5 Steps to prioritize your tasks efficiently

We all have task lists, and without prioritizing the tasks, you will never reach your goals!

Let me explain how I not only prioritize my tasks but also do it efficiently.

While private tasks may not be overwhelming, work tasks often come in without our control. We tend to jot them down on paper or a digital task management app without considering their nature or the time required to complete them.

To process tasks efficiently, follow these steps:

Note the task down somewhere, such as a paper or a task management app. Writing it down brings clarity and helps you focus on solving the task.
Consider the data needed to complete the task before processing it. You may need to ask a colleague for a spreadsheet or wait for a response.
Estimate the time required to finish the task. Multiplying this time by 1.5 can provide a more realistic estimate.
Use the Eisenhower Matrix to assess urgency and importance. Sort the task accordingly.
Schedule the task based on your assessment. Block your calendar to ensure you have time dedicated to completing the task.

Remember, clarity and time management are key!

The Eisenhower Matrix is a technique that helps prioritize tasks efficiently. It categorizes tasks into four categories:

Eisenhower Matrix as described. Also available in the download section for you.

Urgent and important: These are tasks that require your immediate attention and have clear consequences if you don’t complete them. You should do these tasks first.
for a project manager: The deadline for a project milestone is tomorrow and certain paperwork needs to get done.
Important but not urgent: These are tasks that contribute to your long-term goals and values, but don’t have a pressing deadline. You should schedule these tasks for later and make time for them.
for a project manager: The paperwork that needs to be done for a milestone that is due in two weeks. Schedule a few time blockers to complete it.
Urgent but not important: These are tasks that demand your attention but don’t have a significant impact on your goals or values. You should delegate these tasks to someone else if possible.
for a project manager: the request from the central project management to review a standard document which need to be published the next day.
Not urgent and not important: These are tasks that don’t add any value to your work or life and only distract you from your priorities. You should delete these tasks and avoid them.
for a project manager: the eMail requests to complete certain surveys for the central project management.

Tailoring the Matrix to Your Profile

Consider your own situation and determine which tasks make sense and which don't.

While not all tasks can be delegated, some may require your unique knowledge or skill. Although these tasks may not align with your goals, you still need to complete them.

The matrix provides an overview of tasks and allows you to prioritize accordingly.

It helps you focus on urgent tasks while keeping other tasks in mind. If certain tasks frequently require immediate attention, consider dedicating a time slot in your calendar for them.

Over time, sorting tasks using the Eisenhower Matrix will become second nature as you read and assess each task.

How to Start?

This process will only take you 15 minutes and will provide you with more clarity.

Take the first 3 minutes to jot down all the tasks you have.
Spend the next 10 minutes organizing them into a matrix.
Use the last 2 minutes to schedule a few of them.

By the way, the tasks that come to your mind initially are often the ones you believe to be the most important. Take a moment to assess if this is truly the case!

Most of the time, we perceive these tasks as important because someone else has told us they are.

Task Management App

Using a task management app can streamline the process.

When someone assigns you a task or you think of one, quickly capture it in the app. Later, follow the steps described above to prioritize and schedule the tasks.

Task management apps are often more user-friendly than notes or calendar apps for capturing information.

Here are some task management apps you can use on the go:

Google Tasks
Notion Task Capture (a specialized notion database from Thomas Frank)
iOS Shortcuts to Notion Task Capture
Todoist (a powerful application)

For more information on task management, read this detailed article:[how can you improve task management]

Now you know how to prioritize tasks quickly and systematically.

By making time for tasks and using the Eisenhower Matrix, you can efficiently complete them at the right time.

Thank you for your time,

daniel

Questions I was asked

are there other techniques for prioritizing tasks?

yes, there are. Here are some of them with a brief description:

The RICE scoring model is a framework for project prioritization where R is reach, I is impact, C is confidence, and E is effort. The higher the number the better.
The ABCDE Method uses the different letters to different tasks. It is very similar to the Eisenhower Matrix while adding one perspective in addition. A are the tasks that are most important. B the ones that have no urgency. C are the nice-to-have-tasks. D stands for delegation and E for elemination.
The Impact Effort Matrix is also very similar to the Eisenhower Matrix but looks from a different angle on the task. Instead of Urgent and Import, it uses the Impact of the task once it’s done and the effort it takes to complete it.
The MoSCoW analysis supports in getting hard decisions when you struggle which task you should do first. The is the most complicated of the methods as it involes the stakeholders. Most of the time it’s being used to take decisions on product requirements.