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Last Updated on December 4, 2020

Prioritization of Task: 7 Methods to Become a Pro

Prioritization of Task: 7 Methods to Become a Pro
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Prioritization of tasks has been one of the biggest challenges for business owners, corporate executives, and employees. However, with a lot of tasks on your to-do list, you only need to master some time-tested techniques to become a pro at prioritizing tasks.

Figuring out your priorities can eliminate stress, enhance your focus, and improve your productivity in your work.

While it may look simple to figure out which tasks need your urgent attention, prioritization of tasks goes beyond a simple exercise. If your tasks are piling up, these seven methods can empower you to become better at prioritizing things.

1. Capture Your Priorities on a Master List

You cannot be effective at prioritizing the tasks that you only keep in your head. The best way to start is by creating a MASTER LIST. You can create it in doc or use a project management tool that you can easily access or update.

Your Master List will enable you to figure out what tasks you need to complete in a month, week, or day. It also helps you figure out the priorities that align with your long-term goals.

According to Brian Tracy,

“Your monthly Master list is an extract of your Master List. Your Weekly Project List pulls from your Monthly To-Do List; while your Most Important List pulls from your weekly To-Do List”.[1]

One notable benefit of this prioritization technique is that you get to focus on completing bigger and difficult tasks instead of smaller ones. Pulling your MIT from your bigger list gives you a sense of focusing on something meaningful-not just the most urgent.

2. Use Eisenhower Matrix to Differentiate the Urgent From the Important Tasks

While your Master List enables you to figure out how to prioritize every task, you might still be confused about what you need to do now or later. There are techniques you can leverage to do this.

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We have the 80/20 rule, also known as the Pareto Principle. According to this technique, “20% of your efforts tend to produce 80% of the result”. Therefore, identify those tasks that generate the results on your lists.

The limitation of the Pareto principle, however, is that it only relies on experience. If you are working on a new task, or you are uncertain about which task to prioritize, Eisenhower Matrix is a more effective technique.

Urgent tasks are tasks that require your immediate attention, such as your texts, phone calls, emails, and project reviews. Important tasks, on the other hand, are those activities that impact your long-term goals, values, and mission.

How do you figure out urgent tasks from important tasks?

  • Complete tasks that are urgent and important immediately.
  • Figure out when you will do the tasks that are important but not urgent and schedule them.
  • Delegate or outsource the urgent but not important task to someone competent.
  • Eliminate tasks from your list that are neither urgent nor important immediately.

One of the most challenging aspects here is getting tasks that are urgent but not important off your list. That’s why I recommend finding someone capable.

Delegation entails finding the most capable person for the task and explaining its requirements. It also incorporates giving the person sufficient time and guidance to get the tasks off your list and mind completely.

3. Leverage the Ivy Lee Technique to Rank Your Daily Tasks Based on Their True Priority

Have you ever found yourself ending up with an overwhelming list of tasks that are both urgent and important?

Here’s the solution!

Find a means of digging deeper to know the true importance of those tasks.

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Ivy Lee, a productivity consultant, developed one of the most effective approaches to do this over 100 years ago. The Ivy Lee technique guides you on how to prioritize your day by adhering to some set of rules:

Here are the rules:[2]

  • Highlight the six most significant tasks you need to do the next day at the end of each day.
  • Rank those six activities in order of their real significance.
  • Focus on the first task first thing the next day. Work until you have completed the task before taking out the next item.
  • Apply the same strategy to take out the next task. Move uncompleted items to a fresh list for the next day.
  • Repeat this procedure each day.

This strategy of single-tasking enables you to stay focused and prioritize your tasks properly.

4. Use the ABCDE Technique to Separate Tasks With Similar Priorities

While using the Ivy Lee technique can help you to prioritize your daily activities, one question that you still need to ask is this:

How do I determine the true priority of a task?

You may sometimes come in contact with tasks that feel they share the same level of significance. If you are busy with difficult or more demanding tasks, the Pareto principle, as well as the Eisenhower Matrix, may not completely cut it.

That is why Brian Tracy recommended the ABCDE technique for the effective prioritization of tasks. This method establishes two or more levels for each task instead of maintaining them on the same level of significance.

How does the ABCDE method work?[3]

  • Go through your list and label every item from A to E, with A being the most significant.
  • For every task, assign a number that shows the order you will complete it.
  • Repeat this process until you have assigned letters and numbers to all tasks.

The real priority of each task becomes more obvious as you create multiple layers of prioritization for each task.

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5. “Eat The Frog” to Establish a Productive Tone for Your Day

Now that you have prioritized your task, it is time to devise the best strategy to attack your day. The effective prioritization of tasks also requires effective strategizing.

