The world seems to be moving faster than ever.
It moves so quickly that it often feels like there is too much to do but not enough time to do it all. All the while we cope with endless to do lists, maybe download a project management software, or commit to keeping a time management system, only to abandon these tools as fast as we picked them up.
If that sounds like you, you are not alone -- over 82% of American employees do not have a time management system, despite evidence that effective time management improves worker retention, mood, and quality of the delivered work. This begs the question: if time management skills are so important, why is it that the vast majority of the workforce struggle with them?
And my answer to that is simple: because it is a skill. Like any skill, it requires more than simply downloading the latest app or making the occasional to do list; it involves a genuine effort to improve the way we prioritize tasks based on their importance and adjust our habits to allow us the space to make meaningful progress at work.
I am convinced that anyone can learn how to effectively prioritize tasks and stick to a project schedule. It just involves a little foresight and implementing practical strategies to identify our most important tasks. Not all tasks are a priority, and once we learn how to identify task importance, we regain control over our scheduling and accomplish more with less stress.
Understanding Task Prioritization
What is task prioritization?
Task prioritization is the process of determining the order in which tasks should be completed based on their importance and urgency. It implements a system that allows us to separate the most important tasks from the litany of unimportant tasks, strategically. The things we choose to prioritize have a lot of influence on our day-to-day work, and rather than shuffling everything into yet another to do list, we take the time to determine our priorities.
Benefits of prioritizing tasks effectively
Prioritizing tasks effectively helps to reduce stress and increase focus, both of which are essential for productivity and work life balance. It shifts our focus onto the urgent tasks that demand the most from our cognitive bandwidth, and allows us to spend energy on the critical tasks that provide greater benefit.
It enables individuals to manage their time more efficiently and make the most of their resources depending on the volume and type of urgent tasks they have to complete. Above all, the act of prioritizing tasks institutes a sense of balance where we can allocate time for work, life, self-care, and personal development.
Identifying Key Tasks
Criteria for identifying key tasks
Key tasks are those that have a significant impact on achieving goals and objectives, and their completion is important for meeting necessary project milestones. They can also be thought of as the most critical tasks in a project's life cycle, where completing them leads to substantial progress towards completing a larger initiative.
They are often critical tasks that require immediate attention and have significant consequences if not completed on time, most commonly by interfering with a project's success or projected deadline. Key tasks can be identified by evaluating their importance, urgency, and potential impact on the project timeline or project goals.
Examples of key tasks in different contexts
- In project management: key tasks might include completing a critical project milestone or delivering a key project deliverable. The key tasks may not themselves be major milestones, but their successful completion could be the difference between meeting a project milestone or missing a deadline.
- In a business setting: key tasks might include meeting a sales target or launching a new product, and they are often the culmination of many high value tasks.
- In a personal context: key tasks might include completing a important project or achieving a personal goal. It is usually a critical task that has to be completed by a self-determined deadline (for example, putting a down payment on a home before next January).
Distinguishing Between Important and Non-Essential Tasks
What are important tasks?
Distinguishing between the important tasks and other tasks may sound easy, but it can be difficult if we do not know what our version of an important tasks looks like.
Generally speaking, important tasks are those that have a significant impact on achieving goals and objectives. They are often high-priority tasks that require attention and have consequences if not completed on time, similar to key tasks. When we are organizing tasks, we should strive to arrange our schedule such that the most critical tasks are completed before minor tasks.
How to distinguish between important and non-essential tasks
Important tasks can be distinguished from non-essential tasks by evaluating their potential impact on the project timeline and goals. They are not necessarily the most complex tasks on our lists, but they definitely require our best focus and effort, and may demand a structured approach to ensure that we make significant headway during a project's lifecycle.
Non-essential tasks can be delegated or postponed, while important tasks should be prioritized and completed first. Non-essential tasks can be daily tasks or weekly tasks that should be completed, but their completion does not impact the major project plan.
Task Prioritization Methods
Eat the Frog method
The "Eat the Frog" method involves prioritizing the most important and challenging task first; they are usually completed first thing in the morning, and this method is effective for people who regularly procrastinate and need to build momentum as they tackle their day.
- Example: If you dislike making visualizations and infographics but they are needed for an upcoming meeting, plan to work on them early in the day throughout the week before starting other work.
Eisenhower Matrix method
The Eisenhower Matrix method involves categorizing tasks into four quadrants based on their importance and urgency. I've talked about this matrix quite a bit in previous blogs, but generally speaking, the matrix offers a structure through which we can "rank" multiple priorities against each other systematically.
This method is effective for individuals who need to prioritize multiple tasks and manage their time effectively across each of them.
- Example: Getting slides prepared for a presentation with key stakeholders tomorrow is both important (the meeting is critical to your project's success) and urgent (the deadline is tomorrow), while uploading a weekly backup of your data is important (backups prevent accidental data loss), but not urgent (you need to complete this each week, but not immediately).
Overcoming Common Challenges
Dealing with task overload and overcommitting
Task overload is a common challenge in task prioritization, especially if you feel that you struggle with saying "no," or are not used to delegating to others. Be realistic about what you can achieve in a given timeframe and try to avoid packing tasks into your day simply because there is a window of time available. This is a surefire recipe for burnout.
Individuals should delegate or postpone non-essential tasks, prioritize critical tasks, and take regular breaks to avoid burnout, even if your schedule isn't completely packed.
Staying motivated and focused on high-priority tasks
Staying motivated and focused on high-priority tasks is essential for effective task prioritization. I like to think of "motivated" as something other than a personality trait ("you're either motivated or lazy"), but more like a tended flame. When we are energized and engaged, this flame is hot and powerful, but when we're low energy and stressed, the fire weakens.
Acknowledge that you are human and the occasional lack of motivation is something everyone experiences, even in their dream jobs. The key here is to recognize the "why," -- what is the reason for your lack of motivation at this moment? Is it because you are overwhelmed? Are you facing any personal stressors outside of work?
Once we figure out the problem, we can take steps to fix them. I highly recommend frequent short breaks and self-care routines in order to maintain a balanced internal state that allows us to stay grounded and motivated at work.
Conclusion
Recap and key takeaways
Mastering task prioritization is about working smarter and with intention.
Identify what is important, critical, and necessary for your success, and build a reasonable schedule that is guided by your priorities. Whether you choose a tried and tested prioritization method, or choose to do something more personal to your situation, aligning your daily tasks with your priorities can only boost productivity and improve your sense of balance.
Final tips for boosting productivity through effective task prioritization
The next time your to do list feels overwhelming, remember that time management is a skill, and there is no "perfect" way to do it -- not everything can be a priority, but with the right approach, the most important tasks can be completed with minimal stress.
Strive to prioritize tasks calmly, and stay the course. I assure you that even minor setbacks are only part of the process as you grow and unlock a new level of productivity and peace of mind.
