How do you prioritize tasks based on urgency?

It's a good idea to block time on your calendar for each task that you have decided to do yourself and quick 10 minute blocks to give feedback on delegated tasks. This helps you not to loose track of time while finishing the tasks listed for the day.

All of these methods can be overwhelming in themselves, so I made up my own methods. The Eisenhower matrix is great and definitely works, but I would simplify it further. Use this stage to simply look at your tasks and ask yourself: "Which of these tasks could someone else do just as well or better?" --> These tasks you need to delegate "Which of these tasks wouldn't really matter if I didn't actually do them?" --> These tasks you need to eliminate This will help you streamline your list further. After this though, I needed another method to work through my tasks and that's where my P-L-A-N method came in. See below for more info on that.

This method is OK, but I still think there's an easier way: My P-L-A-N system is as follows: ?? = ???????????????? These are non-negotiable and must be done first. These are either time-sensitive or significantly help you and your business. ?? = ?????????? These are also important tasks, but you should not think about these until you have completely finished your priority section. ?? = ?????????? ???????? These are tasks that still need to get done, but they are not time-sensitive. There are still benefits to getting these completed. ?? = ???????? ???? ?????? ???? These are tasks that can be put off, as there's no serious consequence if they don't get completed.

We use this method within the world of web design. When a client gives us a brief, we ask them to write down all the features they'd like to have, using the MoSCoW technique. I think it works out well for that for sure. My P-L-A-N method above is also very similar to this. The idea is that you can also re-shuffle your list as you go through and cross them off. Priorities change.

I also like to use a method that mixes the above with first a couple of questions to each task - is this task worth my effort, Am I the best placed to it or it’s better delegated - basis this then prioritise tasks basis any method above… Delegation is extremely important as far as prioritisation is concerned..:

To-do lists can actually decrease productivity, so it doesn't matter what system you pick, just use one wisely. The idea is to streamline your process so you can get organised as quickly as possible and you are focused on a clear set of goals. You want to work efficiently and only on tasks that you need to. I made up my own P-L-A-N system because I didn't quite like the other systems. So, you can adapt what works for you. I like it because the N section isn't just written off, but you may still get to it someday.

I prioritise tasks based on urgency with common sense. I don’t know how to explain common sense but now I’m inspired to think about how to explain it.

You should also consider how much time and energy you have when prioritising tasks. I highly recommend 'Getting Things Done' by David Allen. In the book, David outlines his system which recommends amongst other things listing tasks by location. For example - I have one list that reads 'Car' and before I set off I look at the tasks I can do, most of which tend to be calls, but a few are errands. I then consider how long my journey is, how much energy I have and select from my list which I can get done and therefore make my journey way more productive. Sometimes it might be just one, but at other times I can cross several things off my to-do list easily. Give it a go and let me know how it works for you.