How do you prioritize your tasks when you have multiple deadlines?
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The first step is to assess your tasks and identify what needs to be done, when, and why. You can use a task management tool, a spreadsheet, or a simple list to capture all your tasks and their details. Include information such as the deadline, the estimated time, the difficulty level, the dependencies, the impact, and the stakeholders. This will help you to have a clear overview of your workload and to sort your tasks according to different criteria.
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Some ways to get started is by listing out the to-do's. I like using the Eisenhower matrix which allows me to see what I must do, what can wait, what can I delegate and what can I just not do at all.
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Completing multiple priorities comes with any profession but carving out an approach that works for people may be different. For me whenever faced with multiple deadlines and tasks, I categorize each of them in a way such as anything critical impacting a submission/deadlines takes my priority and have to be handled first then tasks as per the pre-schedule timeline and then those that can wait for my attention and doesn't impact the flow of the project I am working on. However, taking all things granted, it depends on person to person but putting gentle reminders for yourself and taking notes always help in order to sort out minute details that may go off-guard sometimes due to multiple management.
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The important steps are, Assessment: Thoroughly evaluate daily/routine tasks, noting deadlines, time estimates, dependencies, and stakeholders. Clear Overview: Compile a comprehensive list for workload overview. Prioritization Criteria: Sort tasks based on urgency vs. importance vs. dependencies. Deadline Sensitivity: Prioritize deadlines to avoid negative consequences. Effort vs. Impact: Evaluate tasks' effort against potential impact, focusing on high-impact, time-sensitive activities. Stakeholder Involvement: Prioritize tasks requiring collaboration or input from key stakeholders. And most importantly, Flexible Planning: Adapt priorities based on emerging information for dynamic task adjustments.
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When you are faced with multiple deadlines and several projects sitting in your queue it is important to remain incredibly organized. I would review each of the tasks that I have and rank them in order of importance then look at all of the objectives each possess. If there is some overlap you may be able to knock parts of different projects out in the same time block. Once you have your projects broken down make sure that you create the space needed to see them through to completion.
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One thing that benefits me when assessing my tasks is using an Eisenhower matrix. I need to see what tasks need to be deleted, what needs to be delegated, and what may need to be done by me, to name a few. It is essential to categorize each task, so it is manageable and does not consume my energy.
The next step is to categorize your tasks based on their urgency and importance. A common method is to use the Eisenhower matrix, which divides your tasks into four quadrants: do first, schedule, delegate, and eliminate. Do first tasks are urgent and important, and should be done as soon as possible. Schedule tasks are important but not urgent, and should be planned for later. Delegate tasks are urgent but not important, and should be assigned to someone else if possible. Eliminate tasks are neither urgent nor important, and should be dropped or minimized.
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You don't need a special piece of paper for this but you can easily google a chart to help you to do this. Otherwise, just pull out some paper and a pencil and make a "t". In each quadrant, list out the must do, can wait, delegate or just not do. Then, get to listing out your tasks. No need to put them in order, just brain dump.
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As a self-manager, categorizing is a crucial point. 1. Do First (Urgent and Important): Tasks requiring immediate attention due to their urgency and high importance. 2. Schedule (Important but Not Urgent): Tasks with significant importance but without immediate deadlines, suitable for planning and scheduling. 3. Delegate (Urgent but Not Important): Tasks that are time-sensitive but may not require your direct involvement; are suitable for delegation to others. 4. Eliminate (Neither Urgent nor Important): Tasks lacking urgency and importance, candidates for removal or minimization from your workload.
The third step is to prioritize your tasks within each category and decide on the order of execution. You can use different techniques to rank your tasks, such as the MoSCoW method, the Pareto principle, or the ABCDE method. The MoSCoW method assigns each task a priority level: must have, should have, could have, or won't have. The Pareto principle states that 80% of the results come from 20% of the tasks, so you should focus on the most impactful tasks. The ABCDE method assigns each task a letter from A to E, where A is the highest priority and E is the lowest.
