How to Prioritize

Have a lot to do and running out of time? Then learn to rearrange things in order of priority. Here's how:

Choose the scope

It’s easier to prioritize if you focus on a single area at a time. Choose homework, housework, sorting files, cleaning the cupboard, etc.

List tasks randomly

Try to keep the list to a dozen tasks, if possible.

Mark the importance of each task

Consider the value of each completed task. Mark each task with H for high, M for medium or L for low.

Mark the urgency of each task

Consider an upcoming deadline. Mark each task with H for high, M for medium or L for low.

Mark the effort required for each task

Consider the time needed to complete each task. Mark each task with S for short, M for medium or L for long. A task that requires high concentration should be rated with a medium effort.

Compare all tasks

Highlight the most important and urgent tasks that require the least amount of effort.

The list may look like this:

Priorities WorksheetTaskImportanceUrgencyEffortPriorityCheck smoke alarm batteriesHighMediumShortSee Rocky Horror Picture Show (again)LowHighMediumPay utility billsHighHighShortVacuum under fridgeMediumLowShortGet haircutMediumHighMediumRedecorate bedroomMediumMediumLong

1. Make a decision.
   • Group the tasks with the highest importance and urgency and least amount of effort.
   • Decide which ones need to be done first based upon upcoming deadlines.
   • Tasks of low importance and urgency can be deferred.
2. Recopy the list to look like this:

Priorities WorksheetTaskImportanceUrgencyEffortPriorityPay utility billsHighHighShort1Check smoke alarm batteriesHighMediumShort2Get haircutMediumHighMedium3Vacuum under fridgeMediumLowShort4Redecorate bedroomMediumMediumLong5See Rocky Horror Picture Show (again)LowHighMedium6

1. Rearrange the list. Reconsider if not enough time was allowed to complete a task or if a due date is about to arrive.
2. Alternate tasks. Alternate a homework list with a housework list. You may need a break from sorting through your files or cleaning the cupboard.
3. Cross tasks off the list as you complete them. This gives you a sense of accomplishment. Reward yourself to spur further motivation.

Supplies

• Pencil
• Paper

Tips

• Use the wordpad or a spreadsheet on your computer. This omits having to recopy a list.
• Balance is the key.
  
  
  
  
  • A half hour to one hour per task is a reasonable amount of time to concentrate before needing a break.
  • Put time aside for the unexpected.
  • If two tasks have the same importance or urgency, consider the task that requires the least amount of effort.
  • With a school project, the things that are worth more points or due sooner should be at the top of the list.
  • Consider breaking up a long task into several shorter tasks. Shorter tasks are less daunting and more easily accomplished.
  • Tasks that require longer effort may need special consideration to put a length of time aside to complete them.
  • Omit or delay some tasks if they are of low importance and require a lot of effort.
  • Be realistic with what can be accomplished within a certain amount of time.
  • Allow time to rest, relax and replenish yourself.
  • Ask for help. Delegate part of your list to family or friends.
• Help and teach others. If you complete your tasks ahead of time, offer to help and teach your family or friends. Your parents may reward you with extra money in your allowance.

Warnings

• Your own safety and the safety of others is the first priority in all tasks.
• Your personal life, happiness and integrity should be at the top of your priority list.