The art of prioritizing tasks

Alexandra Vezirova
5 min
The art of prioritizing tasks
As our lives become increasingly busy, we have to juggle multiple tasks at once and prioritize what is most important. We only have 24 hours in the day, so we frequently need to make difficult choices about how to use our time most effectively. Understanding what has to be done and by when it needs to be done is crucial for prioritizing activities. To-do lists and productivity apps may be used to keep track of what has to be done to accomplish this. Once you've made a list of your tasks, you can start to order them according to significance and urgency to make sure that the most crucial duties are finished first. Here are some suggestions to help you more efficiently prioritize your responsibilities.

Write down all the tasks you need to complete

          The most effective way to prioritize is to keep an eye on all the things you need to do - even the most mundane tasks should be taken into account. Using a single task list that includes both personal and workday tasks can help you keep track of everything. Organize everything from doing the laundry to scheduling a meeting with your client in one document. As soon as everything is written down, each task is prioritized based on its importance, urgency, length, and reward.

Differentiate between urgent and important tasks

          Understanding that not all tasks are equally important is crucial. Unfortunately, when we don't know how to prioritize tasks, we tend to favor the easy ones, which might be less urgent, low-reward daily tasks. 
          The other option is that people typically complete tasks in order to meet deadlines without thinking about the results or the goal of the task. As a result, the work becomes rushed and incorrect. Right now, you're probably facing many deadlines. So if you want to manage your calendar and be productive, you must sit back and figure out what is truly important. The urgency of anything increases with its importance.
          A task's importance is mostly determined by these essential factors:
“Who is this going to affect?” - For instance, will a task only have an impact on you? What about your clients? Your department or company? 
“What is the reward or outcome of accomplishing this task?” - Are you going to get a new client contract? Or maybe increased revenue?
“How does not completing this particular task affect your business?” - Are you losing a client or revenue? Are you losing progress on your project?
          The factors above help you prioritize tasks in a more objective manner beyond your personal judgment. For example, it is more important to focus on client projects and answering support tickets than writing training materials and conducting non-urgent research.

Multitasking is not a good idea (hint: concentrate on one task at a time)

          Multitasking is not a good idea, which is one of the most crucial things to keep in mind when trying to prioritize your tasks. You cannot give each work your entire attention when you attempt to concentrate on several things at once. As a result, you can make mistakes and do activities more slowly than if you had just concentrated on one thing at a time. You will be able to finish the task more quickly and at a higher standard as a result. Furthermore, multitasking can be quite stressful, which increases the likelihood of mistakes being committed.

Setting priorities to tasks and effective time management go hand in hand

          Perhaps you are one of those people who is always dealing with deadline pressure. How did you react to that? Have you tried keeping a time log of the tasks you accomplish every day? When making forecasts and planning your day, do you rely on facts or well-informed estimates?
          In addition to making you seem unprofessional, rushing to meet deadlines and unreasonable goals usually results in poor work. You may find it difficult to prioritize activities, keep to a timetable, and fulfill deadlines unless you really examine your task timing. You can keep track of the time you spent on each specific project or individual activity using Composity Helpdesk Module. You can aggregate your data over time to get averages and estimations that match your real effort.

Be realistic and know when to say no

          Probably not everything on your list can be accomplished. Cut the remaining chores from your list after prioritizing them and reviewing your estimates, and concentrate on the priority that you know you can finish for the day. Focus on the primary tasks that will make you feel successful for the day as you trim down your list of priorities. 
          To-do lists never end in life. You could work 24 hours a day and still not accomplish all of your goals. This is why prioritizing is so critical. Prioritizing can help you accomplish what's most important, even if you don't have much time. The sooner you master task prioritization, the sooner you can control your schedule. Once you are aware of your true priorities, getting more done and maintaining concentration at work becomes a lot simpler. You may quickly accomplish it using the described framework and technologies like Composity