How to Stop Sucking at Time Management and Prioritization: Gamify Your Tasks and Win ???

?? Aloha, changemakers, entrepreneurs and social innovators!

Is your to-do list is longer than a CVS receipt? ?? Ugh. You're not alone!

I am a chronic multi-tasker that just can't stop (thanks, ADHD ?? and literal brain damage from 8 different traumatic brain injuries ??). I am always neck-deep in tasks, working on a zillion projects, with a million ideas and very little sense of time ?. So I STRUGGLE to figure out which tasks to tackle first, and I struggle to stay focused. I often feel like a hamster on a wheel ?? – running impressively hard, but the view isn't changing. ??♂?

I need real help to keep it together and get anything done. ??

So, I decided to make my tasks into ... a game. ???

My Forward Faceplant into Game Design ??

About ten years ago, I was working hard on my theories about human behavior, writing sections of my book (which lives in the "forever forthcoming but not done yet" zone in part bc I am a terrible multi-tasker) when I finally "got" why this thing called "gamification" was becoming so BIG.

Everyone was talking about it. Gamify this, gamify that. ??

I was, to be honest, a bit annoyed. We have so many real issues to fix, why were so many people focusing on pointless distractions like games? ??

I've learned that almost everything I initially hate, feel annoyed by, or judge has some truth in it that I need to see, so, I swallowed my pride and started checking out the art and science of games.

I never thought I'd be into something so ... nerdy.. but it turns out that games are 100% about human psychology and behavior, my faves. It was like discovering a new secret portal into the human psyche, and it was artsy and fun! ??

So, I dove headfirst into game design. I ate up everything from the psychology of games to strategy and game mechanics, taking classes, getting certified, consuming studies and books and game models.

Games are more than just fun; they're powerful tools for learning and harnessing motivation. They teach us persistence, strategy, and reward us with the sheer joy of play. They are based on how our brains actually work, leveraging how we learn and the secrets to what subconsciously motivates us.

But they’re also a fantastic way to make our daily grind less grind-y. ??

The Pressures of a Play-less Professional World ??

The professional world often feels like a "joy vacuum". It super-sucks. The hyper-focus on presenting oneself as "professional" (which often equates to "impenetrable, personality-less and machine-like) drives us into roles where we become more and more like NPCs (non-player characters) in our own lives.

Our brains were never designed to operate this way. The impact of trying to function and succeed in an environment that wasn't built for how humans actually work is not just mentally trying, it is deeply emotionally and physically draining.

All work, no play, leads to burnout, isolation, and even depression. We weren’t meant to live like that. And luckily, we don't have to.

So, how do we bring joy back into our daily grind? ??

Here's how I did it:

The Struggle is Real ??

Picture this: I’m an entrepreneur, a creator, and a die-hard optimist and thriving-life practitioner. My life revolves around holistic living and thriving practices, and I'm living a life of purpose and passion. But even with all the skills and tools I've armed myself with, I was burning out. I'd spend all day grinding on projects I loved but still felt dry and crispy by nightfall. I needed to get juiced up! ??

The Lightbulb Moment ??

One day, I realized I missed the spark – the playfulness that fuels creativity. I was going through my day with a posture of "get it done" and not a posture of "make it fun". And my body and mood reflected that.

So, I turned my to-do list into a game. Yup, I gamified my entire existence. Why? Because fun fuels productivity.

And boy, did it work. ??

Why Gamify? ??

Gamification isn’t just for kids. It’s a genius way to trick your brain into loving things that aren't intrinsically lovable. Not like your very creepy boss is unlovable [not sure any game can fix that], but like your worst daily tasks feel unlovable.

Games use rewards and challenges to keep us hooked. Why not apply the same principles to our work? Science backs this up – games tap into our desire for achievement and recognition (thanks, dopamine!). ?? source

Here's how I turned my worst daily stumbling blocks into my own personal Minecraft-my-way-to-success game! ??

My Ultimate Productivity Game: The Secret Sauce on My Noodle ?? ??

I combined Eben Pagan's Prioritization Pyramid with the Eisenhower Matrix and added game mechanics to gamify my prioritization of tasks.

This hybrid productivity matrix beast that I'm calling the Ultimate Productivity Game helps you prioritize tasks by their long-term value and immediate urgency. It’s a VIP pass to productivity heaven. ??

What is the Ultimate Productivity Game? ???

Here's a quick overview of how to turn your to-do list into a fun, rewarding game! ??

