs to be done today or tomorrow.
2. High-quality planning of your plans. The goal of the method is for a person to successfully complete what he has planned, and not to rewrite things from one quadrant to another.
3. Learn to plan your time effectively. Highlighting important tasks helps you mentally determine the amount of time to complete them. A person roughly calculates in his head how much is needed to complete important non-urgent tasks so that they do not suddenly move into sector A.

The Eisenhower Matrix, being one of the main and popular methods of planning, will help everyone learn to manage themselves, organize themselves at the right time, and solve their problems in a short period of time.

Eisenhower Matrix- This is the principle of prioritization, which allows you to effectively solve the largest number of tasks during the day. This method of time management is named after its author and creator - the thirty-fourth President of the United States Dwight David Eisenhower. Due to his position, he was forced to perform a huge number of tasks in a day and in order to do this successfully, he came up with the principles of time management, which later became known as the Eisenhower Priority Matrix or the Eisenhower Square.

What is the essence of the Eisenhower principle?

The space of this square includes matters and tasks that can no longer wait and are very important to us. The Eisenhower principle suggests that this square should be empty, because a person who has good time management will not allow an emergency, critical situation in business. Often things become urgent due to our fault. The habit of putting everything off for later or primitive human laziness are common reasons for filling out the “A” square.

All matters related to health;
tasks, ignoring which will cause problems and difficulties;
things that should bring you closer to your goal.

For example:

Visiting a medical facility;
making an important call on a work issue;
completing a work task when its deadline is approaching;
inviting a specialist to eliminate a serious technical problem;
rest, which is urgently needed.

You should not allow current affairs to move into square “A”, since it is very difficult to organize a normal work process, constantly being on the verge of emergency. Priorities should be set in such a way that problems are solved before they arise, that is, you need to calculate all moves in advance and not put off important matters until later.

Eisenhower's priority matrix assigns a significant role to this square. Experience tells us that if you pay attention to things from category “B” and carry them out systematically, the results will not keep you waiting. This prioritization will make the work process as efficient as possible and bring you closer to success.

The real advantage of tasks from this square is that there is a sufficient amount of time to complete them, since they are not urgent. And it is important to remember that if you do not pay attention and time to such matters, then there is a risk of them moving to square “A”, which cannot be allowed according to the Eisenhower principle.

Planning work projects;
- preventive actions;
- search for new partners;
- evaluation of the results of completed projects;
- search for additional development prospects.

The “C” sector of the Eisenhower Square should contain tasks that are not so important, but are urgent. Most often, prioritization occurs in such a way that a person throws all his energy into completing these tasks and does not realize that this moves him away from his goal. Such things distract from what is really important.

Eisenhower Matrix is a system that requires precise and error-free use, so it is important to classify tasks correctly. When setting priorities, many people confuse tasks that fall under the “C” square with tasks that fall under the “A” square. For example, if the boss gave a task that requires immediate execution, but is not related to work, then this task should be in the “C” square, as important, but not urgent, and not in the “A” square.

The Eisenhower Matrix encourages you to not deviate from your goals and waste your energy and time on abstract and unimportant matters.

Unexpected guests who will take up time and attention;
eliminating the unpleasant consequences of one’s own negligence;
urgent meetings that were not in your plan.

Prioritization according to the Eisenhower principle should occur in such a way that tasks from this square are given the least amount of time and effort. You don’t have to do them at all and it will benefit you. Most likely, the tasks will be simple and interesting, but this is not a reason to take on them. Considering that they do not bring you closer to your goal, strictly limit the time you spend on them or completely exclude them from your to-do list.

Empty conversations on a mobile phone;
entertainment and entertainment;
any distracting objects that interfere with the main activity.

The Eisenhower Matrix will help solve such a complex problem as setting priorities. This method will allow you to manage your time and achieve your goals.

Why is it so difficult to choose between priority and secondary tasks? Research by neuroscientist Antonio Damasio shows that decision-making is inextricably linked to emotions. It is therefore not surprising that anxiety and depression are often characterized as states of being stuck and unable to make decisions. Using simple tools like the Eisenhower Matrix helps not only to understand matters, but also to reduce emotional stress. Over time, by mastering the principles of this concept, you can easily and quickly determine the difference between important, urgent, unimportant and useless.

The Eisenhower Matrix is ​​believed to have a lot to do with the words of Dwight D. Eisenhower: “I have two problems: an urgent one and an important one. Urgent is not important, but important is urgent.”

Dwight D. Eisenhower is best known as the 34th President of the United States (from 1953 to 1961). Before becoming president, he was a general and commanded Allied forces during World War II. In 1950, Eisenhower became NATO's first Supreme Allied Commander in Europe.

