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How can you prioritize tasks when deadlines are tight?

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When deadlines are tight, you need to prioritize your tasks effectively to avoid stress, burnout, and missed opportunities. Prioritizing tasks can help you focus on the most important and urgent aspects of your work, while also managing your time and resources efficiently. In this article, we will share some tips on how to prioritize tasks when deadlines are tight, using some simple tools and strategies.

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Aurore DIJOUX

Directrice du recrutement, Est du Canada

1 Assess your workload

The first step to prioritize your tasks is to assess your current workload and identify all the tasks that you need to complete by a certain deadline. You can use a tool like a to-do list, a calendar, or a project management software to list all your tasks and their due dates, as well as their status, dependencies, and stakeholders. This will help you get a clear overview of your work and avoid forgetting or overlooking any tasks.

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Sufyan Safdar

Business Developer | Specialist in B2B Sales, Lead Generation, and Strategic Partnerships | Helping Companies Grow Globally
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When facing tight deadlines, prioritize tasks by assessing urgency and importance. Focus on high-impact activities that align with project goals. Break down tasks into manageable steps, delegate when possible, and utilize time-blocking techniques. Stay flexible, adapt as needed, and maintain open communication to manage expectations effectively.

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2 Categorize your tasks

The next step is to categorize your tasks according to their importance and urgency. You can use a tool like the Eisenhower matrix, which divides tasks into four quadrants: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important. You can also use a tool like the MoSCoW method, which ranks tasks as must-have, should-have, could-have, or won't-have. These tools can help you prioritize your tasks by determining which ones are essential, which ones are valuable, which ones are optional, and which ones are irrelevant.

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Aurore DIJOUX

Directrice du recrutement, Est du Canada
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La matrice d’Eisenhower est un incontournable outils d'organisation et de prise de décision: grace à cet outil, vous pourrez facilement classer les taches en quatre catégories: les taches prioritaires, à planifier, à déléguer et à abandonner, et ainsi mieux passer à travers votre journée de travail.

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3 Plan your schedule

The third step is to plan your schedule based on your prioritized tasks. You can use a tool like a Gantt chart, a timeline, or a Kanban board to allocate time and resources for each task, as well as track their progress and completion. You can also use a tool like the Pomodoro technique, which breaks down your work into short intervals of focused work and breaks, to boost your productivity and motivation. These tools can help you plan your schedule by setting realistic and achievable goals, managing your expectations, and avoiding procrastination and distractions.

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4 Communicate your priorities

The fourth step is to communicate your priorities to your team, your manager, your clients, or any other relevant parties. You can use a tool like a status report, a meeting agenda, or an email update to inform them of your current workload, your prioritized tasks, your deadlines, and any issues or challenges that you face. You can also use a tool like a feedback request, a survey, or a rating system to solicit their input, opinions, and suggestions on your work. These tools can help you communicate your priorities by aligning them with the expectations and goals of others, building trust and rapport, and resolving conflicts and misunderstandings.

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5 Review and adjust your priorities

The fifth step is to review and adjust your priorities regularly, as your work situation may change or new tasks may arise. You can use a tool like a SWOT analysis, a KPI dashboard, or a reflection journal to evaluate your performance, your outcomes, and your satisfaction with your work. You can also use a tool like a change request, a scope statement, or a contingency plan to document and communicate any changes or deviations from your original plan. These tools can help you review and adjust your priorities by identifying your strengths and weaknesses, measuring your results and impact, and adapting to changing circumstances and demands.

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Aurore DIJOUX

Directrice du recrutement, Est du Canada
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Effectivement, une to do liste n'a pas vocation a être figée, c'est évolutif! La priorité du lundi, n'est peut être pas celle du mardi. Aussi, chaque tache ne va pas vous prendre le même temps à être accomplie. Dans le livre Eat That Frog!, Brian Tracy nous encourage à commencer notre journée avec la tache la plus ambitieuse, celle qui est supposée prendre le plus de temps et d'énergie, et de reléguer pour le reste de la journée les autres taches moindres.

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6 Reward yourself

The final step is to reward yourself for completing your tasks and meeting your deadlines. You can use a tool like a gratitude list, a celebration event, or a personal treat to acknowledge your achievements, express your appreciation, and enjoy your success. You can also use a tool like a learning log, a feedback session, or a career plan to reflect on your learnings, improve your skills, and advance your goals. These tools can help you reward yourself by enhancing your well-being, boosting your confidence, and motivating you to continue prioritizing your tasks effectively.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you prioritize tasks when deadlines are tight?

1

2

3

4

5

6

7

1 Assess your workload

2 Categorize your tasks

3 Plan your schedule

4 Communicate your priorities

5 Review and adjust your priorities

6 Reward yourself

7 Here’s what else to consider

Communication

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How can you prioritize tasks when deadlines are tight?

1

2

3

4

5

6

7

1 Assess your workload

2 Categorize your tasks

3 Plan your schedule

4 Communicate your priorities

5 Review and adjust your priorities

6 Reward yourself

7 Here’s what else to consider

Communication

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感谢您的反馈

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