How can you focus on important tasks that aren't urgent?

Differentiate between the tasks that are important and high on priority. They may seem similar, but they are not. You might have three equally important tasks to finish within a limited period. It is the priority aspect which guides in deciding the order of tasks. Next, you must decide how much time you will allocate to each task since you only have one day. One must practice the reflection technique to build self-awareness by asking questions about what you value the most. For example, Ask yourself, "This month does my health require more time and effort than my work submissions". Aligning your actions with your goals based on your value system helps you choose which task is put under an important or priority category

Physically print out a list of tasks with check marks next to them and the actual deadline, reference that list as needed and dedicate 5-10 minutes a day towards even just one of those tasks.

To effectively prioritise crucial tasks that lack urgency, start by categorising based on short and long-term benefits. Next, segment them into Must Have, Should Have, Could Have, and Won't this time. Must Have tasks propel immediate progress, while Should Have ensures momentum for tomorrow. Could Have items set the stage for a week ahead, and Won't this time factor in a month's necessity. This approach transformed my decision-making, ensuring seamless time management and unwavering productivity. In summary: 1. Must Have: Immediate tasks for progress today 2. Should Have: Tasks for advancement within 24 hours 3. Could Have: Assignments contributing to progress within a week 4. Won't this time: Tasks necessary within the next 30 days

Time block all the task to be done and split them into 5-10-15 minutes timeframe. Highlight the task based on time sensitivity, urgency and priority to have a flow state list for your working session. Schedule breaks in the middle and have fun !

Put a timeline and a Target. Having a big picture of the benefits of the task can help with motivation. Breaking the task into small bits or parts and check listing accomplishments, can make a large task look small and achievable

Time blocks in your calendar for essential tasks helps in not losing focus and valuable productivity. While it may be difficult, blocking out time for checking emails or reviewing certain tasks during the day helps define your day so things are not reactive- you are being proactive in view of the day. Even scheduling lunch and break times are important to help stay focused and motivated.

Important tasks that are not urgent tend to be forgotten until last minute or postponed indefinitely. Important/Not urgent tasks are usually stepping stones for accomplishing bigger goals. To accomplish a goal, do these 5 steps: 1) Set a deadline for accomplishing the goal. This works great especially for situations where there is no external deadline set. 2) Schedule time for reviewing progress (every 2-3 months, depending on set deadline) 3) Define milestones 4) Break milestones down into tasks with estimated time needed for completion (max. 2 hours at a time) 5) Block time slots in your calendar for the tasks. Be specific. Simply adding 2 h to focus on a big goal does not ensure you make any progress.

I like to set milestones goals for important, yet not urgent tasks. These smaller goals help me create more urgency based on a the shorter deadline assigned. It also helps to ensure I am making progress on those larger goals as opposed to waiting until the project becomes important and urgent based on the approaching deadline.

Scheduling time for important tasks involves a strategic approach: Prioritize Tasks: Start by listing important tasks based on their urgency and impact. Use methods like the Eisenhower Matrix or ABC prioritization. Time Blocking: Allocate specific time blocks for these tasks in your schedule. Designate focused periods, considering your peak productivity hours. Use a Planner or Calendar: Utilize tools like planners, digital calendars, or task management apps to schedule tasks. Set reminders to ensure you stick to your plan. Break Tasks into Smaller Steps: For larger tasks, break them down into smaller, manageable sub-tasks. Schedule these sub-tasks across several days or weeks.

I like to schedule a “ review period” during my week. This blocked out period helps me set time aside that is focused on getting the “ must be dones” off my plate so that I can get back to the tasks and things that fill my cup. The time is fully transparent with my team so they know what is being worked on and the “ why” behind it .

It is very important to avoid the waste time in cc and phone calls because after Covid there are many cc and the people, sometimes, spend a lot of time talking around a “loop” without yo progress, to avoid it: establish a programme, timing and conclusions. In some cases, an email is enough than a cc.

Training the mind that "this is focus time" is really the most-important. You may develop a ritual around talking a walk, getting some tea, sitting in a certain place in your office or at home, and listening to a certain kind of music tells your mind that "this is time to focus". This will help you manage distractions. Planning ahead, blocking your calendar & telling your team that you are in focus-mode or having some method to block notifications is crucial. For example, iOS & Mac devices now have customizable "focus modes" to help manage certain kinds of notifications (like calls from your kids), but blocking others. Afterward, reward yourself with a refreshing drink, a stretching session to thank yourself for the hard work.

Eliminating or delegating distractions is key for maintaining focus. Identify Distractions: Pinpoint what disrupts your focus. It could be social media, notifications, or multitasking. Digital Detox: Turn off non-essential notifications on your devices. Use apps or settings that block distracting websites during work hours. Time Blocking: Allocate specific periods for focused work. During these blocks, avoid non-urgent calls, emails, or messages. Prioritize Tasks: Focus on important tasks first. By completing these, you reduce the likelihood of distractions derailing your progress. Set Boundaries: Communicate your need for uninterrupted focus to colleagues or family members during designated work hours.

Utilize the do not disturb setting, it’s great for meetings and active work sessions. Improve your productivity by limiting your personal engagements during the workday. You don’t want be sitting in front of a screen longer than you have to.

Free your mind from extra activities, when doing an important task. It will build more energy and deal with distraction to completing a task.

