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POST 1: Alison - How to prioritize when everything feels important...?!

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POST 1: Alison - How to prioritize when everything feels important...?!

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Why not scroll through and explore the different options and choose the ones that feel right for you? (or pass onto a friend or relative)

Priority matrix

MoSCoW prioritization method

ABCDE method

Scrum prioritization

Bubble sort method

Most Important Task (MIT) method

The Ivy Lee method

1-3-9 prioritization technique

Two lists technique

Pareto principle (80/20 rule)

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There's never enough time to do everything you want to do. It's a universal problem. And we all accept that fact and live with its reality until the worst-case scenario rears its ugly head: there's not enough time to do everything you have to do.

When everything on your to-do list feels like it's of crucial importance (or when someone you answer to feels that way), use one or more of these prioritization techniques to help you identify your most important task and get work done.

What is a prioritization technique?

A prioritization technique helps you make informed decisions about the order you should complete your tasks based on different factors like their importance and due dates. With a list of prioritized tasks in hand, you have a shield to respectfully push back against unnecessary meeting invites and last-minute requests.

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For example, when stakeholders would approach my teammates with "urgent" requests, we would show them our prioritized task list and ask, "What should we cut in order to accommodate this request?" After seeing the importance of the other things on the list, urgent requests often suddenly became much less urgent.

But prioritization techniques aren't limited to regaining control over workplace tasks. They're also useful for managing competing priorities from your family, friends, and even that part of your brain that's always on the lookout for side projects.

How to prioritize tasks: 10 prioritization techniques

Much like identifying your working style, finding the right prioritization technique is personal. If there's a specific method you're interested in learning about, feel free to jump ahead. Otherwise, keep scrolling to explore the different options and choose the ones that feel right for you.

1. Priority matrix

The priority matrix technique consists of distributing your tasks across a four-quadrant matrix like the one shown below. The x-axis represents one value, and the y-axis represents another. Each quadrant, then, represents priority based on the defined values.

There are infinite ways you could organize your priority matrix. Here are popular priority matrix examples to get you started.

Eisenhower matrix

With the Eisenhower matrix, the x-axis represents urgency while the y-axis represents importance, leaving you with the following categories (from the top-left going clockwise):

Important but not urgent tasks are lower priorities that you should add to your to-do list for later.

Important and urgent tasks are your top priorities.

Urgent but not important tasks are ones that must get done but can be delegated to someone else.

Not urgent or important tasks are probably unnecessary distractions.

To use it, evaluate each task based on its urgency and importance, and then place the task in the corresponding quadrant.

By placing each task on your list into a quadrant on the Eisenhower Matrix, you can determine what needs to be done now, what you can save for later, what's worth delegating, and what you can scratch out altogether.

Impact effort matrix

In the impact-effort matrix, the x-axis represents impact,and the y-axis represents effort. So you'll have a matrix with the following quadrants (from top-left going clockwise):

To distribute your tasks accordingly, evaluate how much effort each one will take and the impact completing it will have. Any tasks in your Low effort, high impact quadrant are your top priorities, followed by ones in your High effort, high impact quadrants.

If you have a lot of tasks in these two quadrants, consider working on one or two from your Low effort, high impact quadrant. The sense of accomplishment from checking off these quick wins might give you that much-needed boost to tackle the rest.

Cost value matrix

In the cost-value matrix, the x-axis represents cost, and the y-axis represents value, leaving you with the following groupings (from top-left going clockwise):

Evaluate how much your task will cost (in terms of time) and the value it'll provide. Tasks in your High value, low cost quadrant are your quick wins, while ones in your Low value, high cost are tasks you should probably avoid.

With any of the matrix models above, you can sketch them out on paper or in a spreadsheet. Or you can use an app that has built-in features for building priority matrices, like TickTick.

2. MoSCoW prioritization method

The MoSCoW method is a simple prioritization technique where you assign every task on your to-do list to one of four categories:

M - Must do: M tasks are things you absolutely have to do.

