Urgent vs. Important: The Key to Time Management (and a Happier Life)

Urgency isn’t the same as importance—and that living in a constant state of urgency is one of the fastest ways to feel overwhelmed, stuck, and unfulfilled.

For years, I thought I was a master of productivity. I could juggle multiple deadlines, answer emails while prepping for a training session, and squeeze in one last task before dinner. I was convinced that moving fast meant I was being effective. But in reality? I was constantly exhausted, reacting to whatever felt most pressing in the moment, and rarely making real progress on what truly mattered.

It took me a long time to realize that urgency isn’t the same as importance—and that living in a constant state of urgency is one of the fastest ways to feel overwhelmed, stuck, and unfulfilled.

The Difference Between Urgent and Important

🔹 Urgent tasks demand immediate attention. They usually come from external pressures—emails, deadlines, last-minute requests, unexpected issues—and they often create stress. These tasks feel pressing, but that doesn’t necessarily mean they’re valuable. 🔹 Important tasks contribute to long-term goals, meaningful progress, and personal well-being. They don’t always have an immediate deadline, but they shape the future—whether in work, relationships, or personal growth.

The tricky part? Urgent tasks scream for attention, while important tasks wait quietly in the background.

From Corporate Deadlines to Life in the Mountains: A Wake-Up Call

When I worked full-time in corporate training, urgency was the name of the game. There was always an email to respond to, a last-minute project to finish, a meeting to jump into. I got so used to functioning in reactive mode that even when I moved to the mountains to work on my own terms, I still felt the same pressure.

I found myself checking emails late at night, saying yes to projects that didn’t align with my goals, and feeling guilty if I wasn’t constantly busy. The shift in environment didn’t change the habits I had built.

At home, it was the same. As a mom, there are always little urgencies—the school forms that need signing, the laundry that has to be folded, the “Mamá, vení a ver esto” that interrupts whatever I’m doing. And with my husband Toshin, our time together sometimes got pushed aside for “one more thing” on my to-do list.

It hit me one day while I was watching Noé play outside, completely immersed in what he was doing. He wasn’t rushing. He wasn’t multitasking. He was just present. Meanwhile, I was mentally running through a list of things I “should” be doing instead of enjoying the moment.

That’s when I decided something had to change.

How This Shift Transformed My Life

When I started focusing on what was actually important, everything improved:

✅ At work, I prioritized meaningful projects instead of just reacting to requests. I set boundaries with my time and stopped feeling guilty for not answering emails immediately. 

✅ At home, I made space for quality time—without distractions. Whether it’s a slow breakfast with Noé or an evening walk with Toshin, I treat those moments as non-negotiable priorities, not just something I fit in when everything else is done. 

✅ For myself, I carved out time for things that bring me joy—working with ceramics, reading, or just sitting outside with a cup of coffee, watching the mountains. These aren’t “extra” things. They are what make life meaningful.

And you know what? The world didn’t fall apart. The tasks that used to feel urgent? Many of them weren’t as critical as I thought. Some even solved themselves without my intervention.

How to Break Free from the Urgency Trap

If you constantly feel like you’re racing against time, try these strategies:

📌 Use the Eisenhower Matrix This simple tool helps categorize tasks into four quadrants: 1️⃣ Urgent & Important (do immediately) 2️⃣ Important but Not Urgent (schedule it) 3️⃣ Urgent but Not Important (delegate it) 4️⃣ Neither Urgent nor Important (eliminate it)

Most people live in quadrant 1, constantly firefighting. The real goal is to spend more time in quadrant 2—where strategic, meaningful progress happens.

📌 Learn to Say No (or Not Now) Not every request deserves an immediate yes. I used to think that if I didn’t respond instantly, I was being unprofessional. But I’ve learned that thoughtful, intentional work is far more valuable than being constantly available.

📌 Schedule Time for What Truly Matters If something is important, treat it like an appointment. Block time for deep work, personal growth, or simply being present with loved ones. If it’s not on your calendar, urgency will always take over.

📌 Accept That Some Fires Can Burn Out on Their Own Not everything requires immediate action. I’ve learned that stepping back instead of rushing to “fix” things often leads to better outcomes—whether it’s in work, relationships, or parenting.

Why This Matters More Than Ever

In a world that rewards busyness, breaking free from urgency feels counterintuitive. But the truth is, the most effective, fulfilled, and happiest people aren’t the ones who check off the most tasks. They’re the ones who focus on what actually matters.

I now ask myself before jumping into something: Is this really important, or just urgent?

It’s a small shift, but it makes a world of difference.

Want to Master This Skill?

Learning how to distinguish urgent from important is a game changer—in work, in relationships, in life. But it’s not always easy to do on your own.

That’s why I’m excited about an upcoming workshop on time management and prioritization. If you’ve ever felt like you’re constantly reacting instead of truly leading your time, this is for you.

Let’s stop feeling overwhelmed and start being intentional. Want to learn more? Let’s chat! 👇