Reviewing and reflecting on your progress is vital for personal and professional growth. Set Clear Goals: Ensure your goals are specific, measurable, achievable, relevant, and time-bound (SMART). These act as benchmarks for your progress. Regular Check-Ins: Schedule regular intervals (weekly, monthly, quarterly) to review your progress. Use these checkpoints to assess where you stand compared to your goals. Collect Data: Gather relevant data or metrics about your goals. This could include sales numbers, project milestones, personal achievements, etc. Reflect on Achievements: Celebrate successes and milestones. Acknowledging achievements boosts morale and motivation.

I would say, that amidst the hustle, pausing to review and reflect on our progress is the actual compass that could guide us towards the tasks of true significance. Regular checkpoints help identify those important but non-urgent tasks often overshadowed by the urgent ones. Considering what aligns with long-term goals, and recalibrating priorities accordingly is extremely crucial. By fostering a habit of reflection, we not only sharpen our focus on impactful tasks but also create a roadmap for sustained success. #PMO #ProgressReflection #PriorityFocus #CareerSuccess

It's essential to understand that rewarding ourselves isn't an act of self-indulgence or frivolous behavior. In the past, I, too, overlooked this aspect, perceiving it as promoting complacency or being unnecessary, to be honest. However, I've come to realize that this perception is misplaced. Rewards, in fact, can play a crucial role in our work productivity and overall well-being. They serve as positive reinforcements, aiding in motivation, fostering a sense of achievement, and inculcating a habit of acknowledging our efforts. Remember, we ALL deserve recognition for our hard work - especially if it comes from ourselves!

Rewarding yourself for completing important tasks is a great way to stay motivated. Here are some ways to do it effectively: Small Treats: After finishing a task, indulge in small rewards like a favourite snack, a short break, or a quick walk. Celebrate Milestones: For significant achievements or completing a series of tasks, plan a larger reward such as a movie night, a meal at a favourite restaurant, or a hobby-related activity. Positive Affirmations: Acknowledge your accomplishment with positive self-talk or affirmations. Remind yourself of your capability and hard work. Time Off: Grant yourself some guilt-free time off or relaxation. It could be a longer break, an afternoon off, or a day doing activities you enjoy.

Rewarding is important for any kind of activity. If you do, express it. It will make you more productive and enhance your skills in a positive way.

Completing important tasks, even when they aren't urgent, deserves its own celebration. Creating a personalized reward system that aligns with your passions and interests can work like magic. Whether it's treating yourself to a favorite snack, indulging in a leisurely activity, or taking a moment for self-reflection, acknowledge the significance of these achievements. Embracing the joy of accomplishment and cultivating a positive cycle of self-motivation for every task conquered is a step towards long-term success & every celebration is a positive nod to the journey. #PMO #TaskAccomplishment #CelebrateSuccess

Es tan importante la etapa de la recompensa y descanso, que Francesco Cirillo la considero como un hito clave dentro de su muy famosa "Tecnica Pomodoro", que establece que por cada 25 minutos de trabajo enfocado, debemos de alternar con 5 minutos de descanso a manera de recompensa para ir por un café, revisar el móvil o ir al sanitario.

Support in any work place is a key component to success When trying to accomplish certain tasks it’s a great idea to learn from your colleagues. They will have ideas on how to plan, delegate and execute in an efficient way due to the fact that they have done this before, ask questions and take the feedback offered, adjust and implement so that you are able and ready to work quickly but efficiently

I'd be mindful of giving someone MORE WORK to do when they are more exposed to potential burnout. Instead think about what you can do less of.

The best resource out there is other people. Learn from others successes and mistakes and you will succeed far quicker yourself in life and in business.

The truth is that most tasks are neither as important or as difficult as we imagine them to be. The best advice I ever got for getting things done was “You already know what to do, now just need to do it” It’s not always easy, but it’s definitely simple.

As a neurodivergent, ex-procrastinator, one thing that worked for me was reverse engineering the reason for the task. That helped me clearly define a timeline for a task that, seemingly, didn't have one. Another thing that worked for me was "just do it". Every task has to be done "right away". Once my brain was in full-work mode, it automatically prioritized the urgent tasks, while creating the small impact on the important-but-not-urgent tasks. This is something that takes active intent from me everytime. But creating a ritual about the tasks, like putting it down in the calendar, and doing atleast one thing to take the task progress from 0 to 1. That way, from that point on, Im continuing the task, not starting it.

La gestión del tiempo se vuelve crucial al enfrentarnos a tareas que no son urgentes pero sí importantes. Es fundamental asignar fechas de vencimiento a estas tareas, lo que facilita la creación de un plan de acción con hitos tempranos para medir el progreso. Al lograr peque?os éxitos, se refuerza la confianza y se mantiene la motivación para seguir avanzando de manera efectiva hacia los objetivos.

I felt at times my own personal tasks took a backseat or had to wait till the weekend. Scheduling appointments or catching up on educational material was always so tough to cram into my days and I would then be too tired to work on them on the weekends. I realized I spent hours in the car on my journeys to and from work and would spend judging other people’s driving abilities. To be more productive with my personal life and responsibilities I use my drives to book appointments, catch up on learning materials and catch up on missed calls with family and friends - with the help of technology. My favourite tools: - AirPods - Notes app - Voice dictation - Magnet phone holder

An example I've ever applied is compose to-do list with expected deadline and update timely. Anytime, I know what need to be done and consider who I can delegate or assign with clear advise and expected outcome and timeline.