What tools are available to help you prioritize tasks?

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Prioritizing tasks is a crucial skill for any business professional, especially in a fast-paced and dynamic environment. However, it can be challenging to decide which tasks are more important, urgent, or impactful than others. Fortunately, there are some tools that can help you prioritize tasks more effectively and efficiently. In this article, we will explore some of these tools and how to use them.

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Maria Szyd?owska

Healthcare Solutions Strategist @ VOKA.io | Global Head of IT Innovations @ Innowise Group
Karen Hardman

Priority Management South Africa l Productivity Activist l Facilitator l Coaching

1 The Eisenhower Matrix

The Eisenhower Matrix is a simple but powerful tool that helps you categorize your tasks into four quadrants based on their urgency and importance. The idea is to focus on the tasks that are both urgent and important (quadrant 1), plan ahead for the tasks that are important but not urgent (quadrant 2), delegate or outsource the tasks that are urgent but not important (quadrant 3), and eliminate or minimize the tasks that are neither urgent nor important (quadrant 4). This way, you can avoid wasting time and energy on low-priority tasks and achieve your goals more effectively.

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Maria Szyd?owska

Healthcare Solutions Strategist @ VOKA.io | Global Head of IT Innovations @ Innowise Group
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My favourite method is the Eisenhower matrix. In conditions of working with a large number of tasks, this method is simply indispensable - it makes it possible to categorise tasks based on their urgency and importance and avoid becoming overwhelmed by a never-ending to-do list. Moreover, this matrix helps to increase focus on long-term goals. As for unobvious advantages, the Eisenhower matrix can be applied in team settings. By sharing the matrix with team members, it becomes easier to align priorities, delegate tasks, and ensure that everyone is working towards common goals. This fosters a culture of collaboration and accountability within the team.

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Karen Hardman

Priority Management South Africa l Productivity Activist l Facilitator l Coaching
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At Priority Management we use the Eisenhower matrix to assist our clients with planning their tasks and the matrix assists them to spread their tasks into manageable pieces of work spread over the work or month. Mastering spreading the work allows you to plan better and minimize stress.

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Mélanie Clabaut ?

??J'aide les entrepreneurs / les TPE à mettre des mots sur leurs produits ou services pour augmenter leur visibilité et leurs ventes - Consultante et formatrice en communication digitale - copywriting - ghostwriting
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La Matrice d'Eisenhower est sans doute l'outil idéal pour lutter contre la pression de l'urgence dans votre travail. Distinguer ce qui est urgent/non-urgent et ce qui est important/non-important vous permettra de savoir quoi prioriser immédiatement et ce qui doit être planifier. Cet outil permet aussi de savoir quelles taches vous pouvez déléguer à votre équipe lorsque vous êtes manager. Une tache urgente mais non-importante pourra être confiée à quelqu'un d'autre.

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2 The ABCDE Method

The ABCDE Method is another tool that helps you rank your tasks according to their value and consequences. The idea is to assign each task a letter from A to E, where A is the most important and E is the least important. Then, you can further prioritize your A tasks by adding numbers from 1 to 5, where 1 is the most urgent and 5 is the least urgent. The same applies to your B, C, D, and E tasks. This way, you can create a clear and logical order of execution for your tasks and avoid procrastination and distraction.

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Andrea Gatti

General Manager | Procurement Thought Leader | ERA Group - Europe
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In my past managerial role, I relied on the ABCDE method for task prioritization. A (Critical) tasks, like urgent client issues, were handled immediately to prevent escalation. B (High-priority) tasks, crucial for long-term goals but not urgent, followed to ensure strategic alignment. C (Medium-priority) tasks, important yet not immediate, were scheduled after A and B. Delegating (D) was key for tasks managed by the team, empowering them and freeing me for strategic endeavors. Lastly, E (Eliminate/Postpone) enhanced efficiency; tasks not aligning with current goals were either eliminated or postponed. This method provided structure, maximizing productivity and aligning actions with organizational objectives during my managerial tenure.

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3 The MoSCoW Method

The MoSCoW Method is a tool that helps you prioritize your tasks based on their scope and feasibility. The idea is to classify your tasks into four categories: Must have, Should have, Could have, and Won't have. Must have tasks are the ones that are essential and non-negotiable for your project or goal. Should have tasks are the ones that are important and desirable, but not critical. Could have tasks are the ones that are nice to have, but not necessary. Won't have tasks are the ones that are out of scope or unrealistic for your project or goal. This way, you can focus on the tasks that add the most value and quality to your project or goal and avoid overcommitting or underdelivering.

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4 The Pareto Principle

The Pareto Principle, also known as the 80/20 rule, is a tool that helps you identify and prioritize the tasks that have the most impact and results. The idea is that 80% of your outcomes come from 20% of your inputs, or in other words, 20% of your tasks produce 80% of your value. Therefore, you should focus on the 20% of your tasks that are the most meaningful and rewarding and delegate or eliminate the 80% of your tasks that are the least productive and satisfying. This way, you can optimize your time and energy and achieve more with less.

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Andrea Gatti

General Manager | Procurement Thought Leader | ERA Group - Europe
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The Pareto principle is very effective when you have to identify the "top offenders" among variables and issues that may have ruined or lowered your score, your budget, your sales - to make a few examples. You list them all, you give a weight to each, you order them by weight, and then you can safely assume that the 80% of the bad result comes from the 20% of the Top offenders, by weight. So you focus on that 20% of "offenders", and you'll have solved 80% of your troubles.

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5 The SMART Criteria

The SMART Criteria is a tool that helps you prioritize your tasks based on their specificity, measurability, achievability, relevance, and timeliness. The idea is to set SMART goals for each of your tasks, which means that they should be Specific, Measurable, Achievable, Relevant, and Time-bound. This way, you can clarify your expectations and standards for your tasks and track your progress and performance more easily and accurately.

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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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What tools are available to help you prioritize tasks?

1

2

3

4

5

6

1 The Eisenhower Matrix

2 The ABCDE Method

3 The MoSCoW Method

4 The Pareto Principle

5 The SMART Criteria

6 Here’s what else to consider

Business Communications

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What tools are available to help you prioritize tasks?

1

2

3

4

5

6

1 The Eisenhower Matrix

2 The ABCDE Method

3 The MoSCoW Method

4 The Pareto Principle

5 The SMART Criteria

6 Here’s what else to consider

Business Communications

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