It is difficult to worry about prioritizing tasks when we feel the pressure of having more to do than there are hours in a day. It’s almost impossible to manage everything on your own when each task is competing for attention. But the key to making progress is to prioritize and make sure more important tasks are completed first.
I wanted to share with you some easy ways to help organize so achieving business online is manageable.
1. Make a To-Do List
This is where many of us go wrong. We make a to-do list that includes every job we will need to do in the next year or two and it is overwhelming.
So, make a long to do list that includes ALL your tasks and then choose from that list the daily to do list. Put the long list away and refer to it only when creating the daily list. Putting everything down on one list will clear your mind and help you focus on the most critical tasks.
Your daily to-do list is an easy and effective way to organize tasks in order of priority. It’s important to rank tasks from most important to least so that you can stay focused on the ones that need to be done first.
Break Down Big Tasks into Smaller Ones
Breaking down a large task or project into smaller, manageable steps makes it easier to prioritize tasks. Make a list of each part that needs to be completed in order for the overall goal to be achieved.
Track Your Time
This will make it easier to determine which steps should be taken first and how much time should be devoted to each one. You can even use time blocking to keep you on track for each step so you do not get distracted. Here is a blog post I wrote about my use of Time Blocking.
2. Use Task Management Tools
Task tracking software allows users to quickly log task information in one place and see an overview of their progress. By utilizing the various time management tools available, you can become better organized and gain control over your business by staying on top of commitments.
Using a task management tool can greatly improve your ability to prioritize tasks. By inputting all of your tasks into the tool and assigning them a level of importance or urgency, you can easily identify which tasks should be tackled first.
Many task management tools also allow for the creation of deadlines and reminders, which can further assist in keeping you on track and meeting your goals. Additionally, some tools offer features such as collaboration and progress tracking, making it easier to work with others on group projects and monitor the status of ongoing tasks.
Overall, utilizing a task management tool can help increase productivity and ensure that important tasks are completed in a timely and efficient manner. Have you tried online tools or project management tools to help you be more organized and productive?
Try apps such as CLICK UP or Trello.
3. Prioritize Tasks Based on Urgency
When it comes to prioritizing tasks, not all deadlines are created equal. Some are more urgent than others, so figure out which tasks must be completed as soon as possible and prioritize them accordingly.
It is wise to do the most important tasks first each day. This ensures that they are completed, and then fill in with other tasks on your to do list. And if you have a task that you think will take longer, break it up in steps and schedule out those steps.
It may help to use the Eisenhower Matrix. To get started, categorizing your tasks into four quadrants: urgent/important, important/not urgent, urgent/not important, and not urgent/not important.
Urgent/important tasks should be tackled first, followed by important/not urgent tasks. Urgent/not important tasks can be delegated or postponed, while not urgent/not important tasks should be eliminated or minimized. By using this matrix, you can prioritize your tasks and focus your energy on what matters most.
I don’t know if I would delete tasks,. Things that do not seem important or urgent today can rise in importance if just ignored.
4. Use the 80/20 Rule
The 80/20 rule, also known as the Pareto Principle, states that roughly 80% of effects come from 20% of causes. This principle can be applied to various aspects of life such as business, economics, and personal productivity.
For example, in business, 80% of revenue may come from 20% of customers, while in personal productivity, 80% of results may come from 20% of efforts or 80% of sales may come from 20% of your products.
Understanding and utilizing the 80/20 rule can help you prioritize their efforts and resources for maximum impact. Examining your stats will tell you where your effort will yield the most impact.
5. Set Deadlines
Having deadlines is a great way to ensure that you stay on track with your tasks. Not only will this keep you motivated, but it also helps to keep your priorities in check.
Try scheduling out for the week, month and quarter. Then for each step in the process, schedule that as well so you are not waiting until the last minute to actually finish your task.
Some people swear by quarterly planning and others will equally applaud 12 week planning. The main benefit is that you can start 12 week planning at any time. For more information, check out 12 WEEK YEAR by Brian Moran and Michael Lennington.
6. Delegate Tasks Where Possible
If you have multiple tasks that need completion, it may help to delegate some of them if possible. Don’t be afraid to ask for help or outsource some tasks to free up your own time and focus on the most important ones.
You can use online tools to speed up some of your tasks. Use a online tool to post to social media, use a tool to repurpose videos for other platforms or different design software such as Canva, Picmonkey or Stencil to create images.
Or check our Fiverr to hire someone to create video intros, logos, website banners and other services you may need.
7. Give Yourself Rewards
When tackling tough tasks, it can be helpful to set rewards for yourself when you accomplish something—whether that’s taking a break, having a snack, or treating yourself a special purchase. This can help motivate you to complete what may seem like an overwhelming task list.
This includes self-care as well. Make sure you are getting enough sleep, eating well, and exercising regularly. Taking regular breaks throughout the day can also help keep your energy levels up and ensure that you stay focused on what needs to be done.
8. Group Similar Tasks Together
Doing similar tasks in sequence can save you time and energy. For example, if you have several emails that need to be written, try writing them all at once instead of going back and forth between different types of work.
This technique is also called batching. If you are doing social media posts, try to create a week or weeks worth of posts at the same time and then use a scheduler such as Tailwind to schedule out your posts. You can also use Canva to schedule posts as well. This saves time and energy. Here is a blog post with my Three Favorite Tools for Automating Social Media.
9. Track Your Progress
Tracking your progress can help keep you motivated as you work through tasks and projects. Knowing what’s been completed and how much still needs to be done can give you a sense of accomplishment and encourage you to continue pushing forward with your work.
Sometimes it is difficult even in a week to see the progress that has been made. Try looking at your progress over a month or quarter to see the results. Keep a list of what you have accomplished over time because even the smallest steps will add up. You will surprise yourself.
By following these tips, you can prioritize tasks more effectively and make sure that the most important ones are completed first. This will help you stay organized and productive so that you can reach your goals in a timely manner. Getting more done is one goal but we also want to enjoy the work as well.