Prioritization: an Important Productivity Technique

Productivity is sometimes seen as the ability to get multiple tasks done throughout the day. As finals approach, our to-do lists seem to be filled to the brim with assignments and extracurricular responsibilities. Hustle culture tells us that the more we do during the day, the better. It is more effective to get one crucial task done that has been on your mind for days than completing dozens of less important tasks off your to-do list.

 

How to Prioritize Tasks?

 

Technique 1: The Eisenhower Matrix

The Eisenhower matrix is a four quadrant box that helps you separate the important from the urgent. Important tasks are those that contribute to your long-term goals and mission. Urgent tasks are those that have a strict deadline and need to get done right away. Once you fill in the matrix with the tasks you need to get done, you will see that your tasks fit into four categories:

• Urgent and important: Do these tasks first
• Important but not urgent: schedule a time to do these tasks
• Urgent, but not important: delegate these tasks or contribute less time to them
• Not urgent and not important: drop these tasks

The Eisenhower Matrix enables you to see which tasks need your utmost attention, but it can be overwhelming if there are many tasks you need to get done.

Technique 2: The Ivy Lee Method

There are four rules to the Ivy Lee Method:

1. At the end of the day write down the 6 most important things you need to get done the next day. 
2. Arrange the list in order of tasks that need to get done first.
3. Start with task #1. Do not move on to the next one until that one is finished.
4. Finish as many tasks as you can. Move the tasks that did not get done over to the next day.

The Ivy Lee Method is meant to curtail distractions, so you get done what you actually need to get done instead of spending time on insignificant tasks.

 

Technique 3: Prioritize Most Important Work during Most Productive Hours

Not everyone is productive at the same hours every day. Knowing what times you work best will allow you to schedule different tasks at your most convenient hours. The best way to schedule tasks is to place:

• High value work when energy is highest- this is the time for deep work on projects or longer assignments
• Shallow work during energy dips (afternoon slump for example)- this is the best time to accomplish tasks that don’t require a lot of mental energy like emails or phone calls
• Enough breaks- setting enough time for breaks during the day is crucial for optimal performance

Conclusion

1. Use the Eisenhower Matrix when you have relatively few tasks/things you need to get done.
2. Use the Ivy Lee Method if you have a hard time completing tasks or if there are tasks with strict due dates that you need to complete.
3. The Productive Hours technique can be used with any of the other techniques and is crucial to saving time by allocating your energy and attention in the most effective way.