How you start establishes the tone for the rest of your day. And taking out the biggest, and of course, important task first provides you with the energy, inspiration, and stamina to keep pushing through the day.

A lot of productivity coaches recommend working on your Most Important Tasks (MIT) as soon as possible.

Here’s how Mark Twain puts it:

“If you have a live frog to eat, it makes no sense to look at it for a very long time!”[4]

Frogs are those tasks that are most challenging and important. When devising the means of prioritizing your day, it is advisable to place some of your frogs on top of your MIT list. This approach helps you take out difficult tasks and also keeps you motivated all through the day.[5]

6. Deploy Warren Buffet’s 2-List Method to Extract the “Good Enough” Goals

Your efficiency will not produce meaningful results if you are pursuing the wrong goals. That is the reason why you have to evaluate your goals as well as priorities to ensure they are in line with your life missions.

Warren Buffett provided us with a 3-steps Productivity method that he employed in improving the productivity of his employee. This method is called the 2-List Technique.[6]

Here’s how it works.

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Highlight your top 25 goals. It could be your career goals, business goals, education goals, life goals, or anything you want to commit your time to. The next step is to circle out five most important goals from the list (if you have written your top 25 goals, you can circle your top 5 goals out before you read on).

Then, move any goal that you did not circle out to the ‘avoid by all means’ list. Only focus on the significant tasks and in line with your long-term priorities.

7. Boost Your 24 Hours With Time Multiplier

Prioritization of tasks is also about time. Performing the right tasks can create more time for you in the future or take a toll on your time. The best means of becoming more aware of how your choices impact your future obligations is to use time multipliers in maximizing your time.

Rory Vaden recommended that you figure out things you can do today that can impact your tomorrow positively. In other words, think about the best means of maximizing your time today to free up some hours tomorrow.[7]

Bonus: Do the Most Important Tasks in Your Peak Productive Period

The prioritization of tasks does not always have to be planned. You can improve your productivity by aligning your task and time priorities.

Fluctuations in energy and focus are bound to happen. We refer to this high and lows as the productivity curve. It means you are more productive at some specific period. You only need to figure out those times and plan your top priorities around that time.

The best approach to be productive all through the day is to discern your peak productive moments.

Conclusion

It takes time to become better when it comes to prioritization of tasks. But with the right system, you can know which tasks to focus on, discover their true importance, and take them out when you are most productive.

More Tips to Become Better at Prioritization of Tasks

Featured photo credit: Roman Bozhko via unsplash.com

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Reference

More by this author

Leon Ho

Founder & CEO of Lifehack

Can’t Focus? The Mistake You’re Making and How to Focus Better A Complete Guide to Goal Setting for Personal Success 17 Traits That Make a Successful Person Stand out from the Crowd What Is Creativity? We All Have It, and Need It How to Think Critically: 5 Powerful Techniques

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Last Updated on July 27, 2021

Can’t Focus? The Mistake You’re Making and How to Focus Better

Can’t Focus? The Mistake You’re Making and How to Focus Better
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What comes to mind when you think of learning how to focus better? Do you think of the attention or concentration it takes to complete a task? Do you consider the amount of willpower needed to finish writing a report without touching your phone? Do you think it requires sitting in complete silence and away from distractions so that you can study for an important exam or prepare for an interview?

I’m sure many of you can relate to the above statements and agree that the ability to focus is about staying on task for a given period of time. Breaking that concentration would mean that you’ve lost your focus, and you’re either doing something else or trying to gain back that focus to finish up the intended task.

With an ever-increasing amount of information—that is easily accessible online and offline—we’re faced with a lot more opportunities and avenues to create possibilities to experience things on a daily basis.

Unfortunately, that can make it a lot harder for us to make progress or get things done because we’re either easily distracted or overwhelmed by the constant influx of information.

That’s why many of us end up having problems concentrating or focusing in life—whether it be on a smaller scale like completing a task on time, or something much bigger like staying on track in your career and climbing the ladder of success. We’ve all found ourselves in situations where we blame our failures due to a lack of focus.

Learning how to focus better doesn’t have to be too complex. Here is some information to help you get started.

Focus Is Not About Paying Attention

What if I tell you that you’ve been doing it all wrong this whole time?

Focus isn’t just the attention span of giving 20 minutes to a task. It actually goes far beyond that.

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The real reason why we focus is because we need to do something that exceeds our existing capability. We need to devote large amounts of time and energy to move the needle in life, to make that progress and positive change.

And why do we want to do that? Because we want to spend time becoming a better version of ourselves!

At the end of the day, the reason why we stay focused on any task, project, or goal is because we want to succeed. With that success comes progress in our lives, which means we eventually become better than what we were a month ago, or even a year ago.

