Have endless ideas and goals, but not enough capacity to make everything happen? Stop trying to do it all, so you can say yes to what’s most important to you. Here’s how:
Make a list of your tasks
You’ve got your goals, both long-term and short-term. That’s great. The next step is establishing priorities. To begin prioritizing your work, you need to determine what tasks to undertake in order to make progress toward your goals.
Create a list of all of the tasks you need to do now and in the future. The next step is to sort them into ones that need to be done on a daily, weekly, and monthly basis.
From the comprehensive list that you’ve put together, take from it all of the tasks that you want to take care of during the month. The list can include priorities you have for your personal life as well as your work tasks. Then, pull out from your monthly list the tasks that you need to do each week and put them into a weekly list. Follow the same process to create your daily to-do lists.
Now you have a good idea of all of the tasks that you need to get done. The next step to optimizing your time is to figure out the tasks that are the most important and urgent, so that you can set priorities.
Urgent tasks are those that need to be taken care of as soon as possible, for example, a report you need to finish by the end of the day. But urgent is not the same thing as important. Something that is urgent may actually not even be very important.
Important tasks are those that propel you directly toward the goals you have set. These usually take more time to do and seldom have any specific deadlines associated with them. Get the urgent tasks out of the way first so that you can then set aside longer time periods to work on your important tasks.
Having this list of priorities helps you to tackle the most important tasks first so that you get done what you need to and are not wasting time on work that has little value.
When trying to determine how important your urgent tasks are, you need two weigh their value. For example, if one task is an assignment for a client, and another is administrative work, the assignment for the client has greater value and should be given priority.
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