In prior years, this annual sequence coated particular person apps. This yr, we’re taking a look at all-in-one options along with methods to assist in 2021. Welcome to day four of 21 Days of Productivity in 2021. In this text, I will study a method for prioritizing duties on a to-do record. To discover the open supply instrument that fits your routine, take a look at this list.
It is straightforward so as to add issues to a job or to-do record. Almost too simple, actually. And as soon as on the record, the problem turns into determining what to do first. Do we do the factor on the prime of the record? Is the highest of the record an important factor? How can we determine what an important factor is?
Much like email, we will prioritize duties primarily based on a few issues, and this lets us determine what must be achieved first and what can wait till later.
I exploit a way generally referred to as the Eisenhower Matrix because it was taken from a quote by US President Dwight D. Eisenhower. Draw a field break up horizontally and vertically. Label the columns “Urgent” and “Not Urgent,” and the rows “Important” and “Not Important.”
You can usually put the entire issues on a to-do record in one of many packing containers. But how do we all know what to place the place? Urgency and significance are sometimes subjective. So step one is to resolve what’s necessary to you. My household (together with my pets), my work, and my hobbies are all necessary. If one thing on my to-do record is not associated to these three issues, I can instantly put it into the “Not Important” row.
Urgency is a bit more minimize and dry. Is it one thing that must be achieved as we speak or tomorrow? Then it’s in all probability “Urgent.” Does it have a deadline that’s approaching, however there are days/weeks/months till that point, or maybe it would not have a deadline in any respect? Certainly “Not Urgent.”
Now we will translate the packing containers into priorities. “Urgent/Important” is the best precedence (i.e., Priority 1) and must be achieved first. “Not Urgent/Important” comes subsequent (Priority 2), then “Urgent/Not Important” (Priority three), and eventually “Not Urgent/Not Important” (Priority four or no precedence in any respect).
Notice that “Urgent/Not Important” is third, not second. This is as a result of folks spend quite a lot of time on issues which can be necessary as a result of they’re pressing, not as a result of they’re really necessary. When I have a look at these, I ask myself some questions. Are these duties that should be achieved by me particularly? Are these duties I can ask different folks to do? Are they necessary and pressing for another person? Does that change their significance for me? Maybe they should be re-classified, or maybe they’re issues I can ask another person to do and take away them from my record.
There is a single query to ask in regards to the objects within the “Not Urgent/Not Important” field, and that’s “Do these need to even be on my list at all?” In all honesty, we regularly clog up our to-do lists with issues that aren’t pressing or necessary, and we will take away them from our record altogether. I do know it’s laborious to confess that “This is never going to get done,” however after I settle for that, it’s a reduction to take that merchandise off my record and never fear about it anymore.
After all that, it’s fairly simple to have a look at my record and say, “This is what I need to work on now,” and get it achieved, which is what my to-do record is for: Providing steering and focus to my day.