S - Should do: S tasks are things you should do, but they're a lower priority than M tasks.

C - Could do: C tasks are nice-to-dos. You'd like to do them, but if you don't, it's probably not a big deal.

W - Won't do: W tasks are things that just aren't worth doing.

Note: If you have a lot of tasks that need delegation, the MoSCow method isn't for you. Jump to the ABCDE method for a better-suited alternative technique.

After you've assigned each task to a category, delete your W tasks. Breathe a sigh of relief at how much shorter your task list is now. Then get to work. Focus first on M tasks, followed by S tasks, and if you have time, C tasks.

By working on your list from the top down, you can ensure that you're always working on your highest-priority tasks.

For a seamless way to visualize and organize your tasks, try using a Kanban app like Trello or KanbanFlow. Create a list of unsorted tasks, and then drag each task into the appropriate category. You can also drag and drop tasks up and down within lists to specify the order in which you want to work on them.

But for the MoSCoW method to really work, you have to make sure all your tasks actually get added to your board, so you can categorize them. With Zapier, you can automate this process by connecting your Kanban app with your task sources, like Slack or your email inbox. Learn more about how to automate your Kanban board, or get started with one of these workflows.

To get started with a Zap template-what we call our pre-made workflows-just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.

3. ABCDE method

The ABCDE method comes from Eat That Frog by Brian Tracy. Similar to the MoSCoW prioritization technique, the ABCDE method gets you to assign each task on your list into a category:

The ABCDE method expands on the MoSCoW method by helping you prioritize the tasks you need to do and identifying the ones that can be done by someone else.

Kanban apps also work really well for this technique. You'll have one source list for all your tasks followed by additional lists to contain A, B, C, D, and E tasks. Drag and drop tasks from the source list into the appropriate category, then get started on your A tasks.

4. Scrum prioritization

Scrum prioritization (also referred to as Agile prioritization) is a prioritization method that relies on ordering your tasks based on both priority and sequence. This technique works particularly well when you have to take sequence into account.

For example, say your highest priority task is to re-tile your bathroom floor. However, you know that you also need to have plumbers run new pipes in your bathroom, and they'll have to cut into the floor to do so. Getting new pipes run may be a lower priority, but since it will impact your highest-priority task of re-tiling the floor, it needs to be completed first.

In Scrum prioritization, you evaluate each task on your list using three criteria:

1. How important is this task?

2. How important is it compared to the other tasks on this list?

3. Is any other task dependent on this task?

Then, using the answers to those questions, you assign each a unique number from one to n (where n is the total number of tasks on your list).

Scrum prioritization works well on its own, but it also pairs really well with other techniques like the MoSCoW or ABCDE method. After categorizing your tasks by priority (as M, C, and W or A, B, and C), you can begin sequencing the tasks in order of how you plan to complete them, keeping in mind any task dependencies that might impact that order.

Any to-do list app that allows for drag-and-drop ordering works well for Scrum prioritization. But if you're organizing tasks with a lot of dependencies, project management apps like Jira and Asana provide a better way to visualize your sequenced tasks.

5. Bubble sort method

The Bubble sort method is an effective way to answer the question, "How important is this task compared to other tasks on this list?" It's especially useful if you're suffering from the everything-is-urgent problem.

Start with a horizontal grid and assign each task to a cell.

Then, take the first two tasks and evaluate them against each other by asking, "Which task is more important?"

Whichever task from the previous step is most important gets moved to the left. In the example below, Task 2 is more important than Task 1, so the two tasks switch places.

Then compare the next two tasks. Which is more important? The more important task gets moved one cell to the left.

Continue this process until you get to the end of the list. Then repeat the process from the beginning. Continue repeating the exercise until every task is to the left of a less-important task. Your priorities are now listed from left to right.

There's no specific tool designed for the Bubble sort method, but you can easily use a Kanban, to-do list, or project management app for this. The only difference is that your sets of tasks will run from top-to-bottom instead of left-to-right.

