Advertising
Advertising

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:

    Advertising

    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

      Advertising

      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.

      Advertising

      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.

          Advertising

          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

            More by this author

            Leon Ho

            Founder & CEO of Lifehack

            How Self Care Can Help You Live Your Best Life How to Reinvent Yourself And Redefine Your Future Habits and Motivation: Master Both for Big Results How to Be Happy: Why Pursuing Happiness Will Make You Unhappy Embrace Your Obstacles to Get Ahead in Life

            Trending in Smartcut

            1 10 Essential Soft Skills That Will Help Advance Your Career 2 The Savvy Employees Guide to Asking for a Raise 3 Why You Feel Stuck in Your Career After Staying in a Job Longterm 4 10 Simple Yet Powerful Business Goals to Set This Year 5 How to Nix Your Credit Card Debt in Less Than 3 Years

            Read Next

            Advertising
            Advertising
            Advertising

            Published on April 16, 2019

            How Self Care Can Help You Live Your Best Life

            How Self Care Can Help You Live Your Best Life

            When was the last time you did something for yourself?

            Whether it was deciding to treat yourself with a little something or travel for some R&R, how often do you practice self-care?

            Well, as good as above sounds, there’s a common misconception that many of us have about self-care: that it’s only about indulgence and enjoyment.

            However, self-care goes far beyond indulgence. It’s actually about respecting your mind and body, understanding its limits, and being able to take care of every part of yourself, in a holistic way.

            And, you really don’t have to go to extreme measures or do anything specific–like meditating or following a plant based diet–in order to practice self-care. You just have to make sure that what you’re doing is in your best interests.

            So how can you make that happen?

            Below are a few proven methods that will help you become a better version of you. Follow through with these regularly and you’ll be well on your way to living your very best life.

            Listen to Yourself

            The bulk of self-care is knowing yourself.

            This means knowing your body’s limitations, and being in tune with your feelings, emotions and thoughts. So it’s important, then, to know who you are and what you want to do in life, in order to truly say that you know yourself. 

            Advertising

            What is your purpose?

            Have you ever thought about this question?

            Your purpose doesn’t have to remain the same throughout your life. What you found a purpose in at age 19 would likely be different at age 49.

            In your current situation, think about the different roles that you have – as a working professional, a spouse, a partner, a parent, etc.

            Do you feel like you are fulfilling your purpose through any of these roles?

            All you have to do is ensure that what you’re chasing is meaningful to you; this will bring focus and motivation as you strive to achieve your goals.

            If you have your purpose defined, then that’s awesome! You know what drives you and why.

            But, if you don’t feel like you have a purpose nailed down, it’s good to start by asking why.

            For example, why are you working in your particular job or industry? If the reason is vague or unclear, then your motivational energy will be the same. In which case, you may find yourself not having a direction for where you’re headed in life.

            Advertising

            If you’d like to learn more about finding your purpose, then I recommend you check out this article:

            How to Get Motivated and Be Happy Every Day When You Wake Up

            Seek Out Continuous Education

            Now, this may seem less common when you think of self-care, but lifelong learning is incredibly useful and an important component of taking care of yourself.

            It’s Super Practical

            Lifelong learning is extremely practical these days and does not require as much effort as it may have in the past. Long gone are the days when you could only find information on something by visiting a library. In this day of the internet, anything you can imagine is at your fingertips.

            You don’t need to physically go to a learning institution to learn. You can watch Youtube videos to learn new skills, take online courses to earn a degree, and scroll through an endless amount of articles, books and journals from reputable news and informative sites.

            When you’re constantly pushing yourself to learn and take up new things, your mental health also improves. Research shows that an active and engaged mind is responsible for diminishing age-related memory loss and improves overall cognitive abilities.

            Your Confidence Will Skyrocket

            You’ll also have improved self worth as it teaches you to step outside of your comfort zone, which will undoubtedly improve your confidence.

            You’ll also connect better with others by expanding your knowledge base. Learning exposes you to a multitude of new ideas and perspectives that you may have otherwise never considered. This also increases your adaptability. Whether it’s at work or just wanting to adapt to society, your peers, and loved ones, life long learning prepares you to take on new challenges.

            You’ll Be More Desired in the Job Market

            Another obvious reason for continuous education, is that your employability will also increase.

            With the ever changing economy, and huge influences from technology, social media, science etc., job descriptions today are moving targets. Assignments and roles change so quickly in response to changing business demands, it becomes a Herculean task to keep a job description database current.

            Advertising

            In years past, stability was a characteristic of the world of work. Procedures, information, jobs, and organizations were established and provided continuity. Education was completed in the first 14 to 22 years of one’s life, followed by a long career occasionally punctuated by short-term job training.

            Today, however, jobs, companies, and technology are disappearing and being created simultaneously. To remain current and maintain a competitive advantage in the human capital marketplace, an individual is challenged to continually learn.

            People return to school at every age to enrich their skills and knowledge for their current positions. Some even prepare themselves for new jobs or career changes, moving them forward into new opportunities and technology.

            We can be assured that we will be challenged to continue to learn new tasks and information throughout our lives. Successful careers belong to flexible, curious learners who are prepared for opportunities because they know themselves and where they make their best contribution. As Peter Drucker, the father of modern management stated,

            “Knowledge is choice.”

            Lifelong learning also increases social awareness and perspective. To genuinely understand and empathize with others, increase social awareness, and foster strong interpersonal relationships, it’s important to seek out new perspectives. Enhancing the skills that positively impact emotional intelligence can bring even greater happiness and success, both personally and at work; and, this is all part of self-care.

            Improve Your Habits (Both at Work and at Home)

            Now, the last piece of advice I want to introduce to your self-care regimen, is to improve your habits.

            Habits define who you are, and are built up over time. You are what you eat is a great example of this. If you make it a habit to eat foods that nourish your body, rather than make your body feel bad, then you will be much healthier overall.

            Good Habits Allow You to Reach Your Goals

            Since habits dictate your days and nights, such as waking up every morning to get to work before a certain time, or brushing your teeth before bedtime every night, they play a major role in whether we do or do not reach our goals.

            Advertising

            When you form habits that allow you to progress towards your goals, you’re automatically living a purposeful day, everyday.

            Habits Make Your Time a Priority

            How do you spend your free time? Do you opt to lounge on the couch watching Netflix passively, or do you engage in activities that support your purpose in life?

            It’s natural to waste a lot of time during the day, but fostering good habits will make you set a pattern for how you spend your time and give you the choice of what you choose to spend your time on. By improving your habits, you’ll find that you can be a LOT more productive. When you create good habits, you become more efficient with your time and a lot less is wasted.

            This in essence creates an overall positive influence on your life, allowing you to treat your mind and body well, which is why improving your habits are so important to self-care.

            Your Well Being Comes First

            We live in such a fast-paced society, where we are often so caught up in our work, families, maintaining our social lives, our studies and everything in between. It’s an understatement to say that life can get a little overwhelming at times.

            If you’ve ever watched the safety video onboard a plane, you’ll know that they always ask for a parent or adult to put on the safety mask first, before tending to the child. This may sound selfish, but the fact is that if you truly want to ensure the child’s safety, then your safety needs to come first so that you can protect and care for the child without complications from your end.

            The same goes for self-care. We need to ensure that our well being is priority, so that we can be the best for the people around us.

            Listening to yourself, practicing lifelong learning and improving your habits are steps that you can take to ensure you’re constantly in the best state of mind, alongside the indulgence and rest that you reward yourself with.

            Featured photo credit: Photo by Raychan on Unsplash via unsplash.com

            Read Next