What are the best ways to prioritize tasks in your time blocking schedule?

You often hear people say they don't have time. However, we all have 24 hours. If you don't know how to manage your time effectively, you will always struggle to make time for your personal growth. You can use the ABCDE Method: Label tasks with letters: A for tasks with the highest priority, B for important but not urgent, C for nice to do but not critical, D for delegate, and E for eliminate or postpone. This method can help you prioritize your tasks and manage your time effectively.

Do this at the end of every day your prioritization will improve drastically Take out a piece of paper or open a Note on your laptop and ask yourself: What did I have on my to do list that didn’t get done today? Why didn’t they get done? Did they *need* to get done? This will help you understand how you’re spending your days, if your prioritization is correct, and how you can improve But most importantly: What are the the things I *absolutely* have to get done tomorrow Then, the next morning, do those first!

The end result is only part of the equation. It's how you get to the outcome and who you are as you walk along the path that can create a fulfilling life!

My daily log always begins with a "Priority" section. I also keep this section to up to 3 bullets only to help feel I can acheive those items. At the end of each day, I highlight what was accomplished in green, and maroon for those items I need to carry into the next day. Keeping it small scale and manageable is the way to go!

Remember that your goals are the compass that guides your actions and decisions. They give purpose and direction to your life. Take the time to reflect on what truly matters to you, align your goals with your values, and break them down into manageable steps. By doing so, you'll not only make the most of your time but also create a path that leads to fulfillment and success in both your personal and professional life.

I’m a big fan of the Eisenhower matrix. Using it properly and consistently will allow you to see that some activities are not worth being on your “to do” list. It is also a fabulous way to recognize tasks that you can delegate to others or outsource entirely.

Here are some of the best ways to prioritize tasks in your time blocking schedule: 1. Identify your most important tasks. 2. Estimate the time required for each task. 3. Schedule your most important tasks for your peak productivity times 4. Group similar tasks together. This will help you to stay focused and avoid distractions. 5. Schedule breaks throughout the day. Be flexible. Things don't always go according to plan, so be flexible with your time blocking schedule. If you need to adjust your schedule, don't be afraid to do so.

In my financial advisory career, the Eisenhower matrix was crucial. Quadrant one ensured immediate client needs and market changes were addressed. Quadrant two safeguarded time for team development and strategic client planning. Quadrant three identified delegatable tasks, maintaining focus on impactful activities, while quadrant four eliminated non-essential tasks, ensuring a streamlined, strategic approach in our operations and client management.

At D&Co (my boutique consulting firm), I work directly with small business owners who have been used to doing it all, on their own for a very long time. As such, the to-do lists end up so long that they don't even know where to begin. Prioritization becomes an increasingly important. Amongst several other tools, I do like recommending the Eisenhower matrix because it forces you to truly define what is important and then adds the extra layer of urgency. This matrix also helps small business owners more clearly define the tasks that need to be done - but they don't necessarily need to be done by the business owner (they can outsource or delegate).

In our fast-paced lives, it's easy to get caught up in the urgency of tasks in Quadrant 3 or be tempted by Quadrant 4 activities. However, real productivity and personal growth come from dedicating time to Quadrant 2 tasks—those that are important but not necessarily urgent. This perspective shift can lead to more purposeful use of your time, helping you align your actions with your long-term goals and vision. By consciously allocating your time blocks to Quadrant 1 and 2 tasks, you can work towards greater effectiveness and fulfillment.

Prioritise tasks, I like the 80/ 20 rule. Delegate routine work Do not procrastinate. It just makes the tasks larger and complicated Be mindfull in balancing people and material value while allocating time. Specially in balancing work and family. Self care to increase one's productivity.

The Pareto Principle, or the 80/20 rule, is a powerful concept that underscores the significance of prioritization. It highlights the fact that a small portion of your efforts often yields the majority of your results. Incorporating this principle into your time management strategy encourages a focus on tasks that truly matter. By identifying the critical 20% of tasks aligned with your goals, strengths, and passions, you can make the most of your time blocks and boost your overall productivity and performance. Remember, the Pareto Principle serves as a reminder to work smarter, not harder.

80/20 principle is a good way to see which tasks (the 20%) will make 80% difference in your work outputs. This can help you to see performance and impact. I believe nothing drives performance more than performance itself! Put a time block in your calendar (e.g. Google) and use this discretionary time to apply your mind to your work and innovative!

Patty Azarello calls this 'Ruthless Prioritization' in her book Rise. Pick the two or three things that are most important to your career and/or life goals, and discard everything else. This way you will have 100% of your time to dedicated to the chosen goals, while you won't waste time on lesser goals that will not be executed to perfection anyway due to dividing up your time. If you're clear about your priorities and why you've chosen to support these and not others, people will forgive you for not delivering in other areas as you deliver to perfection on your chosen goals.

