How to Prioritize Tasks

Assigning Priorities at a Basic Level

For anyone in a leadership or management position, time management is a key skill. Part of an effective time management strategy is the ability to prioritize tasks. Being overwhelmed, and not knowing where to start can transform you into an ineffective leader. Prioritizing is about setting and meeting goals.

Things You'll Need

• Pen and paper.
• For numerous priorities a word processor or spreadsheet will help.

Instructions

1. Take some time to sit down and think about all the things you have to do. Write them all down on a sheet of paper. Create your list of things to do or things that must receive a priority. This could take a while so don't be hasty. Make sure your list is as complete as can be. Try to do this during a time when you won't be disturbed.

2. Study each item on your list and assign it to one of the three categories below. The first category is for items that need to be done right away. There is no option but to get these tasks done first. These are tasks with deadlines. The next category is for tasks that you do, but aren't urgent. You may have to get them done at some point, but they aren't due immediately. The final category is for things you'd really like to do. These are tasks that may be on your horizon or things that may, in the long run be great to add to your business, but they aren't urgent and you won't sink if they don't get done.

3. Review your prioritized list several times to see if there are things that you can remove from the list completely, or to see if there are things you need to add. Create another list that orders your most pressing tasks. Draw a box next to each urgent item and start checking these tasks off as you complete them.

Tips & Warnings

• This is a down and dirty method to quickly pick the items that demand attention right now and must be done. It works all by itself, but works best when paired with the intermediate and advanced process.

• Never allow yourself to be dominated by the list. Instead remember that the list exists to serve your need to be organized. Change it as needs change.

References

• Mind Tools: To-Do Lists