Prioritize Time Management Skills
Photo by airfocus on Unsplash

How to Prioritize Your Tasks Like a Pro: Stop Feeling Overwhelmed

Do you sometimes look at your to-do list and want to cry? Or maybe you try to get work done but simply don’t know where to start? I feel you, friend. Prioritizing all the tasks we have to get done every day is TOUGH.

But having an intentional system for figuring out what truly matters most, what can wait, and what can be delegated or dropped makes all the difference.

Let’s break down some key time management strategies to help you feel less overwhelmed and tackle things effectively.

Why Bother Prioritizing?

I know I know – taking time to actively prioritize things feels annoying. But powering through your day randomly going from one thing to the next is NOT efficient. Consider these benefits:

⏱ Saves time long run
👍 Reduces stress
💪 Helps finish important projects
🙅‍♀️ Avoids bad multitasking

Just by spending 5 minutes prioritizing at the start of your day, you earn back way more time through improved focus and progress!


🔻The Key Methods that Work

Prioritizing your open tasks, projects, and other responsibilities is part art, part science. Master these core tactics and you’ll notice serious improvements:

The MIT Concept

MIT = “Most Important Task”

Ask yourself daily: “If I could only get ONE thing done today, what would it be?” Do that first without getting derailed.

The Quadrant Method

Break your tasks into 4 types:

  • Urgent + Important
  • Important but NOT urgent
  • Urgent but NOT important
  • NOT important + NOT urgent

Handle the first 2 groups first!

Numerical Scoring

Rate each task 0-10 on urgency and importance. Combine scores. The highest totals come first!

Pair Down and Delegate

If your task load FEELS overwhelming, it probably IS too much! Delete lower priorities without guilt. Delegate things when possible too.


🔻Helpful Questions for Deciding What Matters

Beyond those core methods, asking yourself targeted questions helps uncover what to tackle first versus put on the back burner.

🔍 Is this tied to my core goals right now?
🤷‍♂️ Can someone else do this as well as me?
⏳ Does this have a deadline coming up?
💰 Will big problems happen if I ignore this?
🚨 Is this task causing mental anxiety/stress?
🥚 Does finishing this now allow starting other things?

Print this list and hang it by your desk!

Photo by airfocus on Unsplash

🔻The Art of Task Prioritization

1. Task ABCs

  • Classify tasks as A (critical), B (important but not urgent), or C (less critical).
  • Tackle A-list tasks with the utmost priority.

Think of your tasks as letters of the alphabet. A is your VIP section – these tasks deserve front-row attention.

2. The Eisenhower Matrix

  • Categorize tasks into urgent/important, important/not urgent, urgent/not important, and neither.
  • Focus on tasks in the urgent and important quadrant.

The Eisenhower Matrix is your personal task general. Concentrate your efforts on the urgent and important tasks to lead your task army to victory.

3. 80/20 Rule (Pareto Principle)

  • Identify the 20% of tasks that contribute to 80% of the results.
  • Channel your energy into the tasks that have the most significant impact.

The 80/20 rule is your efficiency guru. Find the vital few tasks and let them drive the majority of your success.

4. Time Blocking Magic

  • Allocate dedicated blocks of time to specific tasks.
  • Protect these blocks as if they were gold.

Time blocking is your magician’s hat. Pull out specific time blocks and watch as you conjure productivity and focus.


🔻Useful Tools for Actually Organizing Everything

With a sound prioritization system in place, having tools to capture tasks and remind you what’s important amplifies your productivity:

Todoist

Great flexible task manager for personal or work projects. Lets you assign dates, set reminders, and organize by project tags.

Google Keep

A simple notes app for jotting down quick to-dos. Easy to share color-coded notes with others too.

Trello

Visually move tasks between columns like “To-Do, In Progress, Done”. Easy to use boards to manage team projects.

Analog Notebooks

Sometimes good old paper and pen work best! Dedicate a notebook just for new task capture. Review it daily.

After reading this, check out our other articles on:

Keep Practicing!

Like any skill, continually practicing productive prioritization pays dividends over time allowing you to accomplish more of what matters most to you with less stress.

Give some of these methods and tools a try this week and let me know how it goes or if you have any other questions!

Aanchal Shukla

I'm a Graphic designer with over 10 years of experience now turned full time Wordpress Developer , SEO Expert and Writer for thekoffeetable.com. I post simple FAQ guides and tutorials that cover Graphic Design, AI, Passive Income and Product Review in general.