6. Most Important Task (MIT) method

Most Important Task (MIT) is an exceptionally simple prioritization method popularized by Leo Babauta. Instead of trying to prioritize your entire to-do list, start every morning by picking one to three MITs-things that you must do that day.

Pick at least one MIT each day that's related to your goals. This way, you're doing something daily to help you reach your goals. And while you'll most likely complete more in a day than only your MITs, selecting your MITs in the morning and setting a deadline ensures you're dedicating time every day to working on important, high-priority tasks.

The nice thing about MIT is that you don't technically even need a to-do list to use the technique. But if you want to keep your MIT top of mind, try the free Chrome extension Momentum. It prompts you to choose a focus for the day the first time you open Chrome, and then it shows you that focus each time you open a new browser tab.

7. The Ivy Lee method

The Ivy Lee Method is simple (and similar to the MIT method):

At the end of every workday, choose the six most important tasks on your list to work on tomorrow.

Then, order those six tasks in terms of priority.

When you get to work the next day, work on task number one until it's complete.

Tackle the rest of your list in the same way.

Continue until all six tasks are complete, and repeat the process every single day.

Any to-do list, Kanban, or project management app works well for the Ivy Lee method. But if you find that you're struggling to complete your prioritized tasks because of meetings and other distractions, consider building your to-do list in a time-blocking app. This way, you can schedule time for that work directly in your calendar, making you unavailable for meetings that probably could've been an email.

8. 1-3-9 prioritization technique

The 1-3-9 prioritization technique encourages you to focus on important tasks, but it also gives you a way to prioritize the less important tasks you'll inevitably need to work on. It's like a blend of the MoSCoW, MIT, and Ivy Lee methods.

Every day, you plan to complete 13 tasks:

one critical task (like an M task from MoSCoW)

three important tasks (like S from MoSCoW)

nine nice-to-do tasks (like C from MoSCoW)

You could even combine the 1-3-9 technique with an Eisenhower matrix, leaving you with one task in the Important and urgent quadrant, three in the Important but not urgent quadrant, and nine in the Urgent but not important quadrant.

Order your lists of three and nine tasks in terms of priority. Then work on and complete your one task, followed by your three tasks in order, and finally, your nine tasks in order.

In an ideal world, you'd be able to work only on your highest-priority, high-value tasks-but things rarely work out that way. The 1-3-9 method addresses that reality by giving you a way to make sure you're at least working on the most important of your less important tasks.

Any priority matrix app or Kanban app works well with the 1-3-9 prioritization technique.

9. Two lists technique

Warren Buffett's Two lists technique is another really simple approach to prioritization.

First, you write down a list of 25 things you want to accomplish. When the list is complete, circle the five most important items on that list.

When you're finished, compile the results into two lists:

Focus your attention on completing all the tasks on your first list. Only then can you begin working on your second list.

The Two Lists technique is designed to be done on paper, but you can accomplish the same thing with any to-do list app that lets you move tasks from one list to another. Or, if you want to get really creative, turn your 25 goals into a doodle.

10. Pareto principle (80/20 rule)

The Pareto principle, also known as the 80/20 rule, states that 80%of consequences tend to come from 20%. For example, 80% of your impact at work comes from 20% of the tasks you do.

Put another way, if you prioritize a small percentage of the right tasks, they can yield outsized effects.

To put the 80/20 rule into practice, identify your 20% work and make those tasks your priority. There's no hard-and-fast rule baked into the Pareto principle for how to determine your 20% work, but you can draw on other strategies. For example, M tasks from the MoSCoW method or Low effort, high impact tasks from the effort-impact priority matrix.

Bonus: How to prioritize tasks for teams

Many of the prioritization methods listed above are useful for prioritizing your daily tasks. But what if you're working on a larger scale? For example, a product team debating which features to roll out next, or a marketing team deciding how to divide their advertising budget across different campaigns. In those cases, here are a few prioritization methods to help your team identify and sequence those tasks:

How to pick the right prioritization technique

Every technique on this list helps you achieve the same thing: ensuring that you're always working on your most important tasks. So, in the end, it doesn't matter which technique you use. It doesn't matter if you use multiple techniques. And it doesn't matter if you blend parts of the different techniques to make your own custom method.

