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Last Updated on February 15, 2021

How to Master the Art of Prioritization the Right Way

How to Master the Art of Prioritization the Right Way

Did you know that prioritization is an art? In fact, it is an art that will lead you to success in whatever area that matters to you. Whether you’re feeling overwhelmed with tasks at work, school, or in your personal life, prioritization can bring clarity and successful time management into the picture.

Prioritization involves taking a good look at what you have on your plate each day and figuring out which tasks you’ll do first, and which you’ll leave for the end. This is a skill that takes a good amount of analysis and clear-headed thinking, but once you’ve got the hang of it, it will make your life easier and more seamless.

How to Achieve Effective Prioritization

There are two approaches to prioritizing the tasks in your to-do list that I often see.

Tackle the Biggest Tasks First

The idea is that by tackling the biggest and most important tasks first, you deal with the pressure and anxiety that builds up and prevents you from getting anything done—whether we’re talking about big or small tasks. Leo Babauta is a proponent of this Big Rocks method, which follows this idea.[1]

Once the big things are off your plate, you feel less stressed with the small tasks that await afterward. For some, this seems to lead to a smoother process when trying to get things done.

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Tackle the Tasks You Can Get Done Quickly and Easily First

Proponents of this method believe that by establishing priorities and tackling the small fries first, you’ll have less noise distracting you from the periphery of your consciousness after a few quick wins.

If you believe in getting your email read and responded to, making phone calls, and getting Google Reader zeroed before you dive into the high-yield work, you’re a proponent of this method. I suppose you could say Getting Things Done (GTD) encourages this sort of method, since the methodology advises followers to tackle tasks that can be completed within two minutes, right there and then.

This can also lead to less stress as your mind won’t be pulled in so many directions if many small tasks are marked off your list.

With either of the above approaches, you’ll need motivation to carry out the tasks that you have prioritized. Check out this Actionable Motivation On Demand Handbook to give yourself a boost and get things done.

Your Approach for Prioritization

When tackling simple prioritization techniques, it’s important to go through a few simple steps to prepare yourself to get things done. Here are some tips to get you started.

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1. Find Your Stress Triggers

The thing with prioritization is that knowing when to do what relies entirely on your personality, work ethic, and way of organizing your life.

Some people need to get some small work done to find a sense of accomplishment and clarity that allows them to focus and tackle bigger items. Others need to deal with the big tasks, or they’ll get caught up in the busywork of the day and never move on, especially when that Google Reader count just refuses to get zeroed.

At this point, you need to first discover what will stress you out more. Do you get anxious and stressed when faced with a few large tasks or many small tasks? Whichever causes the most stress is the one that should get done first.

2. Make a To-Do List

Without a to-do list, it’s impossible to prioritize, as you don’t know exactly what needs to get done each day. For the best results, try making a daily, weekly, and monthly to-do list. This will keep you organized and ensure you don’t miss any important work or urgent tasks.

3. Analyze Costs and Benefits

Each task on your to-do list has a cost and benefits that come with it. The highest priority tasks are often those that are high cost/high benefit, but the tasks you should focus on first with your prioritization method are usually low cost/high benefit tasks. This is known as the Scales Method, and you can learn more about it here.

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4. Know Your Peaks and Troughs

I also know that my peak, efficient working time doesn’t come at a specific time like it does for many people, but I have several peaks divided by a few troughs. I can feel what’s coming and try to keep my schedule flexible enough that I can adapt.

If I fight the peaks and troughs, I’ll get less done; but if I do certain kinds of work in each period of the day as they come, I’ll get more done than most others in a similar line of work.

What time of the day do you often feel most productive? That is the time you should work on your high-priority tasks. The times when you are feeling sleepy or unmotivated are best used for low cost/low benefit tasks.

The Bottom Line

Prioritization systems themselves don’t matter. Most will work for a group of people and will help get them on track.

What matters is that you don’t fall for one set of prioritization rules until you’ve tried the systems extensively, and found which method of chronological prioritization works for you.

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If the system you already use works great, then there’s no need to bother trying others—in the world of personal productivity, it’s too easy to mess with something that works and find yourself unable to get back into your former groove.

Once you’ve discovered what motivates you and helps you feel the most productive, stick with it until you feel you’ve lost touched with a sense of accomplishment. That’s when it may be time to move on to a better prioritization system for your changing needs.

More Time Management Tips

Featured photo credit: Sabri Tuzcu via unsplash.com

Reference

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Joel Falconer

Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

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Published on April 8, 2021

10 Simple Ways To Refocus a Wandering Mind

10 Simple Ways To Refocus a Wandering Mind

Want to know what Steve Jobs thought was the ultimate key in achieving success?

“Focus and simplicity… once you get there, you can move mountains.”—Steve Jobs

And this belief is even more important today than it was years ago. At your fingertips is a literal world of information and entertainment. So, it’s no wonder we all have such wandering minds nowadays.

Thanks to the internet and smartphones, attention is practically a currency we should be more budget-minded about. In fact, a person who can stay focused is not only more likely to get more done but also be more satisfied at the end of the day because of it.

Going further, a person who’s focused will more easily achieve their goals—anything from losing 20 pounds to getting a promotion at work is within the reach of this type of person.

So, in the spirit of that idea, here are 10 ways to tame that wandering mind of yours and turn it into a laser-focused brain that gets things done.

1. Find Your Totem

Remember the totem in the movie, Inception? It’s an item that reminded people they weren’t in a dream when they touched it, and it was able to keep them grounded in reality.

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You can replicate this idea when it comes to staying focused as well. All you’ve to got to do is find something to be your “focus totem,” and it’ll remind you that you should stop daydreaming and get back to work. Ideally, it’s something you can see and touch.

