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How To Organize Your Life By Priority And Not Urgency

How To Organize Your Life By Priority And Not Urgency

Lists, notes, follow-ups, calendars — these are all great tools to manage your ever-growing list of things you need to accomplish on a daily, weekly, or monthly basis. But are they the right way to manage what you need to do? For you to visually understand the importance of what you need or have to do?

How many times have you spent Sunday night putting together a list of things that must get done, only to have one event throw it all away? How many times have you looked over that list at the end of the week and wondered “why do I not feel fulfilled?” or “why did I spend the whole week firefighting instead of doing what was really important to me, my team, my family, and my work?”

Perhaps the answer is not in what you need to do, but in how you organize the doing of those activities. In an era where we have notifications coming to us from a variety of sources, it is easy to confuse what is urgent with something that is important and let it move to the top of our list. It is even easier when these items have dates assigned to them which quickly push out our calendar of to-dos in favour of these requests.

If you take a step back to look at the post-its and items on your lists of what you need to do, you will probably start to see a trend. You’ll see those things you have to do, those you need to do, and those you want to do. Stop right now and go look at your last to-do list. What did you need to do? What did you want to do? You can easily see the buckets and overlaps, but once you truly understand what they mean, when those urgent items come to you, you’ll know where to put them.

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Have

Items I have to do are items that, regardless of what is on my list to of items to do, have to get to done. If I am looking at my list with a timeline of a week, it becomes very easy to identify the when I have to get these things completed. Whether it’s personal or professional, you know the items that go into this bucket. If you are training for a marathon and want to do it right, you have to train, if the servers go down at work and you’re the go-to gal, you have to get them back up and running.

We want to keep this list small. Take a look in your “have” circle — what are the items driven by? Who is driving them? Is it you? This is doubtful— items we have to do are often driven by external factors: our boss, our family, our friends, etc. They are driven by others. My daughter wants to go to soccer practice, so I have to drive her (otherwise she cannot get there). I have to finish the end-of-year report for next week (not by choice, I think the following week would be fine, but I’m not setting the priority).

Items we have to do are where our stress comes from because we feel we have no other choice.

Need

When you look at your list of things to do, you know the items that need to get done. These are the ones that you have prioritized as being important to get done so you feel like you have accomplished what you set out to do this day, week, month, etc.

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You need to get this item completed — you are driving the priority of what needs to be accomplished. This is where the majority of our internal conflict arises from. In general, we will classify nearly everything as a “need” until this circle is bursting in size. But if you look closely, you might start to notice that what you think you need to complete, what is really important for you to get done this week, is not at all. Instead, it is something that you really want to do to make you feel fulfilled.

Want

How many items on your list do you want to accomplish and finish this week? Why? What makes those items so special that you are willing to push them to the forefront of everything you want to do? What do they give to? How to they benefit your wellbeing? What makes them differ from a need?

Simply put, our wants, whether professional or personal, are the collection of our pursuits that let us go to bed at night feeling like we’ve really accomplished something. They are that simple.

Think of the Software Developer who has to complete a project on Friday. He needs to check in the code on Wednesday but he wants to refactor it on Thursday. If he only does the first part, he will have accomplished the goals of others by completing the work and satisfying his professional requirements, but what he really wants is the feeling of getting that last thing off the list which his team might not really be pushing for.

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What we want to accomplish will always be a large, ever-changing bucket of items going in and out. I want to learn to play the guitar, now the cello, now run the Ironman, etc, etc. Completing a “want” will always make us happy because it is directly attributed to what we want to accomplish — not what someone else does.

Putting it all together

The goal is a better understanding of where our priorities come from so we can better handle and manage them — not to find a faster way to check the boxes off on our list. If we know what we have to do over what we need and want to do, all of a sudden the priority ranking of our items changes to what we really feel we should do to feel accomplished at the end of some period in time.

Can items jump between circles? Can items jump between categories? Sure they can. As a “want” starts, it is something basic, undefined, a thought or idea. But as we refine it, put body to do it, the path to accomplish the want and the desire for it turns into a “need” that you must accomplish irrespective of its priority or time of the week.

Not sure how to get started or where to begin in classifying what’s on your list? Here are some easy steps to take.