What matters is that you pick something that makes sense and feels natural, and get to work.
Related reading: This article was originally published in July 2019. The most recent update was in September 2023 with contributions from Jessica Lau.

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How to prioritize tasks when everything feels important | Zapier

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Overwhelmed by your to-do list? Here are 10 prioritization techniques to help you identify your most important tasks and get work done.

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Post 2: Anne - Top priorities for P&DL research for policy makers for 2024

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Post 2: Anne - Top priorities for P&DL research for policy makers for 2024

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1. AI in PDL (e.g. Generative AI in distance learning, Opportunities in T&L / assessment design, Chatbots)

2. EDI in PDL (e.g. working beyond retirement age, equity in offline working, SEN training and delivery, Decolonisation of professional learning, Mobile Platforms for rural/middle income settings,)

3. PDL Assessment Practices (e.g. Authentic HE assessment, Assessing knowledge not memory, Monitoring of Marking)

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In this busy Christmas time - take time to mediate and reflect. Here are a few steps

1. Sit/lie down in easy natural position - so you don't 'notice' your body.

2. Think of a phrase, truth, dogma, event e.g. snow falling. Something naturally occurring. Don't think about it but keep it mentally before you, carefully turning over like a precious possession.

3. Deliberately cut yourself off from / shut the door on your senses. Till the external world seems 'unreal' and 'far away'. Some people close their eyes and focus on their breathing to enable this 'shutting out' hearing, seeing, feeling senses.

4. Still holding your phrase / idea move your attention inwards into profound silence and peace

meditation video

Balance app

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This is what I've been reading and writing about this week.

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Tip: Insisting on a walk/run and spending time in nature, getting some vitamin D especially in the thick of winter has been key for my well-being! Highly recommend making time

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Many of you might have already seen this video before, though I've watched it a fair few times now and it still resounds with me (and still makes me laugh)!

The link was provided to me by my NMH (non-medical helper) when I said I was too scared to ask for help "because I should know the answer!" Admittedly, I have since asked for (and received) help and I still don't know the answer...

but that's just 'a me problem' as my daughter tells me :D

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Brené Brown studies human connection -- our ability to empathize, belong, love. In a poignant, funny talk, she shares a deep insight from her research, one that sent her on a personal quest to know herself as well as to understand humanity. A talk to share.

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Post 7 Amanda O. Christmas Mini Quiches.

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Post 7 Amanda O. Christmas Mini Quiches.

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Pastry filled with eggs, ham or chorizo or salmon, spinach, tomatoes and cheese on top.

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Post 8 Lesley - Vulnerability and compassion towards ourselves

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Post 8 Lesley - Vulnerability and compassion towards ourselves

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Building on Dot's post about vulnerability, we shared about 'senior moments' and imposter syndrome in our Ageing Well presentation yesterday. Something like 'How can I do a PhD/Prof Doc when I sometimes can't remember the end of my sentences?' We also shared about research ups and downs being like a sine wave, or a wave at sea. After every trough you can be pretty sure that there will be another peak of the same height, and not to worry too much about the troughs. This seemed to resonate and be reassuring with everyone. It is a strength to share our vulnerable times with each other and be forgiving of ourselves. I just found this post about vulnerability and inclusive leadership, with a nice quote which also embraces EDI and the link to Brene Brown:

'Brené Brown calls vulnerability excruciating yet "the birthplace of innovation, creativity, and change." Brown's definition aligns with some of the essential benefits reaped from effectively leveraging diversity and inclusion in the workplace. I suspect many of us are still grappling with the complexities of what the inclusive leader role requires'.

