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How can you use the 1-3-5 rule to prioritize tasks for better time management?

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Do you ever feel overwhelmed by the number of tasks you have to do in a day? Do you struggle to decide what to focus on first, or how to balance your work, personal, and other commitments? If so, you might benefit from using the 1-3-5 rule to prioritize tasks for better time management.

The 1-3-5 rule is a simple and effective method to organize your daily to-do list. It helps you avoid overloading yourself with unrealistic expectations, and instead focus on the most important and urgent tasks. Here's how it works:

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Anam S.

Designer | Communications Specialist | Business Development | Partnerships
Mark Holmes

Creative, Entrepreneur, Engineer, Life Insurance Agent
Raj Patel, M.Pharm

| Advancing Cancer Patient Care as Key Account Manager | Building Scientific Advocacy | Patient Centricity | 11+ Years…

1 Explain the rule

The 1-3-5 rule is based on the idea that you can only accomplish one big task, three medium tasks, and five small tasks in a day. These numbers are not fixed, but they serve as a guideline to help you plan your day and allocate your time and energy. A big task is something that requires a lot of focus, creativity, or effort, and might take several hours to complete. A medium task is something that takes less time and effort, but still contributes to your goals or deadlines. A small task is something that can be done quickly and easily, and might not have a significant impact on your outcomes.

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Mark Holmes

Creative, Entrepreneur, Engineer, Life Insurance Agent
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Recommend that you take into consideration which priorities are personal and which are imposed on you from outside to help define your rules and understand your list wholistically.

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2 Identify your tasks

The first step to use the 1-3-5 rule is to identify all the tasks you have to do in a day, and categorize them according to their size, importance, and urgency. You can use a paper planner, a digital app, or any other tool that works for you. Write down everything you need to do, from work projects and meetings, to personal errands and chores, to hobbies and leisure activities. Then, sort them into three groups: big, medium, and small.

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Anam S.

Designer | Communications Specialist | Business Development | Partnerships
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The 1-3-5 rule offers a structured way to prioritize tasks for better time management. Start by listing all your tasks for the day. Then, select one high-priority task (the "1"), three medium-priority tasks (the "3"), and five low-priority tasks (the "5"). By focusing on these specific tasks, you can avoid feeling overwhelmed and ensure that you address the most important and impactful items first. This approach helps you allocate your time and energy efficiently, increasing your productivity and reducing stress.

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3 Prioritize your tasks

The next step is to prioritize your tasks within each group, and select the ones that you will focus on for the day. You can use different criteria to prioritize your tasks, such as deadlines, impact, value, or difficulty. For example, you might choose the big task that has the closest deadline, the medium tasks that have the most value for your goals, and the small tasks that are the easiest to complete. You can also use the Eisenhower matrix, which divides tasks into four quadrants based on their importance and urgency, to help you prioritize your tasks.

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4 Schedule your tasks

The final step is to schedule your tasks for the day, and assign a time slot for each one. You can use a calendar, a timer, or any other tool that helps you manage your time. You should start with your big task, and work on it when you have the most energy and focus. Then, you can move on to your medium tasks, and intersperse them with breaks and distractions. Finally, you can finish your small tasks, and use them as a reward or a way to wind down. You should also leave some buffer time for unexpected events or emergencies.

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5 Review your progress

At the end of the day, you should review your progress and evaluate how well you followed the 1-3-5 rule. You should celebrate your achievements, and acknowledge the challenges you faced. You should also reflect on what worked and what didn't, and how you can improve your time management skills. You can use a journal, a tracker, or any other tool that helps you monitor your performance. You should also adjust your plan for the next day, and repeat the process.

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6 Benefits of the rule

The 1-3-5 rule can help you prioritize tasks for better time management, reducing stress and anxiety, increasing focus and productivity, enhancing motivation and satisfaction, and improving balance and well-being. It can do this by setting realistic and attainable goals for the day, working on the most important and urgent tasks first, completing and crossing off tasks from your list, and allocating time for different aspects of your life.

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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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Raj Patel, M.Pharm

| Advancing Cancer Patient Care as Key Account Manager | Building Scientific Advocacy | Patient Centricity | 11+ Years Experience | Altruist | Zoophilist |
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One Big Task (1) Three Medium Tasks (3) Five Small Tasks (5) To use this rule more effectively we can Limit the number of tasks, we can stick to the plan, we have to be flexible and periodically review our progress and adjust our tasks as needed. Further more we can use Eisenhower Matrix, ABCDE Method, Parito Principle, Eat that frog etc. for task prioritization.

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MacNeal Lashley, SMC?

Advisor Recruitment Consultant at Sun Life
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In my experience this is a great methodology which I use daily; this is also very similar to sales excellence… 10->3->1 contacts-> good prospects -> sales closed The idea is not to focus on “just” one large task vs a propionate number of activities. It's ensuring that you are focused on “a result” a meaningful outcome to the “project” at hand. Doing what is important, WHEN it is necessary BEFORE it before critical.

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How can you use the 1-3-5 rule to prioritize tasks for better time management?

1

2

3

4

5

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1 Explain the rule

2 Identify your tasks

3 Prioritize your tasks

4 Schedule your tasks

5 Review your progress

6 Benefits of the rule

7 Here’s what else to consider

Time Management

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How can you use the 1-3-5 rule to prioritize tasks for better time management?

1

2

3

4

5

6

7

1 Explain the rule

2 Identify your tasks

3 Prioritize your tasks

4 Schedule your tasks

5 Review your progress

6 Benefits of the rule

7 Here’s what else to consider

Time Management

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