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What is the best way to determine high-priority tasks?

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As a supervisor, you have to juggle multiple tasks and responsibilities every day. But how do you decide which ones are the most important and urgent? How do you prioritize your work and your team's work without compromising quality, efficiency, or deadlines? In this article, you will learn some practical tips and tools to help you determine high-priority tasks and manage them effectively.

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1 Define your goals and criteria

Before you can prioritize your tasks, you need to have a clear vision of what you want to achieve and how you will measure your success. What are your short-term and long-term goals as a supervisor? What are the expectations and objectives of your organization, your customers, and your stakeholders? How do you align your tasks with these goals and expectations? You can use tools such as SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) or OKR (Objectives and Key Results) to define and communicate your goals and criteria.

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Manuel Teixeira

Mechanical Engineer | Product Engineering | Production Manager | Team Builder | Continuous Improvement | Lean Manufacturing | Production Planning
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In my opinion the are several ways to address this issue. Of course you need to have a vision of what is necessary to achieve and how to define priorities. But you can start with two simple procedures: - If one task can be completed in two minutes or less, do it immediately. This will help to address small tasks quickly, preventing them from accumulating and becoming overwhelming. - Evaluate tasks based on their potential impact and the effort required to complete them. Focus on tasks that offer a high impact with relatively low effort.

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2 Identify and categorize your tasks

Once you have your goals and criteria, you need to identify and categorize all the tasks that you and your team have to do. You can use tools such as a task list, a calendar, a project management software, or a workflow diagram to capture and organize your tasks. You can also group your tasks by type, project, deadline, or importance. For example, you can use the Eisenhower matrix to categorize your tasks into four quadrants: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important.

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Manuel Teixeira

Mechanical Engineer | Product Engineering | Production Manager | Team Builder | Continuous Improvement | Lean Manufacturing | Production Planning
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Once the goals and criteria are defined, you must structure the analyses of priorities. Two great tools for this are Urgency and Importance Matrix and Priority ABCD Method, which will help to define what address in first and what is even possible to delegate. Deadline proximity and tasks that directly impact customers or stakeholders must be considered. Addressing their needs promptly can have a positive impact on relationships and business outcomes.

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3 Evaluate and rank your tasks

After you have categorized your tasks, you need to evaluate and rank them according to their priority. You can use tools such as the Pareto principle, the ABCDE method, the MoSCoW method, or the Ivy Lee method to assign priority levels to your tasks. For example, you can use the Pareto principle to focus on the 20% of tasks that produce 80% of results, or the ABCDE method to label your tasks as A (must do), B (should do), C (nice to do), D (delegate), or E (eliminate).

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Deepa Ajish

Vice President | ServiceNow Transformation & Automation Leader | Security & Compliance | IT Security Strategist | Judge | Coach | Mentor
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Evaluate the impact. If the overall result has a broader impact, it needs to be top-ranked. Another consideration would be any production break or prevention would automatically hit high priority.

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Manuel Teixeira

Mechanical Engineer | Product Engineering | Production Manager | Team Builder | Continuous Improvement | Lean Manufacturing | Production Planning
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After analysing the importance of each task, it is time to rank and prioritize, a good method is using a Pareto and focus on the tasks that will return highest results. Don′t forget to identify tasks that are dependent on others or have dependencies. Addressing tasks with dependencies can prevent bottlenecks.

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4 Plan and execute your tasks

Finally, you need to plan and execute your tasks according to their priority. You can use tools such as a schedule, a Gantt chart, a Kanban board, or a Pomodoro timer to plan and track your tasks. You can also use tools such as a checklist, a progress report, a feedback system, or a review session to monitor and evaluate your tasks. For example, you can use a schedule to allocate time blocks for your tasks, a checklist to mark off your completed tasks, or a feedback system to collect and implement suggestions for improvement.

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5 Adjust and improve your priority management

Priority management is not a one-time activity, but a continuous process that requires regular adjustment and improvement. You need to review and update your goals, criteria, tasks, and tools as your situation changes. You also need to learn from your experience and mistakes, and seek feedback and support from others. For example, you can use a SWOT analysis to identify your strengths, weaknesses, opportunities, and threats, or a mentor or a coach to guide and advise you on your priority management.

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6 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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Samara Salah

at Samara Training Services
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we need to remember that priorities change and new developments arise in the workplace .. hence; it is essential to have dynamic approach in determination of the priorities and have the flexibility to adjust accordingly

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Manuel Teixeira

Mechanical Engineer | Product Engineering | Production Manager | Team Builder | Continuous Improvement | Lean Manufacturing | Production Planning
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Allocate specific blocks of time for different tasks or types of work. This helps you create a structured schedule and ensures that important tasks receive dedicated time.

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What is the best way to determine high-priority tasks?

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3

4

5

6

1 Define your goals and criteria

2 Identify and categorize your tasks

3 Evaluate and rank your tasks

4 Plan and execute your tasks

5 Adjust and improve your priority management

6 Here’s what else to consider

Supervisory Skills

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What is the best way to determine high-priority tasks?

1

2

3

4

5

6

1 Define your goals and criteria

2 Identify and categorize your tasks

3 Evaluate and rank your tasks

4 Plan and execute your tasks

5 Adjust and improve your priority management

6 Here’s what else to consider

Supervisory Skills

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