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<\/figure>\n\n\n\nDifference between priorities and goals<\/h2>\n\n\n\n
Before we go into bits and pieces of (re-)prioritization, we need to clarify a distinction between a goal and a priority, since they\u2019re often used interchangeably. They do go hand in hand, but they\u2019re two different things.<\/p>\n\n\n\n
Goals<\/a> are the concrete things you want to accomplish, whereas priorities are what\u2019s important to you and what you\u2019re dedicating the majority of your time to.<\/p>\n\n\n\n For example, if your goal is passing a hard exam, your priority is probably studying. If your goal is getting a promotion at work, your priority will be working hard to meet all the requirements. If the goal is to increase sales, the priority could be launching a new product or coming up with a new strategy with the sales team.<\/p>\n\n\n\n Prioritizing one task over another is not always easy, especially if both tasks are important. And when multiple tasks get involved, it can get quite overwhelming. Grab a piece of paper \/ open a blank document and make a list of all of your tasks, big and small. Gather all your small to-dos scribbled on random pieces of paper, written in the Notes app on your phone, screenshotted, or noted in your planner. It\u2019s easier when you have all tasks in front of you, on one master to-do list.<\/p>\n\n\n\n After you write everything down, look at your big to-do list and slowly and thoughtfully start working on it. Break it down into monthly, weekly, and daily goals. Choose a few of the most important tasks for the month and break them down into smaller chunks for your weekly and daily to-dos. Also, there are many sorts of to-do list templates<\/a> if you want to make the process faster and easier.<\/p>\n\n\n\n After you have made your list(s), place them somewhere visible – preferably somewhere in front of you so you\u2019ll look at them often. You can stick them to your laptop or a wall in front of your desk, like a vision board\u2019s more boring cousin.<\/p>\n\n\n\n Having your to-do list in your field of sight will keep you focused and motivated to cross things off as soon as possible.<\/p>\n\n\n\n I know it may be tempting, but don\u2019t multitask. You won\u2019t get more done in less time – you will just end up with a few half-completed tasks. It\u2019s much more efficient to work on one task at a time, finish it completely, and then move on to the next one.<\/p>\n\n\n\n \ud83d\udca1If the type of work you do forces you to switch between tasks, check out How to switch between projects and tasks without losing productivity<\/a>.<\/p>\n<\/div>\n\n\n\n It\u2019s not always obvious what tasks you should prioritize. To master the art of prioritization, you have to do some self-reflection. To put things in perspective, it often helps to ask yourself: What\u2019s the most important thing that I can do today that will make tomorrow better?<\/p>\n\n\n\n What will get me to my goals the fastest?<\/p>\n\n\n\n What is the likely outcome of (not) making this a priority?<\/p>\n\n\n\n What tasks are time-sensitive?<\/p>\n\n\n\n What can I, and only I, do well that will make a difference?<\/p>\n\n\n\n What are my highest value activities?<\/p>\n\n\n\n Be aware of your natural rhythm and when your focus is at its peak. When do you feel at your best? Have you noticed you\u2019re particularly productive<\/a> at a certain time of the day? Do you work the most efficiently in the morning, in the afternoon, or at nighttime?<\/p>\n\n\n\n Whatever your answer is, that\u2019s when you should do the most important task(s) of the day.<\/p>\n\n\n\n You know those days when, despite your hard work, you seem to get nothing done? If your list becomes too much, complete a few quick and easy tasks to give you a sense of accomplishment and some wind at the back to continue.<\/p>\n\n\n\n Be flexible and open to re-prioritize if new information comes along. It\u2019s also okay for your priorities to shift over time. There are certain signs that let you know that you may need to stop and rethink your plan – keep reading to find out what they are.<\/p>\n\n\n\n \u201cWhen things go wrong, don’t go with them.\u201d \u2015 Elvis Presley<\/p>\n\n\n\n Sometimes, wisdom is knowing when to give up and pivot. It\u2019s not easy abandoning something you\u2019ve spent time, effort, and money on; however, spending even more time, effort, and money on the wrong thing is worse. These are some of the signs that you need to re-prioritize:<\/p>\n\n\n\n Whether you\u2019re tackling prioritization for the first time or you decided to re-prioritize your tasks, there are certain techniques that can help you. Here are some of the easiest and most popular ones.<\/p>\n\n\n\n Grab your master to-do list from the beginning of this blog post. Next to each task write one of the following letters:<\/p>\n\n\n\n A<\/b> – highest priority tasks. They are the most important and they will either have the biggest consequences if you don\u2019t accomplish them or the biggest award if you do accomplish them. B<\/b> – tasks that are important, but not as much as the A ones; rewards and negative consequences are smaller. B tasks should be done when all A tasks are completed.<\/p>\n\n\n\n C<\/b> – nice-to-do tasks. If you don\u2019t get them done, there would be no consequences. You won\u2019t change the world by completing C tasks, but you can do them if you still have time and energy left after A and B tasks.