Specific professional activities constantly forced Eisenhower to make tough decisions and focus on various tasks every day. To optimize the process, he created his method, which became widely known as the Eisenhower matrix. Today, it can be used not only by generals, but also by ordinary people, including housewives - it helps to prioritize current tasks and put things in order.

How to use the Eisenhower Matrix

This tool is suitable for those who are willing and able to assess the importance of their tasks and clearly categorize them. The method involves dividing tasks and actions into four groups:

1. urgent and important;
2. important but not urgent;
3. urgent but not important;
4. not urgent or important.

The ultimate goal of the Eisenhower Method is to help filter unimportant matters from important decisions and focus on what really matters.

If you imagine the Eisenhower matrix as a picture, it will look like this:

The meaning of quadrants in the matrix

Tasks are assigned to specific quadrants, which in turn determine when and how long you can complete a task.

• Quadrant I - “Do it now” (urgent and important)

This includes priority tasks that require immediate attention. They have strict deadlines and must be completed above all else and personally.

• Quadrant II - “Decide when you will do it” (important but not urgent)

This quadrant is the strategic part of the matrix, ideal for long-term development. The elements it includes are important but do not require immediate attention. At the same time, tasks have a certain deadline and are also completed personally.

• Quadrant III - “Delegate to someone” (urgent but not important)

Phone calls, emails, and scheduling meetings and events fall into this quadrant. These types of tasks typically do not require personal attention because they do not involve a measurable outcome. Quadrant III helps minimize distractions from important work. By delegating, you can focus on bigger things.

• Quadrant IV - “Do it later” (not important, not urgent)

Activities that fall into Quadrant IV are ancillary activities that do not add any value. Simply put, this is something that can always be put off without fear of any consequences. These things take up time and interfere with the more important tasks you put in the first two quadrants.

Selecting a color for the matrix

Assign each quadrant of the matrix a color and associate it with a priority level.

For example:

Red = urgent.

Yellow = important, but not very urgent.

Green = urgent but not important.

Gray = not urgent, not important.

As you use the matrix for professional purposes, you will see that most problems fall into quadrants I and III. Quadrant II activities produce the most significant results because they are business goals that affect the long-term success of the business, yet they are rarely classified as urgent.

The hardest thing to understand is what distracts you from your planned course. But if you can deal with this fundamental problem of time management, you will get rid of thoughts about wasted hours. Ask yourself two questions to help you decide on your long-term decision-making strategies:

• When will you work on important but not urgent tasks?
• When can you take the time to tackle important tasks before they suddenly become urgent?

It is worth remembering that sometimes tasks from one quadrant unexpectedly fall into another. If an emergency occurs, your priorities will change. For example, you own a small business and a dissatisfied customer calls and asks to speak with a manager because of a delay in delivery. This problem will immediately rise above other elements in the matrix.

The distribution of tasks across quadrants has some features that need to be taken into account:

1. To-do lists make life easier. Make sure that when assigning tasks, you ask the right questions to help you determine what needs to be done first. The key feature is priority.
2. You can add many activities and tasks to each quadrant, but it is best to keep the maximum number to no more than eight items. Otherwise, you will move away from the main goal - completing the task.
3. Create separate matrices for your professional and personal life.
4. Only you can determine the priority level of the items in your list. Start every morning with the to-do list from the matrix, and by the end of the week you will see the result.

Eisenhower matrix template

To simplify the task distribution process, use a template developed by Evernote:

The Eisenhower Matrix can be translated into project management software Trello. Create a to-do list for each of the four boards (= quadrant) and make a separate “Inbox” board where all tasks will go before being distributed to quadrants. This will allow you to visually assess your workload.

The Eisenhower Matrix is ​​a simple tool to help you avoid the state of analysis paralysis that occurs whenever you don't even know where to start.

It's time to take a closer look at one of his tools: the Eisenhower Matrix.

Why has it been so popular for decades and does not lose relevance? Let's figure out what the essence of the technique is and how to apply it in practice.

Dwight Eisenhower remained in the memory of posterity as a wise strategist and productive practitioner. He managed to end the war in Korea, stop the persecution of dissidents within the country and achieve a number of other significant results in foreign and domestic policy. And thanks to him, today we have the opportunity to use a technique called the Eisenhower matrix as a tool for setting priorities.

A politician of such a high rank had to develop this unique table himself, since other theories did not fully satisfy him. And not everyone, even such a “seasoned” top-level manager, can manage to constantly solve a lot of grandiose tasks.