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  • Draw 3 circles on a page. Label them have, need, and want.
  • Throw everything you want/must do that week into each circle (don’t overload your circles or you might feel pretty down at the end of the week — keep them legit).
  • Now, look at what exists between each circle. Are there conflicting priorities? Can you see what will be overridden where simply by visually seeing it?
  • Where are the similarities? Are your needs being derived by your wants? Can you really accomplish that many things?
  • Now, track throughout some arbitrary time period. What did you accomplish? What moved between circles? What was in direct conflict? What external urgencies pushed what was important to you out of the way? How close did you get to accomplishing what you wanted to accomplish?
  • Now, do it again and again until what you have to do, need to do, and want to do align to work with each other, leaving you fulfilled in what you’ve accomplished.

If you’re in the scenario where you have this massive want circle, don’t worry — you’re not alone. Underline the top ones you want to work on and focus on this week.

Featured photo credit: Alejandro Escamilla via images.unsplash.com

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Greg Thomas

Software Architect

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Last Updated on January 24, 2020

10 Good Habits To Have in Life To Be More Successful

10 Good Habits To Have in Life To Be More Successful

Habits are behaviors and patterns that you showcase by default. They enable you to carry out crucial activities like taking a shower, brushing your teeth, getting prepared for work.

Interestingly, you follow this routine every day without considering them. Your unconscious habits create room for your brain to perform more advanced activities like problem-solving and choosing what book to read.

Everyone has habits, and several of those habits are activated every day. I would classify them into three groups:

  • The first category includes the habits that you hardly notice as they have become a major part of your life- such as brushing teeth or wearing clothes.
  • The second category comprises good habits to have to be more successful-like eating healthily, exercising your body and reading books.
  • The last group consists of those habits that are harmful-like procrastinating, smoking or overeating.

Habits are fundamental to becoming successful in life — or probably ending up a failure. Yet, as significant as habits are, some lack the knowledge of their capabilities.

Habits are default activities that you engage in without giving an afterthought. They are automatic behavioral or mental activities. They help you carry out some actions without exerting too much energy. They simplify your life.

Several people aspire to break bad habits. For instance, some people diet to stop overeating. They exercise to reduce obesity. Habits can hinder or impact your performance and productivity.

That’s why I would share 10 good habits to have to be more successful in life.

1. Begin Your Day with Meditation

I recommend mindful meditation early in the morning. This practice helps you to be in the present moment. Consequently, it enables you to be mindful of challenging situations during the day.

Different stressors may trigger as you go through the day; meditation helps you to remain calm before taking on the challenges.

Personally, it helps me to devise strategies and think about ideas. Meditation is a good habit to have if you want to be connected to what’s significant in your life.

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2. Be Grateful for What You Have

Sometimes, you waste time thinking of what’s not enough. You become immersed in those daunting challenges. However, challenges justify the presence of hope. When you have life, you have expectations. You will be free from challenges when you are six feet under. The only strategy you have to stop focusing on your problems is to focus on what you have.

Gratitude is a time-tested pathway to success, health, and happiness. It redirects your focus to what you have from what you lack. Here’s what James Clear does every day,[1]

“I say one thing I’m grateful for each day when I sit down to eat dinner.”

3. Smile

Can you pause and smile before you continue reading this?

Now here is what just happened based on research conducted by the Association for Psychological Science; you set a pace for living a happier life when you smile. A genuine smile or what’s called a Duchenne smile is a good habit to have if you want to find spiritual, emotional and mental peace of mind.[2]

Smiling induces the release of molecules that function towards fighting stress. The physiological state of your body determines the state of your mind. When you slouch or frown, your mind takes cues relating to unhappiness and depression. But, once you adjust yourself by putting up a smile, you begin to feel a new level of excitement and vibrancy.

Can you smile again?

4. Start Your Day with a Healthy Breakfast

Starting your day with a healthy breakfast is a good habit to have and forms a crucial part of your life. Nevertheless, about 31 million Americans skip their breakfast each day.[3]

If you are fed up hearing that breakfast is a crucial component of your day, you are only fighting the truth. If you want to become more successful, you need to ‘break your fast’ with healthy foods every morning.

