One day, you have too many tasks to handle at once and you do not know which one to prioritize first while the deadline is limited, making you feel stressed and potentially missing out on opportunities.
If you are in this situation, it is time for you to learn these 03 tips below that will help you easily identify, categorize, and prioritize tasks effectively.
#1. Build a Master checklist with the Get Things Done method
The first tip is to organize everything that is cluttering your mind.
A great recommendation for you is to apply the Get Things Done method. This is a famous task management method created by consultant David Allen.
The Getting Things Done (GTD) method is designed to help clear all thoughts out of your head and then organize and categorize them so you can focus on doing the right thing, at the right time.
This method is based on the premise that our brains process information better than they store it. Having too much information will cause the brain to become paralyzed and unable to decide what needs priority.
As a result, you spend too much time worrying and thinking, instead of taking action.
The GTD method applies a 5-step process including:
- Capture: note down all tasks / events / thoughts currently in your head. You can write them in a notebook, use task management apps, or record the tasks that are still ‘lingering’ in your mind.
- Process: You should ask yourself questions such as whether these tasks can be completed. If yes, decide how to complete them. If not, decide whether the task can be skipped or addressed later. From there, you create a to-do list.
- Organize: Organize and filter tasks into 3 groups: project, time, and context. For example: you have a group presentation (project) on Monday (time) and you need to check person A’s progress (context).
- Engage: Apply it directly into practice.
- Review: Constantly check and adjust the plan based on current progress and quality of work. David Allen suggests reviewing the plan weekly, and monthly for short-term goals.
You do not necessarily have to go through these 5 steps sequentially, but can modify them slightly to fit your own current workflow.
In addition, the following 2 notes will help you practice GTD more effectively:
- “Next actions”: At any step of the GTD method, this question is repeated. This question helps you determine the steps to take so that the work is resolved towards the right goal.
- The 2-minute rule: For tasks that can be completed in 2 minutes, do them immediately.
#2. Arrange tasks using Eisenhower’s IMPORTANT / URGENT matrix
The time management matrix was created by Eisenhower, the 34th President of the United States. This is a popular method for optimal time management. The first step is to list all tasks to be done, including unimportant ones.
Next, categorize those tasks based on two criteria: importance and urgency.
The Eisenhower Matrix divides tasks into 4 groups:
- Urgent and important (P1): tasks that must be done immediately;
- Important, not urgent (P2): Tasks that need to be planned for later;
- Urgent, not important (P3): Tasks that should be delegated to others;
- Not urgent and not important (P4): Tasks that need to be eliminated.
One of the hardest tasks here is removing urgent but unimportant tasks from your priority list.
This is when skillful delegation to others becomes important, helping you save time and focus on other more urgent and important tasks.
Delegation starts with finding the right person and explaining the job properly. But it also involves providing enough time and instruction for that person to fully handle the task (and remove it from your role and mind).
In this case, you can apply the 30X rule – meaning that in the beginning when training a newcomer, you need to budget 30 times the completion time for them compared to the time it would take to complete the task yourself.
For example, if you have a task that takes 5 minutes to complete, you should allocate 150 minutes to delegate and train a newcomer. It may seem like it requires a lot of time, but over a year, you will save 1100 minutes of your own time. (5 minutes per day multiplied by 250 working days annually = 1250 minutes spent on that task).
#3. Rank tasks by priority using the Ivy Lee method
Sometimes, despite your best efforts, you still face a long list of urgent and important tasks to complete. In this case, you need to dig deeper and find out the true importance value of these tasks.
One of the best ways to do this is by applying the Ivy Lee method, which forces you to prioritize your daily work by following 04 simple rules.
Although it was born more than 100 years ago, Ivy Lee is still effectively applied by many large corporations around the world.
04 simple rules from this method:
- Step 1 – Write down a list of 6 tasks to complete: At the end of each workday, you need to write down a maximum of 06 most important things to complete tomorrow. You can do fewer but do not exceed 06.
- Step 2 – Categorize each task: You need to rank the 06 tasks in order of priority, classify the level of importance, and allocate specific time for each task. For example: “Task 1” is the most important to be done first, while “Task 6” is the least important to be done last.
- Step 3 – Focus on completing each task: The next morning, you just need to focus on the first task. Work until the first task is completed before moving on to the next task, and be careful not to get distracted by the remaining tasks. At the end of the day, you move unfinished items to a new list of six tasks for the next day.
- Step 4 – Repeat the process: Try applying the Ivy Lee method for one to two weeks, to know on average how many tasks you can complete per day. Then adjust the task list to fit your own capacity. Finally, repeat this process every day and you will see the effectiveness of applying this method.
Above are three extremely useful tips for you in organizing and classifying work effectively. Hope you will find and apply the right method for yourself.
HUFLIT Career Hub Editorial Board
Reference sources: wpengine, vietcetera, fastwork.
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