In the movie, a chess piece and a spinning top were used—both are good ideas. You could also use a picture of your family, a mini trophy, or even wear a ring to focus your mind as well. (In fact, a green lantern ring might be kind of cool for this.)

2. Promise a Reward

Incentives are an obvious way to go. Having gold at the end of any journey makes you want to press forward just for the sweet results. In general, rewards should correlate to the difficulty/length of the work.

For example:

  • Finish a quick house chore = a piece of chocolate
  • Complete an annoying administrative task = 10 minutes of Youtube
  • A successful day of work = a whole movie on Netflix

Pretty simple stuff, right? But you’d be surprised how often you forget to reward yourself for doing solid work on the regular.

3. Make It Stupid Easy for Your Wandering Mind

I don’t know about you, but if I perceive my work to require more effort than I care to use, I’m instantly turned off. This then leads to distraction and procrastination. But you can offset this by breaking a difficult task into a bite-sized piece.

Case in point, what seems easier: 30 pushups or 3 pushups?

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It’s obvious, but sometimes our brains need to be “convinced” we’re only doing a small amount of work to get things going.

But here’s something cool about this tactic: You can (and most likely will) keep going past your stupid easy benchmark. You don’t have to, but my experience tells me once you get going like this, it’s easy to go beyond your bare minimum goal.

4. Empty Your Mind With Journaling

Sometimes, there’s too much stuff floating around in your brain that is making your mind wander. In that case, it can help to spill everything in your head onto a journal to free up some space. You can use a pen and pad for this or something digital like Evernote.

There are two basic ways to go about it:

  1. Freestyle – where you just write whatever randomly flows through your brain without thinking or pausing. This is great if you’ve got a million different ideas racing through your brain.
  2. Focused – where you create prompts or an outline to streamline your thinking and you just respond to the questions or format. This is best when you want to grasp a certain topic.

5. Use the “Just 5 Minutes” Method

Try telling yourself that you’ll work for “just 5 minutes” and then you can stop. You’ll find that the task feels far easier to handle. And like the “stupid easy” method, this tricks your brain into thinking the task is lower effort than it really is. After all, 5 minutes for even the worst task is psychologically manageable for any person out there.

The key is to honestly allow yourself to stop at 5 minutes—no matter what. That’s what allows your brain to accept the method as legit and also lets it overcome the mental hurdle that makes your brain want to wander around and focus on anything but your task.

6. Recite a Focus Mantra

I like to think of mantras as a totem you can take with you anywhere you go. They serve the same purpose—reminding you to stay focused—but can be done anywhere and anytime.

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I find the most powerful type of mantra to be based on reality. I learned this approach from Dr. Jon Fader—a performance coach who was on “Good Morning America”—and his book Life as Sport: What Top Athletes Can Teach You about How to Win in Life. He calls this “objective optimism.”

Basically, you create a mantra that’s based on personal success in your life. That way, the mantra isn’t just a fluffy positivity statement, there’s also the weight of real-life success giving it power

Some examples:

  • If you’re struggling to make yourself go to the gym but have technically been there many times already, you could say, “just another day of heading to the gym—easy.”
  • If you’re suffering from impostor-syndrome after accepting a promotion, just say, “I’m here for a reason” to remind yourself that your efforts were recognized by others and are the real deal.
  • If you’re nervous about an upcoming sports competition but have trained diligently for it, you could say, “I’ve done all the work possible” to remind yourself that your earlier efforts have created the best version of you for the event.

As you can see, the most powerful mantras are evidence-based and positive. So, just find proof of relevant success in your life and transform it into a motivating mantra.

7. Use the “Multi-Yawn” Approach

One of the best ways to be distracted is to be tired. And sometimes, you’ll be tired in such a way that you’re “sort of” working but not realize that you’re actually constantly distracted.

If you can notice when you do this, one thing I like to do is crank out as many big, satisfying yawns as possible. Olympic athletes sometimes do this before their big events. It calms them down and helps them perform better in the process. And it works just as well for us regular folks. I find it has a similar effect to taking a good nap (and actually works best in unison), so you can imagine how effective this can be.

8. Find an Easy Win

Nothing feels good like winning. So, it can help to find a few simple tasks you can do with little effort and just get them done immediately. This will create momentum and propel your productivity forward. The feeling of success will lock your focus in on the task at hand and refocus your wandering mind. Use this when you feel “resistance” to getting your work started.

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9. Create a “Wins” List

Feeling like a capable person who can win at life is motivating in and of itself. In light of this fact, it can help to have an ongoing “wins” list to prove you’re an able person.

Just keep track of all your daily wins—big and small. And whenever your focus starts to wane, give that list a peek and remind yourself that you’re more capable than you realize.

10. Add Stakes to the Mix

If you were to lose $20 if you failed to complete a task, would you be more focused on completing it? Of course!

Try and find ways to put something on the line when it comes to completing your tasks, and you’ll find your focus, motivation, and ability to things done to be higher than ever before.

For example, if you’re at work, you could involve a co-worker by saying you’ll buy their food if you don’t complete a task before lunchtime rolls around. At home, you could say you’ll also mow the lawn if you don’t remember to wash the dishes before the day is over. Or you could just use something like Beeminder or TaskRatchet, which actually charges you cash for failing to complete a task or goal on time. (It’s scary but effective)

All are viable methods, so just give one of them a shot.

Who Else Wants More Success?

Of the many methods of winning at life out there, focusing is definitely a top-three contender. You can’t get anything you want in life if you don’t buckle down and get your work done—a wandering mind won’t create success.

But with these 10 focus tips, you’ll be ahead of the competition and be closer to a fitter body, higher income, and a flat-out better life than before.

More Tips on Sharpening Your Focus

Featured photo credit: Clay Banks via unsplash.com

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