Prioritizing is crucial to your daily success so here are some tips for prioritizing quickly in these fast-moving, turbulent times. I’m listing several methods here so you can choose the one that fits you best.
Before you do any prioritizing, realize that you’re better off when you make a written list of your tasks in advance, so you can look at them objectively. If you don’t do that, you’ll be trying to prioritize in your head – and with all of today’s pressure and last minute changes — you’re apt to get sidetracked by emotions and the stress of “urgent.” You don’t want that, so sure to always make a written list – in advance!
Once you have a written list there are a number of ways you can prioritize. Let’s call these ways “methods.”
Method #1: Use A’s and B’s
This is the procedure I described in detail in my book, “Get Your Ducks in A Row!”
Look a your written list and put the letter “A” to the left of those items on your list that are items you absolutely have to do on that given day. Then put the letter “B” to the left of the items that you’d like to do that day, but which, if you get in a jam, you could move them to another day.
When you do this, you’ll notice that you have a lot of “A” priorities, so put the number “1” as a footnote to the right of the most important “A” priority (A1). Put the number “2” as a footnote to the right of the second most important “A” priority (A2) and keep moving forward with the number 3, 4, 5, (A3, A4, A5). so you end up with a prioritized list.
Now, whenever you look at your list, you’ll now be able to focus on your most important priority first: (A1) and, when you’ve accomplished it, move on to A2, etc.
When you follow this method, you’ll find you reach your goals faster because you’re focusing on your key priorities.
Method #2: Use 1’s and 2’s
Method #1 (described above) works perfectly with a paper organizer (Franklin Planner, Daytimer, etc.) If you use an electronic organizer, however, you’ll note that it (PC or Mac) doesn’t have A’s and B’s in the areas where you make lists. It does have numbers, however, so use the numeral “1” for what you’d call an “A” priority in Method #1 (described above) and the numeral “2” for the “B” priorities (described in Method 1).
Get “Act” or “Outlook” software to help you prioritize with numbers on your PC. Get “Things” or “Remember the Milk” to help you prioritize on a Mac.
If you use a portable organizer (Blackberry, iPhone, or Palm), you can connect your Blackberry or Palm to your PC using “Act” or “Outlook” and then you can manage your priorities on the move. Likewise, if you use a Mac, consider “Remember the Milk,” “Toodledo,” “FCTasks by Franklin Covey or “Things” (described below). Each of these Mac programs has an Ap that can connect your iPhone with your Mac.
No matter what electronic device you use, you’ll quickly discover that you accomplish your goals faster by focusing on your “1” priorities first. That’s what matters most.
Method #3: “Green Time & “Red Time
Robert Krietel, best-selling author and professional speaker, recommends to clients that they with put their tasks in time blocks, which he suggests they call “Red time” and “Green time.” He defines “Green Time tasks” as those that promote value (i. e. call a client, follow through on customer matter, etc.) and that “Red Time tasks” are items that are “Bureaucratic” in nature (write report, check e-mail, etc.).
If you choose this method, it’s obvious that you’ll make better progress towards your goals when you focus on accomplishing the “Green Time tasks” first.
Method #4: $5,000 tasks & $5 tasks
My friend, Steven Iwersen, (http://www.steveniwersen.com/), a professional speaker, says that after he has made a list of all his tasks, he determines which ones are his “$5,000 tasks” and which ones are “$5 tasks.” He says that the “$5,000 tasks” are the ones he knows will bring him the most value in his day (i.e. talk with prospect, update brochure, write proposal) and that his $5 tasks are the ones that bring him the least amount of value (check e-mail, file papers), etc.
If you choose Steven’s method, it’s obvious that you’ll reach your goals faster if you concentrate on your “$5,000 tasks” first.
Method #5: Mac & iPhone
If you’re an Mac User and if you use an iPhone (I use a Mac and an iPhone), you might want to get the software called “Things” which is described at www.culturedcode.com.
This software helps you list all your ideas, tasks, and projects in visible and invisible categories. Thus, each and every day you can focus only on those steps that you said you wanted to take that day, while keeping all the other items (distractions) out of sight.
Summary
If you want to conserve time and get more done, it’s important to keep your prioritizing simple. The above four methods will help do that.
Do you have a comment or a favorite method of simplifying your priorities every day? Please let me know.