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Last Updated on August 20, 2018

How to Prioritize Right in 10 Minutes and Work 10X Faster

How to Prioritize Right in 10 Minutes and Work 10X Faster

Everyone of my team members has a bucketload of tasks that they need to deal with every working day. On top of that, most of their tasks are either creativity tasks or problem solving tasks.

Despite having loads of tasks to handle, our team is able to stay creative and work towards our goals consistently.

How do we manage that?

I’m going to reveal to you how I helped my team get more things done in less time through the power of correct prioritization. A few minutes spent reading this article could literally save you thousands of hours over the long term. So, let’s get started with my method on how to prioritize:

The Scales Method – a productivity method I created several years ago.

How to prioritize and work 10X faster with the Scales Method

    One of our new editors came to me the other day and told me how she was struggling to keep up with the many tasks she needed to handle and the deadlines she constantly needed to stick to.

    At the end of each day, she felt like she had done a lot of things but often failed to come up with creative ideas and to get articles successfully published. From what she told me, it was obvious that she felt overwhelmed and was growing increasingly frustrated about failing to achieve her targets despite putting in extra hours most days.

    After she listened to my advice – and I introduced her to the Scales Method – she immediately experienced a dramatic rise in productivity, which looked like this:

    • She could produce three times more creative ideas for blog articles
    • She could publish all her articles on time
    • And she could finish all her work on time every day (no more overtime!)

    Curious to find out how she did it? Read on for the step-by-step guide:

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    1. Set aside 10 minutes for planning

    When it comes to tackling productivity issues, it makes sense to plan before taking action. However, don’t become so involved in planning that you become trapped in it and never move beyond first base.

    My recommendation is to give yourself a specific time period for planning – but keep it short. Ideally, 10 or 15 minutes. This should be adequate to think about your plan.

    Use this time to:

    • Look at the big picture.
    • Think about the current goal and target that you need/want to achieve.
    • Lay out all the tasks you need to do.

    2. Align your tasks with your goal

    This is the core component that makes the Scales Method effective.

    It works like this:

    Take a look at all the tasks you’re doing, and review the importance of each of them. Specifically, measure a task’s importance by its cost and benefit.

    By cost, I am referring to the effort needed per task (including time, money and other resources). The benefit is how closely the task can contribute to your goal.

      To make this easier for you, I’ve listed below four combinations that will enable you to quickly and easily determine the priority of each of your tasks:

      Low cost + High benefit

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      Do these tasks first because they’re the simple ones to complete, yet help you get closer to your goal.

      Approving artwork created for a sales brochure would likely fit this category. You could easily decide on whether you liked the artwork/layout, but your decision to approve would trigger the production of the leaflet and the subsequent sales benefits of sending it out to potential customers.

      High cost + High benefit

      Break the high cost task down into smaller ones. In other words, break the big task into mini ones that take less than an hour to complete. And then re-evaluate these small tasks and set their correct priority level.

      Imagine if you were asked to write a product launch plan for a new diary-free protein powder supplement. Instead of trying to write the plan in one sitting – aim to write the different sections at different times (e.g., spend 30 minutes writing the introduction, one hour writing the body text, and 30 minutes writing the conclusion).

      Low cost + Low benefit

      This combination should be your lowest priority. Either give yourself 10-15 minutes to handle this task, or put these kind of tasks in between valuable tasks as a useful break.

      These are probably necessary tasks (e.g., routine tasks like checking emails) but they don’t contribute much towards reaching your desired goal. Keep them way down your priority list.

      High cost + Low benefit

      Review if these tasks are really necessary. Think of ways to reduce the cost if you decide that the completion of the task is required.

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      For instance, can any tools or systems help to speed up doing the task? In this category, you’re likely to find things like checking and updating sales contacts spreadsheets. This can be a fiddly and time-consuming thing to do without making mistakes. However, there are plenty of apps out there they can make this process instant and seamless.

      Now, coming back to the editor who I referred to earlier, let’s take a look at her typical daily task list:

        After listening to my advice, she broke down the High cost+ High benefit task into smaller ones. Her tasks then looked like this (in order of priority):

          And for the task about promoting articles to different platforms, after reviewing its benefits, we decided to focus on the most effective platform only – thereby significantly lowering the associated time cost.

          3. BONUS TIP: Tackling tasks with deadlines

          Once you’ve evaluated your tasks, you’ll know the importance of each of them. This will immediately give you a crystal-clear picture on which tasks would help you to achieve more (in terms of achieving your goals). Sometimes, however, you won’t be able to decide every task’s priority because there’ll be deadlines set by external parties such as managers and agencies.

          What to do in these cases?

          Well, I suggest that after considering the importance and values of your current tasks, align the list with the deadlines and adjust the priorities accordingly.

          For example, let’s dip into the editor’s world again.

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          Some of the articles she edited needed to be published by specific dates. The Scales Method allows for this, and in this case, her amended task list would look something like this:

            Hopefully, you can now see how easy it is to evaluate the importance of tasks and how to order them in lists of priority.

            The Scales Method is different from anything else you’ve tried

            By adopting the Scales Method, you’ll begin to correctly prioritize your work, and most importantly – boost your productivity by up to 10 times!

            And unlike other methods that don’t really explain how to decide the importance of a task, my method will help you break down each of your tasks into two parts: cost and benefits. My method will also help you to take follow-up action based on different cost and benefits combinations.