This habit is not difficult to form if you usually rush out the door every single morning. You can wake up earlier to fix yourself a meal so you don’t break down during the day.

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Get inspired by these 20 Healthy Breakfast Choices That Will Save You Time.

5. Exercise Daily

One of the good habits to have is to exercise your body and muscles every day. You don’t have to run a marathon or lift a weight. You only need to engage in less strenuous activities that oxygenate your blood and inject endorphins in your body.

Jack Dorsey, the CEO of Twitter, classified exercise as a good habit to maximize his already jam-packed schedule.[4] He said,

‘I wake up by 5, meditate for 30 minutes, seven-minute workout times three, make coffee, and check-in.’

He said on Product Hunt that he follows this routine every day as it gives him a steady-state that empowers him to be more productive.

6. Manage Your Time as You Manage Your Finance

Another good habit is the act of managing your time effectively. This goes a long way to impact your achievement.

Time management is what separates the successful from the rest of the world as we all possess the same amount of time. How you leverage time determines your potential to succeed in life.

So how do you manage your time effectively?

Here’s Jack Dorsey’s recommendation in one of the Techonomy events;

“I accomplish effective time management by theming my days and practicing self-discipline. These themes help me handle distractions and interactions. If a request or task does not align with the theme for that day, I don’t do it. This sets a cadence for everyone in the company to deliver and evaluate their progress”.

And this is Dorsey’s weekly theme:[5]

  • Monday – Management
  • Tuesdays – Product
  • Wednesday – Marketing and growth
  • Thursdays – Developers and partnerships
  • Fridays – Culture and recruiting
  • Saturdays – Taking off
  • Sundays – Reflection, feedback, strategy, and preparing for Monday

No wonder he was able to run two companies when others were struggling with one job.

7. Set Daily Goals with Intentions

Everyone has goals. It may relate to business or personal life. The truth is, we’re all tending towards a particular direction or another. Nevertheless, while long-term goals can offer you direction, it’s your daily goals that you establish that help you develop short-term goals that are essential for your success.

Long-term goals may not give you the motivation you need to keep on. But when you implement your short-term milestones daily, you become fired up, and you can overcome the challenges that come with taking on bigger tasks.

Here’s the main truth:Successful people don’t set goals without establishing their intentions. According to Jennifer Cohen of Forbes,[6]

“What helps you to achieve your desired expectation is ensuring intentions accompany your daily goals.”

Be intentional about your daily goals!

8. Seek Inspiration

It is usually difficult to be inspired for a considerable length of time. Sometimes, you become discouraged and feel like giving up on your goals when things are not working out as intended.

A practical approach to stay on top of the situation is to inspire yourself each day. When you wake up in the morning after meditation, watch some motivational videos, and let the story of great leaders inspire you.

Establish what Anthony Robbins called the ‘hour of power.’ Determine how many minutes you spend but make it count. Inspiration is the fuel for achievement because when you can conceive it in your mind, you can accomplish it.

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Michal Solowow, an investor and the founder of Mitex, a construction company puts it this way,[7]

“The problems I encounter in everyday life motivates me to find solutions. This is a self-propelling mechanism. becoming a billionaire was never a motivating factor.”

9. Save Steadily, Invest with All Prudence

I can exhaust the good habits to have without talking about saving and investing. Most times, you overlook the significance of saving for the future when you are living in your present moment. According to CNBC, a $1000 emergency will propel several Americans into debt.[8]

However, it is not enough to save, and you must invest your fund and be wise with it. If you pay attention to this now, you will set yourself for a life of success in the future. Ensure you save at least six months in your emergency account so you can be prepared for any future emergency.

10. Budget and Track Your Spendings

Benjamin Franklin warned of taking the precaution of little expenses. He said,

“A small leak sinks a great ship.”

It is easy to discard little expenses, but the truth is they always add up. This happens when you fail to budget.

Budgeting is a good habit to have, which can impact your financial life significantly. The money you spend on extravagant lifestyles can be saved and invested in your future.

The Bottom Line

Endeavor to cultivate these good habits to have to become more successful as you journey through life. The quicker you cultivate them, the faster you achieve your goals.

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Featured photo credit: Andrijana Bozic via unsplash.com

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Reference

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