Tag Archive: scheduling priorities

How many days have you looked at a long to-do list and wondered how everything was going to get done or where to start? How do so many things end up on your list, where do they come from and how do you get it all done? Life moves so fast and things get lost in the shuffle. There are things that we miss or don’t get done because we don’t have things in place to support us. There are particular steps and habits that you can create to support you in becoming a task master that will get you through your to-do list every time.

So, let’s look at how things end up on your to-do list. Are you creating daily tasks based upon the larger projects that you’re working on or are you creating lists randomly?  How you create your list makes a big difference when it comes to getting it all done.  The first key to becoming a task master is being a master at determining what goes on your list.  If your daily lists are being created based upon the projects that you’re working on, the tasks are focused and related to something that’s important or something that you value.  If your daily lists are being created randomly, they are likely to include things that aren’t important or even relevant.  Those are the things that will waste your time.  Only add things to your list that are related to the goals or projects you are working on and other things that are important and relevant.  This helps you weed out the unimportant tasks and things that can be delegated and keeps you focused on what’s important.

The second key is knowing when to do what.  Know your priorities and stick to them.  Priorities should be created when your projects and goals are created.  If the projects and goals that you’re focused on don’t have a priority attached to them, determine them.  Once you know your priorities for each, you know the priority of the related tasks as they filter down to your daily to-do list.  This has you be in the practice of scheduling your priorities and not prioritizing your schedule.

The third key to being a task master is personalizing everything.  Know the time of day that you are at your best mentally and physically and use that time to carry out your top priority tasks so that you’re not working against your grain.  Organize your work space according to how you work and assign a place for everything so that it’s easily accessible.  This way you’re not wasting time looking for things.  You’re working on the tasks at hand.

These three keys will keep your daily to-do list trim and fit, with no extra filler.  Be particular about what you give your time to.  If something doesn’t fit, don’t give your time to it.  Always keep your priorities in mind and allow them to guide you.  There will be many things that will try to get your attention and your time, but you get to choose how you spend your day.  Stick with habits that support you and you will be able to get it all done.  You will be a task master.

Once you’ve created your to-do list, the items on it should be prioritized.  Ideally, when the items reach your to-do list they should already have a priority based upon the priority of the projects or goals they are related to.  If, however, you don’t have that system in place yet, look at the items on your to-do list and assign a priority to each.  I recommend the ABC method when it comes to prioritizing.

Of course a top priority or something that is very important would be an “A” task.  Things that have serious negative consequences fall under this category.

A “B” priority is considered important-not as important as an “A” task.  There are only minor negative consequences for not completing it.

“C” priorities are things that would be nice to do, of course, not as important as A&B priorities and there aren’t any negative consequences for not completing them.

You can even take it a step farther.  Look at all of you’re a tasks and assign numbers to them so that you end up with A1, A2, etc.  Anything beyond a “C” priority is something that can be “D”, delegated or “E”, eliminated altogether.  Things beyond a “C” priority are not worth your precious time.

As I mentioned, ideally, tasks have a priority when they reach your to-do list based upon the project or goal they are associated with.  When you initially add or begin planning for a project its priority should be assigned at that time.  This way, related tasks already have a priority when they filter down to your to-do list and it has you scheduling priorities instead of prioritizing your schedule.  Two very distinct things.  Scheduling your priorities will save you time and increase your productivity.

In my next post I’ll share information on using you daily to-do list.

When it comes to having tasks hit our to-do list and calendar, typically, people schedule their tasks without thinking about it, with things getting put in your calendar at random or because they have importance in that moment.  Once they’re on your schedule, it’s more difficult to figure out what’s important and what things take priority.  This is how most people operate on a daily basis, prioritizing their schedule.

When you flip the script and schedule your priorities you operate from a place of power.  You already know what priorities each task has because of its associated goal.  Of course, your goals are created and prioritized ahead of time, so that you have a clear picture of what you’re doing and why.  Things get to your schedule because you know they belong there and you know exactly where they belong and why.  Instead of wasting time after items are on your schedule to figure out priorities, you can take action and get things done.

Operate from that place of power and know that when you do, your priorities will support you and get you from point A to point B and help you maintain the momentum that you need to accomplish what you set out to do.

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