            Start right now by spending 10 minutes to evaluate your common daily tasks and how they align with your goal(s). Once you have this information, it’ll be super-easy to put your tasks into a priority list. All that remains, is that you kick off your next working day by following your new list.

            Trust me, once you begin using the Scales Method – you’ll never want to go back to your old ways of working.

            Featured photo credit: Vector Stock via vectorstock.com

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            Leon Ho

            Founder & CEO of Lifehack

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            Last Updated on October 16, 2018

            You’ll Only Live Your Best Life Once You Step Out

            You’ll Only Live Your Best Life Once You Step Out

            Fear is a valuable thing. It keeps people safe and encourages caution when caution is due. But Fear can also be a limiting factor because not everything you’re afraid of should really be feared.

            Have you ever been faced with a situation where you were afraid of making a decision, making a change or taking a risk?

            Did you end up taking that risk or making that decision? Or, did you just stay put and left things as they were? If you did, are you happy with how things have turned out?

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            It’s in our nature to like feeling safe–to be in comfort and away from danger. This has always been the case since the beginning of time, when the first humans only knew how to prioritize survival. Even today, many still choose to play it safe and avoid taking risks or taking leaps of faith when it comes to their choices in life.

            The Realist and the Dreamer

            To put it simply, there are two kinds of people: the realists and the dreamers. The realists are the logical and cautious type of individuals who always think and weigh out the pros and cons before making any decisions–especially the big, life changing ones. Whether it was deciding on what to major in at University, what career path to take, whether or not to purchase that house or car, to go on that holiday, or to splurge on that new watch, the realist thinks long and hard before making a decision, if they even decide. Realists stick to the “what’s next?” plan for the future and may not abstractly consider different possibilities for where life can lead. This is usually because of the confidence they have already devoted to an accepted plan.

            Realists have dreams too, but these are more so rooted in ambition, drive and determination. They are goals that have been enumerated for some time. Realists understand that progress requires more than ambition and drive, but also, connections. They feel that life is never worry-free because of survival, responsibility and…paying a rent or a mortgage. As a result, they tend to make safe choices and stick to their comfort of knowing what’s best for themselves.

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            Now let’s look at the dreamers. The dreamers are well, dreamers. They have big lofty ambitions, are risk takers, sometimes over impulsive, but they often always challenge the norms of society and dare to think outside the box. This is not to say that they do not have plans or a path that they want to follow. But they are more likely to change the course of their journey through time, experience and by following their heart.

            Dreamers derive their inspiration from within. No one else’s perspectives weigh in greatly enough to shift a dreamer’s drive. Dreamers don’t allow their fears to consume them. They may fail from time to time, but they never give up on life or love.

            Embrace Fear

            So which of the two do you think you are? And is one better than the other? In life, balance is always key. I’m sure you would have heard the saying: “everything in moderation”. Likewise, being a realist isn’t any better than being a dreamer. Both come with their challenges. But what I do know, is that no matter where you are in life, fear should always be seen as a way of pushing you towards becoming a better you.

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            Stepping outside of your comfort zone is a type of fear that should be embraced. If you see yourself as a dreamer, then great! Chances are, stepping out of your comfort zone isn’t new to you. Whether it’s deciding to drop out of University to start your own business, moving to a new country on your own, taking that step to ask someone out on a date despite thinking they’re way out of your league, or deciding to quit your high paying job of 10 years to become a DJ. You chose to do that because you knew that you would most likely regret the ‘what ifs’ more than the mistakes (if any) of those decisions.

            But if you’ve always been more of a cautious individual (nearing towards being a realist), then I hope you’ll give more thought to embracing the act of stepping out more! Of course, that doesn’t mean you have to start making hasty or bold decisions such as the ones mentioned. It just means opening your mind to the acceptance that stepping out of your comfort zone isn’t a bad thing, it’s not something to be hesitant or afraid of.

            Managing Fear

            In times of stress or discomfort, remember that some of the best things happen when you’re afraid or put in an uncomfortable situation. These experiences can both challenge you and help you grow. Commit to giving the situation a try with your best effort, and keep expectations low to reduce additional pressure. Living outside of one’s comfort zone is by definition uncomfortable. Therefore, the best habit you can foster within yourself is the practice of becoming familiar with discomfort.

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            You may be at a crossroad in life and feeling undecided about something, or you may feel like you’re not happy with where you’re at right now. It could be a job that you’re not happy with, a relationship you’re not happy in, or even just knowing that you’re too comfortable with where you’re at that you don’t feel challenged. All of this uncertainty can be traced back to your intentions. What is it that you want? What is it that you’re looking for?

            So, What Are You Looking For?

            If you feel like you’re stuck in a rut or know that you need some sort of change, but you’re just not sure how to take that step towards the change, why not subscribe to our newsletter? Our daily inspiration will help you embark on a journey, and will allow you to find that light at the end of the tunnel you’re searching for.

            At Lifehack, we’re dedicated to helping you find the ideal solutions to your problems, and with over 15 years of experience in coaching, we have condensed our knowledge and practices into a highly effective transformational model that you can use to not only help you out of your rut, but to also help you find new and bigger meaning to your life.

            Stepping out of your comfort zone isn’t always the easiest, but we’re here to make it easier for you to realize your true potential. The time to act is now!

            Featured photo credit: Maher El Aridi via unsplash.com

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