How It Works:

1. List Your Tasks ??: Write down everything you need to do.
2. Prioritization Pyramid ??: Rate each task from 0 to 4 based on long-term impact.
3. Eisenhower Matrix ?: Categorize tasks by urgency and importance.
4. Assign Points ??: Combine the pyramid value and matrix category to score each task.
5. Score Big ??: Complete tasks and rack up points by focusing on what matters most.

Why It Works:

Gamifying tasks makes productivity fun and engaging, keeping you motivated and on track! ??

The Game Pieces ?

You'll be using the proven prioritization methods below to assign points to each of your tasks.

Eben Pagan's Prioritization Pyramid:

• High Lifetime Value: Tasks that contribute significantly to long-term success and personal growth.
• High $ per Hour: Tasks that generate a high financial return.
• Low $ per Hour: Tasks that generate low financial returns.
• Zero $ per Hour/Negative Lifetime Value: Tasks that waste time or detract from long-term goals.

What I love about Eben Pagan's prioritization pyramid

I love this for categorizing the priorities in your life, because it helps you think about yourself as a whole, living being. It encourages you to take into account not just how much money you make, or what brass rings you capture, but instead, to see yourself as a spiritual, mental, emotional, and physical person, who has a lot to offer the world, and who's values include your relationships, how you can contribute, what brings you, joy, and your health and wellness.

Eisenhower Matrix:

• Urgent and Important (Do First): Tasks that need immediate attention and are crucial.
• Important, Not Urgent (Schedule): Tasks that are important but can be planned for the future.
• Urgent, Not Important (Delegate): Tasks that need immediate attention but can be delegated.
• Not Urgent, Not Important (Eliminate): Tasks that are neither urgent nor important and can be eliminated.

What I love about the Eisenhower matrix

The Eisenhower Matrix is super simple, but it forces you to place tasks on a timeline based on urgency as well as importance. You get to determine what the definition of urgent and important is, for you. But the simple act of categorizing it in this way lends itself to a timeline. It's easy to see what you need to do today versus what you can put off to tomorrow.

Why Complicate It by Combining Them?

In short, they both have drawbacks. The Eben Pagan Pyramid isn't that practical, while the Eisenhower matrix doesn't care about you.

By combining both of these matrices, and adding in a little value multiplier, we're able to assign tasks a value based on how much positive or negative impact they will have on your life, as well as how important/urgent they are. This is REALLY PRACTICAL and PRIORITIZES YOU.

Personally, I think this is a much better method for prioritization, one that takes into account both your holistic thriving as well as the practical need for getting things done in a reasonable timeframe.

Here’s the point system for the Ultimate Productivity Game:

?? Assign a value to each of your tasks based on where they land in this table:

Need a little more explanation?

High Lifetime Value (Highest Priority)

1. Urgent & Important (4UI): 400 points
2. Important, Not Urgent (4INU): 300 points
3. Urgent, Not Important (4UNI): 200 points
4. Not Urgent, Not Important (4NUNI): 50 points

High $ per Hour (High Priority)

1. Urgent & Important (3UI): 300 points
2. Important, Not Urgent (3INU): 225 points
3. Urgent, Not Important (3UNI): 150 points
4. Not Urgent, Not Important (3NUNI): 25 points

Low $ per Hour (Lower Priority)

1. Urgent & Important (2UI): 200 points
2. Important, Not Urgent (2INU): 150 points
3. Urgent, Not Important (2UNI): 100 points
4. Not Urgent, Not Important (2NUNI): 0 points

Zero $ per Hour/Negative Lifetime Value (Lowest Priority)

1. Urgent & Important (0UI): 50 points
2. Important, Not Urgent (0INU): 25 points
3. Urgent, Not Important (0UNI): 0 points
4. Not Urgent, Not Important (0NUNI): -100 points

Want some html code for that? Here ya go:

<table border="1" cellpadding="10" cellspacing="0" style="width:100%; border-collapse: collapse;">
  <thead>
    <tr style="background-color: #f2f2f2;">
      <th>Priority Level</th>
      <th>Urgent & Important</th>
      <th>Important, Not Urgent</th>
      <th>Urgent, Not Important</th>
      <th>Not Urgent, Not Important</th>
    </tr>
  </thead>
  <tbody>
    <tr>
      <td>High Lifetime Value (4)</td>
      <td>400 points</td>
      <td>300 points</td>
      <td>200 points</td>
      <td>50 points</td>
    </tr>
    <tr>
      <td>High $ per Hour (3)</td>
      <td>300 points</td>
      <td>225 points</td>
      <td>150 points</td>
      <td>25 points</td>
    </tr>
    <tr>
      <td>Low $ per Hour (2)</td>
      <td>200 points</td>
      <td>150 points</td>
      <td>100 points</td>
      <td>0 points</td>
    </tr>
    <tr>
      <td>Zero $ per Hour (0)</td>
      <td>50 points</td>
      <td>25 points</td>
      <td>0 points</td>
      <td>-100 points</td>
    </tr>
  </tbody>
</table>
        

Real-Life Examples ??