Let me give you an example:

Say you’ve been tasked to manage a project by your boss. You have targets to meet and favorable outcomes to achieve. Your focus and attention has to be on this project.

Once the project has been completed, your boss is happy with the results and your hard work. She rewards you with praise, a promotion, or maybe even a year-end bonus.

That’s your success right there, and you feel good about your achievements. Looking back at who you were before and after the completion of this project, wouldn’t you say you’ve become a better version of your previous self?

Focus Is a Flow

This is what focus is and how where learning how to focus better starts. It’s not a one-off, task-by-task mode that you jump into whenever needed. Rather, focus is a flow[1].

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Focus is the way in which you deliberately target your energy to push progress in something you care about. Because focus takes energy, time, and effort, whatever it is that you need to focus on should be something meaningful to you, something that’s worth shutting down phone calls, text messages, and social media for.

So, why is it that we sometimes find it so hard to focus?

Usually, it’s because we’re missing two major elements. Either we don’t know where we want to go—in that we don’t have a clear goal—or we do have a goal, but we don’t have a clear roadmap.

Trying to improve your focus without these two things is like driving to get somewhere in a foreign country with no road map. You end up using a lot of gas and driving for hours without knowing if you’re getting anywhere.

Let’s go back to the example of your boss assigning you a project to manage. The company is opening a new office, and your boss wants you to oversee the renovations and moving-in process of this new location.

Now, if you didn’t have a clear goal or end result of how the new office should look, you could be busy arranging for contractors, interior designers, or movers to come, but have no clue what to assign or brief them on.

The second scenario is that you know exactly how the new office should look and when it should be up and running. However, because you don’t have a clear roadmap to get to that end result, you end up working all over the place; one moment you’re arranging for the contractors to start renovations, the next moment you’ve got furniture coming in when the space isn’t ready. What do you focus on first?

The Focus Flow

Without a clear goal and road map, things can turn out frantic and frustrating, with many wrong turns. You also end up expending a lot more mental energy than needed. But, having a Focus Flow when learning how to focus better can help.

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Let me show you how theFocus Flow works.

  1. It starts from a clear objective.
  2. This becomes a clear roadmap.
  3. Then it manifests into a state oftargeted attentionand effort.
  4. This results in pushing your progress towards your ultimate destination.

Setting a Clear Objective

To start off, you need to set a clear focus objective. If you don’t have an objective, how can you decide on which things are worth focusing on? You can’t focus on everything at the same time, so you have to make a choice.

Like driving a car, you need a destination.

In this case, you don’t want to drive around aimlessly. You want to arrive at your destination before you run out of gas.

A good focus objective, therefore, needs to be concrete. This means that it should be something you can visualize, such as determining how the new office is going to look after you’ve completed the renovation and moving in. If you can visualize it, that means you have a clear enough picture to know what’s needed to achieve it.

Drawing a Focus Roadmap

The second step is to lay out a practical focus roadmap. Once you have your ideas, setting an objective is easy. The most difficult part is determining how you’re going to achieve your objective.

There are lots of things you can do to work towards your goal, but what comes first? What’s more valuable, and how long will it take?

That’s where having a roadmap helps you answer these questions. Like driving, you need to have at least a rough idea of which major roads to drive on, and the order in which you need to drive them.

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Yet, creating a roadmap can get tricky because you have absolute freedom on how you’re going to achieve your objective.

To create a good road map, you should include major milestones. These are targets you need to hit in order to achieve success. Your roadmap should also include feasible and realistic actions that you can achieve as you learn how to focus better.

Need a little help in drawing this Focus Roadmap? The Full Life Planner can help you. It’s a practical planner to help you stay focused and on track with your most important goals and tasks in an organized way. Get yours today!

Power Up Your Productivity

I hope you now have a better understanding of how focus truly works. By harnessing your focus using the Focus Flow, you’ll be able to work on a task more productively, not because you’re able to concentrate, but rather because you know exactly what your end goal is, and you have a game plan in place to make that happen.

Once there is clarity, I can assure you that you’ll be less likely to get distracted or lose focus on your tasks at hand.

You may think it’s going to take you extra time writing out an objective and setting out a roadmap. You may believe that you are better off getting right down to the actual work.

However, as I’ve mentioned, there’s no point in rushing your efforts that lead you to nowhere or cause you additional detours. You’ll end up expending more mental energy and time than needed.

Once you’ve made your roadmap and found your focus, follow it up with unbreakable determination with Lifehack’s Actionable Motivation On Demand Handbook.

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More on Overcoming Distractions

Featured photo credit: Paul Skorupskas via unsplash.com

Reference

[1] Very Well Mind: The Psychology of Flow

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