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Prioritizing tasks is crucial as it ensures effective time and resource management, optimizing productivity and goal achievement. By identifying and focusing on high-priority tasks, individuals or teams can address urgent and important matters first, preventing potential crises and meeting deadlines. Prioritization also enhances efficiency by allocating resources strategically, reducing stress, and enhancing overall work quality. It enables a clear roadmap for goal attainment, preventing overwhelm and fostering a structured approach to task completion in both personal and professional settings. Few techniques can be applied but it is mostly depending on individuals' plans and priorities.
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As you progress through your tasks and your many projects you will probably need to adjust your approach. You may find that you need more hands involved and have to delegate a few things. Other projects may move faster than what you thought so their tasks can be removed from your master list. In other cases a client may come to you and decide they want certain things changed so you have to be flexible and tackle these changes. Keep an open mind and learn to be flexible when dealing with others. Just be sure to set boundaries on last minute changes so that you don't cause yourself to feel too stressed or overwhelmed.
The fourth step is to execute your tasks according to your prioritization and schedule. You should follow some best practices to optimize your productivity and performance, such as setting SMART goals, breaking down large tasks into smaller subtasks, batching similar tasks together, avoiding multitasking and distractions, tracking your progress and time, and taking breaks and rewards. You should also communicate your priorities and expectations to your stakeholders, team members, and managers, and update them on your status and challenges.
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Execute tasks efficiently, also keep these points in mind: Strategic Implementation: Begin with tasks of utmost priority and importance. Concentration: Focus on one task at a time, ensuring thorough attention and quality output. Adaptability vs. flexibility: Be open to adjustments in your plan, accommodating unexpected challenges. Resource Optimization: Allocate resources precisely to enhance productivity and meet deadlines. Continuous Evaluation: Regularly assess progress and refine strategies for optimal results. Feedback Loop: Seek feedback from stakeholders to improve processes and outcomes. Transparency: Maintain open communication, providing regular updates on progress and addressing challenges proactively.
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First off, you'll want to make sure that you have scheduled sufficient time to work on your project tasks. Then you need to gather all of the materials and tools you need so that they are in close proximity of each other and you don't need to constantly go looking for something. Set timers for yourself so that you can take scheduled breaks, but commit to working with ferocity for the 45 minute blocks you have scheduled. When you have a lot on your plate, discipline needs to take over and distractions have to disappear. Make sure that you communicate to others your need for focused work time so that they only interrupt you in the case of a true emergency.
The fifth step is to review your tasks and evaluate your results and feedback. You should check if you met your deadlines, delivered quality work, achieved your goals, and satisfied your stakeholders. You should also reflect on what went well, what went wrong, what you learned, and what you can improve. You should celebrate your successes, acknowledge your mistakes, and apply your learnings to your future tasks.
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Another lens to consider is how many of your tasks were reactive versus proactive. For example, are you spending the majority of your time on things that will have a long-term benefit or lead to a larger outcome? Or do most of your tasks only generate quick wins? We can often succumb to short-term thinking when it comes to prioritizing our tasks. Think bigger and it will lead to greater results!
The final step is to adjust your tasks and priorities based on any changes or new information. You should be flexible and adaptable to cope with unexpected events, urgent requests, shifting deadlines, or feedback loops. You should review your task list regularly and update it accordingly. You should also reprioritize your tasks if necessary and communicate any changes to your stakeholders, team members, and managers. You should also seek feedback and support if you need help or guidance.
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I think if you're working on tasks you've done before and can reasonably estimate the time to accomplish your tasks then block the time off in your calendar according to deadlines. Also, if there are tasks that will take minimal time and effort, just get them out of the way, regardless of deadlines.
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There is no right answer when it comes to getting things done or how to prioritize tasks. I recommend trying different methods and evaluating what works best for you. There are so many productivity "gurus" out there touting THE best method that it can be overwhelming. The bottom line is that the best system is one that you will use consistently, period. It doesn't matter if it's an app, a physical planner, a website or a change in lifestyle, if you're not using it then it's not an effective system.
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