How to Prioritize Tasks for Maximum Productivity.
Being busy doesn’t necessarily mean you are making progress. Oftentimes, we prioritize tasks according to the needs of others and the immediacy of the deadlines with limited time spent on activities that are actually important.
Prioritization typically involves creating an agenda, evaluating tasks, and allocating time and work to bring the most value in a short amount of time.
Meanwhile, not all tasks are as important as the other. Some are just urgent. Here is a chart to help you know where your tasks fall and the level of priority to allocate to them.
From the above, it is easy to know what to do now, schedule for later, delegate to someone else and even eliminate.
Nevertheless, when priorities are piling up, you need a clear system in place to take you from overwhelmed to under control. Here are some quick tips on prioritization that would help you make the most of your time in the office:
Make a to-do list: It’s impossible to prioritize your tasks if they’re all swimming around in your head. To give yourself a clear picture and understanding of what needs to be done, it is a good idea to write down everything you plan to do for the day and do not allow the number of items to scare you. The material in which you use to store these tasks doesn’t matter as long as it can easily be accessible or updated when new tasks come along.
Identify urgent vs important: On your list , see if there is any task that requires immediate attention and if not completed in several hours, may have a negative impact. For instance, missed client deadline; missed publication or release deadlines, etc. Creating deadlines even when they’re not formally required is important in order not to push back important tasks because they are not time sensitive.
Access Value: Next step is to focus on your important tasks and identify the one that has more value to your organization or business. For example, focus on client projects before internal work.
Consider Efforts: It is easy to become overwhelmed by the work that needs to be done. A strategy to overcome this involves the prioritization of those tasks that require minimal time and effort. It can be motivating to check a small task off the list before diving into the more meatier projects.
Be Adaptable: Priorities may change when you least expect it due to some distractions or uncertainties that usually occur. The trick is to stay focused on the task you are committed to completing.
Prioritize your time and be realistic: It’s important to be realistic in setting goals and prioritizing tasks because coupled with some distractions and changes that may occur, there is only so much you can achieve in one day. Remember that the purpose of prioritization is to spend time working on the important tasks, in order not to create false expectations of those around you.
One of the biggest challenges for employees, project managers or leaders is accurately prioritizing the work that matters on a daily basis. Knowing how to prioritize work affects the success of your project, the engagement of your team, and your role as a leader.
In all essence , when prioritization is handled well, you’ll feel less reactive and more focused. The major aim is to complete the work that signifies true progress, and set aside all the rest “busyness”.