Let's break it down with some real-world tasks for entrepreneurs:

High Lifetime Value (4)

1. Prepare for a keynote presentation at an industry conference (4UI) - 400 points
2. Plan and start a new long-term strategic initiative for your business (4INU) - 300 points
3. Mentor a junior team member (4UNI) - 200 points
4. Reflect and journal on personal and professional growth (4NUNI) - 50 points

High $ per Hour (3)

1. Respond to a high-potential client's email (3UI) - 300 points
2. Develop a proposal for a high-value project (3INU) - 225 points
3. Follow up on leads and network with potential clients (3UNI) - 150 points
4. Review competitor analysis and industry trends (3NUNI) - 25 points

Low $ per Hour (2)

1. Update website with new content (2UI) - 200 points
2. Schedule social media posts for the week (2INU) - 150 points
3. Organize your office and workspace (2UNI) - 100 points
4. Attend a general industry webinar (2NUNI) - 0 points

Zero $ per Hour (0)

1. Review monthly financial statements (0UI) - 50 points
2. Plan the office party (0INU) - 25 points
3. Respond to low-priority emails (0UNI) - 0 points
4. Attend an optional webinar with little relevance to your business (0NUNI) - -100 points

Now, let's play the game!

Imagine you have to choose tasks from the examples above, and need to prioritize them to get the most impact. Here are 2 ways your day could go:

Scenario 1:

Tasks Chosen:

1. Organize your office and workspace (2UNI) - 100 points
2. Attend a general industry webinar (2NUNI) - 0 points
3. Review monthly financial statements (0UI) - 50 points
4. Respond to low-priority emails (0UNI) - 0 points
5. Attend an optional webinar with little relevance to your business (0NUNI) - -100 points

Total Points: 100 + 0 + 50 + 0 - 100 = 50 points

In this scenario, the person is busy but not productive. Despite completing five tasks, their total score is only 50 points because most of the tasks are low-priority or even negatively impacting their productivity.

Scenario 2:

Tasks Chosen:

1. Prepare for a keynote presentation at an industry conference (4UI) - 400 points
2. Respond to a high-potential client's email (3UI) - 300 points
3. Develop a proposal for a high-value project (3INU) - 225 points

Total Points: 400 + 300 + 225 = 925 points

In this scenario, the person completes only three tasks but achieves a total of 925 points by focusing on high-impact, high-priority tasks. This approach leads to much more significant progress and better use of their time.

Conclusion?

• Scenario 1: Completed five low-priority tasks for a total of 50 points.
• Scenario 2: Completed three high-priority tasks for a total of 925 points.

By focusing on high-priority tasks, you can achieve more impactful results with less effort.

The Ultimate Productivity game proves that doing fewer, more valuable tasks can lead to greater productivity and overall success.

The game helps you easily understand and quantify the highest impact, and focus on the shortest road to success.

It’s not about how much you do, but what you do that counts. ??

How to Play the Ultimate Productivity Game ??

1. Write Down Your Tasks: Get everything out of your head and onto paper (or a digital list).
2. Apply Eben Pagan’s Prioritization Pyramid: Assign each task a numerical value from 0 to 4, based on its long-term value. Watch Eben Pagan’s Prioritization Pyramid video
3. Use the Eisenhower Matrix: Determine where each task fits (Urgent & Important, Important but Not Urgent, etc.). Check out Mind Tools - The Eisenhower Matrix; The Eisenhower Method
4. Calculate Points: Now you know how much each task is worth. Pick the tasks that will give you the highest scores.
5. Aim for High Scores: The goal is to rack up as many points as possible each day.

Then, if you would like, give yourself a reward for all your hard work based on the # of points you earned!

What is the point of points?

OK, so you go through all of this effort and at the end, what you have is a bunch of points? What's the point of that?

