Improve Task Prioritisation

Clarify Your Tasks and Break Them Down

Write Down All Your Tasks

• Start by writing down every task or responsibility you have, no matter how small. This helps you externalise your thoughts and get a clear view of everything that needs to be done.

• Example: “Write report,” “Call the doctor,” “Buy groceries,” “Reply to emails.”

Break Large Tasks into Smaller Steps

• Big tasks can seem overwhelming and harder to prioritise. Break them into smaller, actionable steps that are easier to handle.

• Example: For the task “Write report,” break it down into smaller steps like “Research topic,” “Write introduction,” and “Format document.”

Identify Urgency vs. Importance

Use the Eisenhower Matrix

• A great method to prioritise tasks is using the Eisenhower Matrix, which categorises tasks into four quadrants:

• Urgent and Important (Do First)

• Important, but Not Urgent (Schedule)

• Urgent, but Not Important (Delegate)

• Not Urgent or Important (Eliminate or Defer)

• Example:

• Urgent & Important: “Pay rent (due today).”

• Important but Not Urgent: “Prepare for next week’s meeting.”

• Urgent but Not Important: “Respond to emails (if they are not time-sensitive).”

• Not Urgent or Important: “Organise desk (can wait).”

Rank Tasks Based on Deadline

• Start with tasks that have a clear or near deadline. These should be prioritised first, followed by tasks that have later deadlines or no immediate time constraints.

• Example: If a task is due tomorrow, prioritise it over one that isn’t due for a week.

Use a Prioritisation System

Assign Priority Levels

• You can assign priority levels to each task to help clarify what needs to be done first. Try a system like High, Medium, and Low priority.

• Example:

• High Priority: “Complete work report.”

• Medium Priority: “Check emails.”

• Low Priority: “Organise files.”

Consider Energy Levels and Time

• Some tasks may be more mentally or physically demanding than others. Prioritise tasks based on your current energy level or time availability.

• Example: If you’re feeling mentally drained, prioritise easier tasks like checking emails or making a quick phone call over more demanding tasks like writing a report.

Focus on One Task at a Time

Limit Multitasking

• Multitasking can make prioritisation harder and reduce the quality of your work. Instead, focus on completing one task at a time based on its priority level.

• Example: If you’re working on an important report, try to avoid jumping to another task like checking social media or making phone calls until the report is finished.

Set Time Blocks for Each Task

• Use time blocks to focus on one task at a time. Allocate a set amount of time for each task, depending on its priority.

• Example: Set aside 30 minutes for the high-priority task “Write report” and 10 minutes for the medium-priority task “Reply to emails.”

Use Tools to Stay Organised

Use a Planner or Calendar

• Use a daily or weekly planner to schedule your tasks based on priority. This allows you to visualise what needs to be done and allocate time to higher-priority tasks first.

• Example: Use a digital calendar (Google Calendar, Outlook) or a physical planner to list tasks by priority and allocate specific times for them.

Use Task Management Apps

• Task management apps like Todoist, Trello, or Notion can help you keep track of tasks, assign due dates, and visually organise them into different categories or priority levels.

• Example: Create a “High Priority,” “Medium Priority,” and “Low Priority” section in the app, and move tasks around as their deadlines approach.

Manage Distractions and Focus

Set Up an Environment That Supports Focus

• Create a distraction-free workspace that supports your ability to focus on the tasks at hand. This can help you tackle high-priority tasks with fewer interruptions.

• Example: Turn off unnecessary notifications on your phone and computer. Set your workspace up so it’s comfortable and free of clutter.

Use Focus Techniques Like the Pomodoro Method

• The Pomodoro Technique can help you maintain focus by setting a timer for work and breaks. It helps you avoid procrastination and ensures you're working in manageable chunks of time.

• Example: Work for 25 minutes on a high-priority task, then take a 5-minute break before returning to work.

Review, Reflect, and Adjust

Reflect on Completed Tasks

• At the end of each day or week, review what tasks you’ve completed and what needs to be done next. This reflection helps you reassess priorities for the next day or week.

• Example: “I completed the high-priority tasks today. Tomorrow, I’ll tackle the medium-priority ones.”

Reevaluate Priorities if Needed

• Sometimes, priorities may change unexpectedly. Be flexible and willing to adjust your plan if new tasks arise or if deadlines shift.

• Example: “I just received an urgent email about a meeting tomorrow. I need to adjust my priorities to prepare for it.”

Manage Overwhelm and Seek Support

Take Breaks to Avoid Burnout

• Working non-stop without taking breaks can lead to burnout, making it even harder to prioritise tasks. Schedule regular breaks to stay refreshed.

• Example: After completing a high-priority task, take a short 5-10 minute break to relax or do something calming.

Ask for Help or Delegate When Possible

• If you feel overwhelmed, ask for help from a trusted person, whether that’s a friend, family member, colleague, or professional. If you can delegate tasks, do so to lighten your load.

• Example: “Can you help me with this report? I’m struggling to prioritise everything today.”

Final Thoughts

Prioritising tasks effectively takes time and practice. By breaking tasks into smaller steps, using prioritisation techniques, setting clear deadlines, and limiting distractions, you can gradually improve your ability to manage your time and responsibilities. It's also important to reflect regularly on your progress, be flexible, and allow yourself breaks to avoid burnout.