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Published on June 4, 2020

Prioritization of Task: 7 Methods to Become a Pro

Prioritization of Task: 7 Methods to Become a Pro

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

Reference

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1 The Power of Ritual: Conquer Procrastination, Time Wasters and Laziness 2 How to Stop Being Passive and Start Getting What You Want 3 How to Prevent Decision Fatigue From Clouding Your Judgement 4 5 Less-Known Reasons Why Less is More 5 10 Smart Productivity Software to Boost Work Performance

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Last Updated on July 10, 2020

The Power of Ritual: Conquer Procrastination, Time Wasters and Laziness

The Power of Ritual: Conquer Procrastination, Time Wasters and Laziness

Life is wasted in the in-between times. The time between when your alarm first rings and when you finally decide to get out of bed. The time between when you sit at your desk and when productive work begins. The time between making a decision and doing something about it.

Slowly, your day is whittled away from all the unused in-between moments. Eventually, time wasters, laziness, and procrastination get the better of you.

The solution to reclaim these lost middle moments is by creating rituals. Every culture on earth uses rituals to transfer information and encode behaviors that are deemed important. Personal rituals can help you build a better pattern for handling everything from how you wake up to how you work.

Unfortunately, when most people see rituals, they see pointless superstitions. Indeed, many rituals are based on a primitive understanding of the world. But by building personal rituals, you get to encode the behaviors you feel are important and cut out the wasted middle moments.

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Program Your Own Algorithms

Another way of viewing rituals is by seeing them as computer algorithms. An algorithm is a set of instructions that is repeated to get a result.

Some algorithms are highly efficient, sorting or searching millions of pieces of data in a few seconds. Other algorithms are bulky and awkward, taking hours to do the same task.

By forming rituals, you are building algorithms for your behavior. Take the delayed and painful pattern of waking up, debating whether to sleep in for another two minutes, hitting the snooze button, repeat until almost late for work. This could be reprogrammed to get out of bed immediately, without debating your decision.

How to Form a Ritual

I’ve set up personal rituals for myself for handling e-mail, waking up each morning, writing articles, and reading books. Far from making me inflexible, these rituals give me a useful default pattern that works best 99% of the time. Whenever my current ritual won’t work, I’m always free to stop using it.

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Forming a ritual isn’t too difficult, and the same principles for changing habits apply:

  1. Write out your sequence of behavior. I suggest starting with a simple ritual of only 3-4 steps maximum. Wait until you’ve established a ritual before you try to add new steps.
  2. Commit to following your ritual for thirty days. This step will take the idea and condition it into your nervous system as a habit.
  3. Define a clear trigger. When does your ritual start? A ritual to wake up is easy—the sound of your alarm clock will work. As for what triggers you to go to the gym, read a book or answer e-mail—you’ll have to decide.
  4. Tweak the Pattern. Your algorithm probably won’t be perfectly efficient the first time. Making a few tweaks after the first 30-day trial can make your ritual more useful.

Ways to Use a Ritual

Based on the above ideas, here are some ways you could implement your own rituals:

1. Waking Up

Set up a morning ritual for when you wake up and the next few things you do immediately afterward. To combat the grogginess after immediately waking up, my solution is to do a few pushups right after getting out of bed. After that, I sneak in ninety minutes of reading before getting ready for morning classes.

2. Web Usage

How often do you answer e-mail, look at Google Reader, or check Facebook each day? I found by taking all my daily internet needs and compressing them into one, highly-efficient ritual, I was able to cut off 75% of my web time without losing any communication.

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3. Reading

How much time do you get to read books? If your library isn’t as large as you’d like, you might want to consider the rituals you use for reading. Programming a few steps to trigger yourself to read instead of watching television or during a break in your day can chew through dozens of books each year.

4. Friendliness

Rituals can also help with communication. Set up a ritual of starting a conversation when you have opportunities to meet people.

5. Working

One of the hardest barriers when overcoming procrastination is building up a concentrated flow. Building those steps into a ritual can allow you to quickly start working or continue working after an interruption.

6. Going to the gym

If exercising is a struggle, encoding a ritual can remove a lot of the difficulty. Set up a quick ritual for going to exercise right after work or when you wake up.

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7. Exercise

Even within your workouts, you can have rituals. Spacing the time between runs or reps with a certain number of breaths can remove the guesswork. Forming a ritual of doing certain exercises in a particular order can save time.

8. Sleeping

Form a calming ritual in the last 30-60 minutes of your day before you go to bed. This will help slow yourself down and make falling asleep much easier. Especially if you plan to get up full of energy in the morning, it will help if you remove insomnia.

8. Weekly Reviews

The weekly review is a big part of the GTD system. By making a simple ritual checklist for my weekly review, I can get the most out of this exercise in less time. Originally, I did holistic reviews where I wrote my thoughts on the week and progress as a whole. Now, I narrow my focus toward specific plans, ideas, and measurements.

Final Thoughts

We all want to be productive. But time wasters, procrastination, and laziness sometimes get the better of us. If you’re facing such difficulties, don’t be afraid to make use of these rituals to help you conquer them.

More Tips to Conquer Time Wasters and Procrastination

 

Featured photo credit: RODOLFO BARRETO via unsplash.com

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