It might seem like a lot of work for just a bunch of numbers, but here's the deal:

Immediate Rewards for Long-Term Gains ??: Points give you instant gratification for tasks that contribute to long-term goals, making them more satisfying and motivating.

Motivation Boost ??: Points create a continuous source of motivation, encouraging you to keep pushing forward, even with less exciting tasks.

Value System ??: By assigning points, you create a new framework for valuing your work. It makes your efforts visible and appreciated, rewarding progress as you go.

Fun and Engagement ??: Gamifying tasks injects playfulness into your routine, reducing stress and making work more enjoyable.

In short, points turn everyday tasks into a rewarding game, keeping you focused, motivated, and engaged.

Give Yourself a Reward:

Tally up your points. What can hey "buy"? You can use them in exchange for things you really, really want. Mine can "buy" me a vacation (25K points), or an ice cream (2K points), or a day of doing nothing (10K points).

Give Others a Reward:

Or even better, compete with your accountability group or team members, create leaderboards, badges, and work toward prizes like a fun team experience. Get creative with your rewards!

Here's some ideas:

Intrinsic Rewards vs. Extrinsic Rewards

Intrinsic Rewards ? are internal, personal rewards that come from within the individual. They are driven by personal satisfaction, a sense of achievement, or the joy of completing a task. Examples include:

• Personal Satisfaction ??: Feeling proud of accomplishing a challenging task.
• Mastery ??: Enjoying the process of learning and improving skills.
• Purpose ??: Deriving a sense of meaning from contributing to a larger goal.

Extrinsic Rewards ?? are external rewards given by others, often tangible or visible. They are typically provided by an external source such as a boss, teacher, or parent. Examples include:

• Money ??: Bonuses, raises, or monetary incentives.
• Prizes ??: Gifts, trophies, or other physical items.
• Recognition ??: Praise, awards, or public acknowledgment.

Using the Points System for Rewards

The points system can be an effective way to motivate and reward yourself or your team. By accumulating points, you can set up a system of both intrinsic and extrinsic rewards.

Examples of Rewards

Intrinsic Rewards:

• Sense of Achievement: Completing a high-point task like preparing for a keynote presentation (400 points) can give you a strong sense of accomplishment.
• Skill Development: Earning points through tasks that improve your skills, like developing a proposal for a high-value project (225 points), can enhance your mastery and confidence.

Extrinsic Rewards:

• Experiences: Reward yourself with a day off, a weekend trip, or a special dinner out.
• Recognition: Share your achievements with your team or on social media to gain recognition and encouragement.
• Friendly Competition: Create a leaderboard with your peers to foster a sense of competition and camaraderie.

Balanced Rewards:

• Experiences Over Money: Instead of monetary rewards, use points to earn experiences such as attending a workshop, going on a hike, or having a movie night.
• Recognition and Praise: Celebrate milestones by recognizing each other’s efforts in meetings or through shout-outs on communication platforms.

Practical Implementation

1. Set Clear Goals: Define what tasks earn points and how many are needed for each reward.
2. Track Progress: Use a spreadsheet, app, or physical board to keep track of points earned.
3. Reward Regularly: Don’t wait too long to reward yourself or others. Consistent rewards maintain motivation.

The Benefits of Gamified Prioritization ??

• Clarity and Focus: Helps you quickly identify and focus on the most important tasks.
• Motivation: Turning tasks into a game makes them more engaging and less daunting.
• Balance: Encourages a holistic approach to productivity, factoring in personal health, relationships, and long-term goals.
• Efficiency: Helps you achieve more impactful results with fewer tasks.

The Psychology Behind It ??

Games aren’t just fun – they’re brain candy. They leverage dopamine to make us feel motivated and rewarded. This isn’t just fluff; behavioral psychology shows that rewards and positive reinforcement keep us engaged.

Remember - Balance is Key. ???

Over-gamifying can lead to burnout. So, use this method wisely and detox from dopamine overload when you start noticing yourself dope-out. source source

?? Time to Play! ??

Now, its your turn! Try it out and tell me how it goes.

Experiment with gamifying your life. See how it transforms your productivity and brings fun back into your day. Share your experiences, and see if it makes the grind a little more enjoyable. ??

Mahalo, Amber Jade

PS: Writing this article was worth a few hundred points. I've earned an afternoon walk in the sunshine. ?? ... and a chocolate. ?? Yay me!

#Productivity #Gamification #EntrepreneurLife #HolisticLiving #SustainableSuccess #GameDesign #BehavioralPsychology