How to Prioritize

TWT Newsletter #14

We talked a lot about alignment and focus in previous newsletters. But there are times even if you're aligned and focused; there’s still too many things to get done. So how do we become more intentional about the tasks we have? Channeling our focus to prioritize the right things that align with what we have to do?

First off, we must acknowledge that being busy does not mean you’re being productive.

It is possible to spend hours working on tasks and things that don’t move the needle. These things can do nothing to get you closer to your long-term goals. When you invest your time and energy into these types of tasks it will be costly both - physically and mentally.

Taking massive action and getting tasks done, but not having anything to show for it is a high indicator of poor prioritization.

Time-sensitive tasks should not always be prioritized over others. Focusing on non-needle moving tasks can and will neglect important tasks on your to-do list.

Also recognize, when you spend too much time organizing your to-do lists, you might neglect urgent tasks. It’s so easy to get caught up in this cycle and not know where to start when tackling tasks. So here’s a mental model and framework I use to rank tasks and prioritize the right one’s to effectively move the needle towards my goals.

This Model can help; if you feel:

• You’re not progressing towards long-term goals

• You’re having trouble delegating tasks

• You’re struggling to say ‘no’

• You’re 'busy' but not having impact or moving the needle forward

Evaluate and focus on your energy and the tasks that matter most when identifying your most urgent and important tasks. This model I am going to introduce is called The Eisenhower matrix. It will help you eliminate distractions and improve your productivity. Tasks are divided into four quadrants that prioritize which should be tackled first and which should be delegated or deleted. This is according to their urgency and importance.

This matrix is named after Dwight Eisenhower who was the 34th president of the United States. He served in many different roles ranging from Commander of the Allied Forces to managing his duties as a Five Star General. With all these responsibilities, he needed to sustain his productivity, not just for weeks or months but for decades. Eisenhower understood that time management needed to be both effective and efficient. With all the tough decisions he had to make, he invented the concept behind the matrix.

Eisenhower principles of planning, prioritizing, delegating, and scheduling will help you reach your goals and be more productive. You can use Eisenhower's Eisenhower Box (or Eisenhower Matrix) right now to make better decisions.

So how do you differentiate between urgent and important tasks?

This is the core principle of the Eisenhower Matrix.

Urgent tasks are time sensitive and require immediate attention. This includes answering phone calls, tasks with deadlines, or situations that require quick responses.

Important tasks on the other hand are not time sensitive, and contribute to your long-term goals. Don’t get me wrong, important tasks can be urgent at times. It becomes urgent when you delay for awhile. This can include planning a long-term project.

People often think all urgent tasks fall into the important category and oftentimes they do not.

The Quadrants of the Eisenhower Matrix

• Quadrant 1: Important and urgent

• Quadrant 2: Important but not urgent

• Quadrant 3: Urgent but not important

• Quadrant 4: Not important not urgent

Quadrant #1: Important and Urgent - Do it now

Do these tasks as they require immediate attention and should be a high priority. Typically, these are completed the same day or the next day. Negative consequences can result if the project is not completed on time. These tasks are usually time-consuming and more energy-intensive.

Quadrant #2: Important but not Urgent - Schedule a time

These tasks don’t have deadlines. Schedule these tasks for later. Most people fall into this quadrant because they don't know what's more important. This leaves them with many current tasks in hand. Make progress early so they don't become urgent and move to quadrant #1.

Quadrant #3: Urgent but not important - Who can do these for you?

These are tasks you can delegate to others. These should only be done by yourself if you have completed tasks in quadrant #1 and #2. All tasks in this category will typically interrupt your current workflow. The majority of people spend a lot of time in this quadrant. Spending time here won't help you achieve your goals.

Quadrant #4: Not important and not urgent - Delete this out

Finally, the last quadrant = the worse quadrant. You won't get anywhere by doing these tasks. They are simply distractions. It's okay to do these tasks when you have time or need a break from the more urgent and important items. However, they shouldn't take precedence over them. Delete these tasks from your schedule.

Be sure to set a deadline. They make urgent tasks urgent. In the absence of deadlines, it becomes irrelevant. Ex: You know you have to pay a credit card bill at the end of the month. Pay it now or wait until the end of the month when it becomes more urgent.

If you struggle to identify which tasks are more important, this matrix can be a helpful. Compile all your tasks into one list and then utilize the matrix to help you decide which is more urgent, important, both or neither.

Try this out today and let me know your thoughts.

Hope you learned and enjoyed my newsletter!

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- William Thing