Today, photos depicting this diagram are very popular on a variety of online resources. The matrix is ​​a page divided into 4 quadrants, where tasks of varying degrees of importance and urgency are entered.

1. The first or quadrant A includes those cases that require urgent action.
2. Sector B contains equally important, but less urgent, tasks.
3. Under the letter C are not the most important events, but those that require a quick response.
4. In the last quadrant D, things that are not urgent and not particularly important can be put aside as if on a long shelf.

The most important, urgent ones

If there is nothing in zone A of Eisenhower's priority matrix, the author of the document can be congratulated. This means that he manages to complete his plans on time, and emergency actions are not required.

But sometimes you can’t do without such tasks.

What is appropriate to place in quadrant A?

• Tasks that require prompt execution, otherwise serious problems cannot be avoided;
• Unsolved tasks that really threaten to set you back from your goal;
• "Fire" health problems.

An example from the last paragraph: signs of a sharp deterioration in health that require calling a doctor at home or an urgent visit to the office at the clinic. At work, this may be the most important meeting with a business partner that will resolve an investment issue. Or a student passing a state exam, calling emergency services to your home if you smell gas, etc.

Essential, but not rushing

B is the main planning area. Vital and production-significant tasks “live” here, which require a balanced approach and a fairly long period of solution. There is no need to rush into their implementation; it is better to pay attention to the quality of implementation of the set goals. Whoever succeeds in this becomes the most successful in his business.

Here you can program the preparation of coursework, establishing relationships with a new business partner, following doctor’s recommendations, choosing a design for renovating an apartment, etc.

What we need to be seriously wary of is the “relocation” of the events planned here to quadrant A, that is, to the “burning” category.

Urgent but not priority

It is necessary to “clear away the rubble” not only in priority areas of activity. A bunch of small, tedious tasks accumulate that were put off until the last moment, and suddenly they pile up at once, and you have to cut this “Gordian knot” in one fell swoop.

Sometimes such problems are presented to us by others, for example, your boss has assigned you a colleague’s urgent work. Just because he thinks you can do better. And your business is through the roof! So you’re rushing around: either to be proud of your irreplaceability, or to honestly tell your boss that you have no desire to work for two people, and even for one salary. It’s all the more annoying that an incompetent colleague will receive the same salary “sitting on the stove.” Unfair!

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Especially if you can’t take work to your home: there is also force majeure, relatives or other guests suddenly arrive. Or the same in-laws tearfully ask for help with moving to a new apartment. And the other half will definitely include you in the “rapid response group”.

And the next day or the day after tomorrow, after all these things, you will definitely have to eliminate the consequences of oversight in your tasks and plans, by entering them into sector C of the Eisenhower template.

Non-urgent and non-essential

You can’t always do only what you need, what you should, and what leads to success. Yes, and physically it is unrealistic. You need to relax, have fun, receive welcome guests, go on trips, go to performances, ride a river bus, etc.

In our life program, these moments cannot be called either the main ones or even very significant.

But without them we are at least bored. And this also affects well-being and self-realization. And then, someone who doesn’t know how to rest is unlikely to achieve much at work: they will simply “burn out” or “break down.”

Some of these challenges can be applied to other sectors, especially if they significantly affect health and performance.

But definitely group D will include “time wasters” such as long and meaningless telephone conversations and other options for wasting time. The same TV steals a lot of time, not to mention “hanging out” on social networks or computer games.

What will help you use the matrix effectively?

Creating a matrix is ​​half the battle. After all, you must follow all her “instructions.” And to do this, remember about priority matters and start your day with them. Describe an algorithm for achieving these most important goals, analyze what has been done, note mistakes and outline ways to correct them.

Be persistent and consistent, sway less and be distracted by trifles, do not let others “sit on your neck” and be sure to choose the most convenient and closest options for relaxation, rest, and recuperation.

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How does this work in practice?

"Master of Time"- this is the name of Evgeniy Popov’s training, which develops and concretizes the provisions of a number of well-known classical time management techniques.

Sometimes we study a lot of valuable literature and agree with the authors of wise ideas. But how to apply all this in practice remains unclear. This is why a course of video lessons by Evgeniy Popov was developed.

He himself went from theory, studying the heritage of the past, to his own practical developments. This course is verified by his movement along the ladder of success. He himself learned a lot, and now generously shares this knowledge and skills with us. Take a look into his “school”, and many things that seemed complex will take on understandable outlines.

Today I’m all about the science of planning time correctly and “taming” its rapid pace. Ask questions, I will be happy to answer anyone who sincerely strives for self-improvement.

Invite your colleagues, friends, acquaintances here, let them also acquire the ability to rationally use every hour they live.