All very best for a happy and restful Christmas period to everyone. xxx

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Protecting the heart can impact how we show up as vulnerable inclusive leaders.
Image by <a href="https://pixabay.com/users/johnhain-352999/?utm_source=link-attribution&amp;utm_medium=referral&amp;utm_campaign=image&amp;utm_content=718562">John Hain</a> from <a href="https://pixabay.com/?utm_source=link-attribution&amp;utm_medium=referral&amp;utm_campaign=image&amp;utm_content=718562">Pixabay</a>

Our leadership styles must morph to remove layers that get in the way of genuinely embracing differences in the workplace. To achieve that goal, today's inclusive leader must adopt raw vulnerability as a critical skill in addition to curiosity, self-awareness, and active listening. We have reached a point where such openness is the olive branch and connector for diversity and inclusion dialogue.

Achieving mastery will go a long way to contend with the competing priorities for fostering inclusion and belonging in the workplace. Jeffrey Cohn and U. Srinivasa Rangan's Harvard Business Review article highlighted former co-CEO of Bridgewater Associates as a vulnerable leader. The latter, through one-on-one coaching, inspired subordinates aspiring for more significant leadership. The new workplace culture calls for leaders to bring forth a new breed of vulnerability to tackle the challenges at hand.
Vulnerability Challenges

1. Mastery of inclusion is not for the faint of heart. Many of us aren't willing to vulnerably share that we feel inept in this area. Training alone doesn't guarantee deep understanding. Patience will serve us well for the steep inclusive leadership learning curve ahead.

2. Talks of slavery, reparations, and unjust treatment as hot topics heading towards the workplace (and elsewhere) can make us feel weak at the knees. Hence some of us choose to lean into silence as the better option. 2020 taught us that silence could create an unintentional narrative.

3. We are quick to fill the conversation with a response to avoid pregnant pauses that seem awkward. Extroverts may struggle with this one.

4. For some, vulnerability still implies weakness. Consider how many people continue to cover up their identities in the workplace for fear of judgment. Additionally, leaders may fear implications like losing control.

Brené Brown calls vulnerability excruciating yet "the birthplace of innovation, creativity, and change." Brown's definition aligns with some of the essential benefits reaped from effectively leveraging diversity and inclusion in the workplace. I suspect many of us are still grappling with the complexities of what the inclusive leader role requires. After all, evidence shows that there is still deep healing necessary to reconcile our history. Where can we find help? We can learn from some of today's leaders who are demonstrating vulnerability as a key strength.
Leaders Leveraging Vulnerability As A Strength Oprah Winfrey, CEO Harpo
Oprah's workplace (television, movies, magazine, etc.) has been visible to many for decades. Whatever she delivers has an added layer of vulnerability that has garnered millions of followers. Whether it is her weight struggle, relationship challenges, or diversity concerns, she has demonstrated openness in sharing her truth unapologetically.
Tim Cook, CEO, Apple
He embraces his identity as an out gay man who consistently uses his voice to fight for equality. Under Tim's leadership, Apple has donated $100 million in the fight against racial equality. Follow Tim on Twitter to see that he continually tweets about inclusion and isn't afraid to demonstrate vulnerability with finesse.
Kenneth Frazier, Chairman, and CEO, Merck
Long an advocate of diversity, equity, and inclusion, Ken is highly respected. He was one of the sought-out voices to comment on George Floyd's murder. His vulnerable, authentic response made headlines. For even in his role, he could see himself in George Floyd's place.
Sara Blakely, CEO, Spanx
Sara is one of Time Magazine's 100 Most Influential People. She is in constant communication with her millions of followers on the LinkedIn platform. Her highly engaging motivational posts encourage vulnerability as a strategy. She is an open book about her journey to being a self-made billionaire.

Inclusive Leaders must commit to the transformation leadership journey. We must embrace vulnerability as a skill, even if it is uncomfortable for us.

Follow me on LinkedIn. Check out my website or some of my other work here.

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Vulnerability Is A Critical Skill For Inclusive Leaders

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To achieve that goal, today's inclusive leader must adopt raw vulnerability as a critical skill in addition to curiosity, self-awareness, and active listening.