I find this to be a key way to prevent feels of overwhelm or burnout. For me, it is important to balance tasks with a heavy mental (or physical) load with those that are easier and can be quicker wins. These lighter tasks are almost akin to a palette refresher; they can clear you mind a bit, and give you a sense of accomplishment while you prepare for the next task at hand. Some people prefer to start the day with an easy win to get motivated; others prefer to start the day by crossing the most arduous task off of their list. Experiment to see what works best for you.

I like to wake up early and start with more challenging tasks, then I like to go to the gym and then start with lighter tasks during the day when I’m prone to be interrupted by calls and emails and then I end the day with the more complex tasks again when the day is quieter. It helps me focus and get my work done more effectively, unless it’s a closing when it’s chaos and everything is urgent and needs to be done immediately. I’m that instance I struggle to have a decent plan to manage my energy and focus.

In addition to considering the time and energy required for the tasks and meetings, there’s always a need to recover from the last activity and buffers from 5 to 15 minutes can help a lot. We can’t expect productivity if we just stick our time schedules together with no room in between.

Balancing your tasks based on their time and energy requirements is a key aspect of effective time management. It acknowledges the human factor in productivity. Understanding your own natural rhythms and preferences can help you optimize your schedule. By tackling challenging tasks when your energy and focus are at their peak, such as in the morning, you can maximize your productivity. Including breaks and buffers is equally essential. These pauses allow you to recharge, refocus, and prevent burnout. Ultimately, the key is to tailor your time blocks to your unique needs, making the most of your high-energy moments and effectively managing your lower-energy ones. It's a strategy that can enhance your overall efficiency and satisfaction.

Keep in mind that not everyone is the same when it comes to levels of energy, motivation and creativity. For some people it is more beneficial to keep easy tasks in the morning, as their energy levels peak in the afternoon or evening and that is when they will deliver their best work.

Absolutely, prioritizing tasks is a dynamic process that should evolve with your life. Regular review and adjustment are crucial to ensure your actions align with your changing goals and circumstances. Think of it as a continuous improvement loop. By monitoring progress, seeking feedback, and evaluating the value of your tasks, you can make informed decisions about what deserves your time and attention. Being adaptable and flexible is key to staying effective. Life is unpredictable, and your priorities may shift unexpectedly. Being open to change and ready to adjust your time blocks accordingly ensures that you remain on track with your current reality and vision.

I've learned that time management is more "me management" than anything. Using prioritizing principles to organize work flow takes many forms but it boils down to doing what you have to as well as doing what you want to, then finding the best times in the day to do those things that work for you. If you are a leader in an organization, you also have to keep in mind what also works best for serving your team.

I learned to keep the major priorities at a maximum of three a day. These are the ones that move the needle the most and easier toward the results wanted. Everything else will start from a lower priority.

Reviewing the tasks to complete and it's priorities based on the task completion status is important. The method I used is note down all the scheduled tasks to be completed in the order of their priority. New tasks received will be placed appropriately in the list. Completed tasks will be removed from the list. Next day the process continuous. This helps to complete all the tasks on time without missed out anything.

Identify the most important thing (MIT). By identifying the most important thing to keep moving forward you eliminate everything else fighting for your attention. The MIT is the first thing you tick off as early in the day as possible where distractions are less. If there's one thing you need to get done today, it's the MIT. Life gets in the way but you don't want to break to momentum which is why the MIT is the MIT! Get it done ??

To prioritize tasks in your time-blocking schedule effectively, consider factors like urgency, importance, deadlines, and your own energy levels. Start with the most urgent and important tasks, schedule them during your peak energy times, and make sure to align your tasks with your long-term goals. Regularly reviewing and adjusting your schedule is key to maintaining productivity.

EAT THE FROG Whatever is the most important thing you have to do, do it first thing in the morning and get it over with Your future self will thank you immensely

We often put our work as priority and we block our time to do the most important things or critical to us, but forget that our own wellbeing is more important to anything else. I used to block my time for 15 minutes, after a long meeting, just to sit down in my office, digesting everything that I just listen and discussed in the meeting, with a cup of coffee and two scoop of ice cream. I let my mind wonder and sit in a relax position, uninterrupted. Without opening my phone, message, or email. Just having myself. After that, I guarantee you that you will have more energy to go through your next item on your calendar.

Your calendar is your greatest ally. While some might feel that calendaring everything is restrictive, it actually brings you a lot of freedom. You free up mental space by not having to figure out what you should work on next. When you've calendared your meetings, your downtime, exercise, hobby, etc., it's much easier to stay on track. You can move smoothly through the day, while not forgetting to recharge between each time block and set your intentions for each upcoming event.

Pomedro technique Use a tomato timer to slice the day into 25+5 minutes or 50+10 minutes or 40+20 minutes time blocks of focussed work + relaxation (former + later time ) before going to the next time block.