<\/p>\n\n\n\n D<\/b> – D stands for Delegate. Those are the tasks that can be done by someone else, so you can focus on the A tasks.<\/p>\n\n\n\n E<\/b> – E like Eliminate. E tasks are the ones that are not important and shouldn\u2019t take space on your to-do list.<\/p>\n\n\n\n In 1918, Charles M. Schwab, the president of the Bethlehem Steel Corporation, was an incredibly successful businessman – he was one of the richest men in the world.<\/p>\n\n\n\n As he decided to increase the efficiency of his team and get things done better and faster, he hired Ivy Lee, a well-known productivity consultant. Lee asked for 15 minutes with each of the company\u2019s executives, when he explained to them the following method.<\/p>\n\n\n\n The results were so satisfactory that Lee got paid six figures (in today\u2019s money).<\/p>\n\n\n\n The main advantage of this method is that it facilitates starting (which is often the hardest part). It reduces decision fatigue – it stops you from having too many things on your plate and overworking yourself. It also forces you to be intentional with your time and energy, which is probably the reason why it\u2019s so simple, yet effective.<\/p>\n\n\n\n Not everyone agrees with Ivy Lee – some people think that 6 tasks every day are too many and that you shouldn\u2019t choose more than 3 daily priorities.<\/p>\n\n\n\n MIT strategy is based on a premise that all of us have limited time and energy for each day, so we have to choose up to three MITs (most important tasks) we will dedicate our day to. MITs are critical tasks that will make the biggest difference and get you the furthest in the pursuit of reaching your goals. If you are in doubt, think about what task makes you the most uncomfortable and anxious – the one you\u2019re dreading the most is probably the one you should do first.<\/p>\n\n\n\n You should do your 2-3 MITs at the beginning of your workday, when your mind is still fresh and focused. If you suspect that you\u2019ll finish them early, you can add a couple of nice-to-dos – something that would be nice to finish but isn\u2019t as important.<\/p>\n\n\n\n If things get tough, you may need to shorten your to-do list even more ruthlessly. This can be a short-term solution for some and a good everyday option for others, depending on the type of work you\u2019re doing.<\/p>\n\n\n\n Essentially, you pick one bigger task or a theme that relates to several tasks and focus on it for the whole day. For example, my priority during my workday is writing a blog post. That\u2019s the only thing I focus on, but it contains a few related tasks, such as researching, actually writing (which ironically takes the least amount of time), and editing.<\/p>\n\n\n\n The Eisenhower matrix<\/a> is named after Dwight D. Eisenhower. He was a five-star general in World War II, the 34th president of the USA, and the founder of DARPA and NASA (among many other things), so I think it\u2019s safe to say that he was quite a productive guy.<\/p>\n\n\n\n The Eisenhower matrix makes you divide your tasks based on their importance and urgency.<\/p>\n\n\n\n Sometimes it can be hard to determine between urgency and importance. Urgent tasks are time-sensitive, while important ones contribute to our long-term goals and mission.<\/p>\n\n\n\n One day, while taking a walk through his garden, Italian economist Vilfredo Pareto noticed that 20% of his pea plants were producing 80% of the peas. That led to more conclusions – in many industries and companies, 20% most productive portion is responsible for 80% of the production. 20% of the population holds 80% of the wealth. 20% of the customers make 80% of the revenue.<\/p>\n\n\n\n This later became known as the Pareto principle. As it states, 20% of our actions bring 80% of our results. That means that finding out what 20% of your tasks bring 80% of the results and focusing on them is a great prioritization technique. If you\u2019re not sure which ones are your 20%, try figuring out what tasks of yours make the biggest difference and facilitate reaching your goals the most.<\/p>\n\n\n\n Before you ask – no, it\u2019s not related to the capital of Russia. It\u2019s the acronym MSCW (must, should, could, would) with two added \u201co\u201ds for easier pronunciation.<\/p>\n\n\n\nHow to prioritize 101<\/h2>\n\n\n\n
Here are some of the tips that can help you to set your priorities straight with less stress.<\/p>\n\n\n\nMake a master to-do list<\/h3>\n\n\n\n
Keep your list somewhere visible<\/h3>\n\n\n\n
Do only one thing at a time<\/h3>\n\n\n\n
Think about what\u2019s truly important to you<\/h3>\n\n\n\n
Know your natural rhythm<\/h3>\n\n\n\n
Cross-off tasks strategically<\/h3>\n\n\n\n
Be open to change<\/h3>\n\n\n\n
Signs you need to re-prioritize<\/h2>\n\n\n\n
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(Re-)prioritization techniques<\/h2>\n\n\n\n
ABCDE method<\/h3>\n\n\n\n
You can have up to three A tasks, and you need to prioritize them too – mark them as A1, A2, and A3.<\/p>\n\n\n\nThe Ivy Lee method<\/h3>\n\n\n\n
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MIT (Most Important Tasks)<\/h3>\n\n\n\n
Single task prioritization<\/h3>\n\n\n\n
Eisenhower matrix<\/h3>\n\n\n\n
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Pareto principle<\/h3>\n\n\n\n
MoSCoW method<\/h3>\n\n\n\n