How to Prioritize Tasks at Work [PRO PRIORITIZATION TECHNIQUES]

Summary

Feeling overwhelmed at work? This video teaches you how to prioritize tasks to reduce stress and boost productivity. Learn to create a comprehensive inventory list, categorize tasks into A, B, and C columns based on urgency, and rank them for daily execution. Adriana emphasizes planning only 60% of your day to allow for unexpected tasks. Follow these steps to stay on track and impress your boss. Subscribe for more career and project management tips, and don't miss the special offer at the end to further enhance your prioritization skills.

Takeaways

• 😀 Prioritization is essential to avoid feeling overwhelmed and to increase efficiency at work.
• 🔄 Prioritization is not static; it can change according to evolving needs and circumstances.
• 📝 Start by making a comprehensive list of all tasks, regardless of their perceived importance or urgency.
• 📊 Organize tasks into three categories: A (time-sensitive and critical), B (important but less time-sensitive), and C (nice to have but not critical or time-sensitive).
• ⏳ Rank tasks within each category to determine which should be tackled first, especially focusing on A1 tasks that are most urgent.
• 🎯 Aim to accomplish one high-priority task (A1) rather than attempting multiple tasks and possibly achieving none.
• 🔄 Be flexible with your task list, moving tasks to different days if necessary to accommodate unexpected events or meetings.
• 🚫 Recognize that some tasks, especially C's, may not be as important as initially thought and can be postponed or removed from the list.
• 🕒 Plan your day effectively by allocating only 60-70% of your time to planned tasks, leaving room for unexpected events.
• 📈 Prioritization helps in managing stress and allows for a more organized and effective approach to work.
• 🌟 Stay subscribed to the channel for more expert advice on career and project management, including advanced prioritization techniques for projects.

Q & A

What is the main purpose of the video?

The main purpose of the video is to teach viewers how to prioritize tasks effectively to overcome feeling overwhelmed and to increase productivity.

Why is prioritization important for success according to the video?

Prioritization is important for success because it helps meet deadlines, reduces stress, and allows for more effective and efficient work.

What is the first step in the prioritization process suggested by the video?

The first step is to make a list of everything that is causing stress and needs to be prioritized, without worrying about the order of importance.

How should the list be organized after making the initial brain dump?

The list should be organized into three columns labeled A, B, and C, where A contains time-sensitive and central items, B contains less time-sensitive but important items, and C contains everything else that is not critical or time-sensitive.

What does the video suggest for ranking tasks within the A column?

Tasks within the A column should be ranked from A1 to A3 based on their urgency and importance for the current day.

Why is it recommended to rank tasks for the current day rather than for the entire week?

Ranking tasks for the current day helps to focus on what needs to be accomplished immediately and prevents the feeling of being overwhelmed by too many tasks.

What should be done if all A tasks are completed during the day?

If all A tasks are completed, it's suggested to move on to B tasks and, if there's still time, even some C tasks.

How does the video suggest dealing with unexpected tasks that pop in during the day?

The video suggests planning for only 60-70% of the day and leaving 30-40% available to handle unexpected tasks or emergencies.

What is the significance of the 60/40 split mentioned in the video?

The 60/40 split helps to prevent feeling overwhelmed by allowing flexibility to deal with unexpected events without getting stressed.

What additional resource is offered at the end of the video for viewers interested in project management?

An additional resource is offered that helps viewers understand roadblocks to successful project deliverables and how to avoid project failures.

How can viewers engage with the channel and share their thoughts on prioritization?

Viewers can subscribe to the channel, like the video, share it with others, and leave comments with their thoughts on prioritization.

Outlines

00:00

📝 Prioritization Basics: Overcoming Work Overwhelm

This paragraph introduces the video's focus on teaching viewers how to prioritize tasks to combat feelings of being overwhelmed at work. The speaker offers a special resource for better work and project management. The importance of prioritization is emphasized as a means to meet deadlines, reduce stress, and increase efficiency. The speaker also notes that priorities can be fluid and should be adjusted as needed. The first step in the prioritization process is to create a comprehensive list of all current tasks and responsibilities, regardless of their perceived importance.

05:02

📚 Organizing and Ranking Tasks for Effective Time Management

The speaker continues by detailing the next steps in the prioritization process: organizing the comprehensive list into three categories (A, B, and C) based on their time sensitivity and importance. Category A includes tasks that are central to meeting deadlines and are time-sensitive, while category B consists of less time-sensitive but still important tasks. Category C encompasses everything else that is neither time-sensitive nor critical. The speaker then explains the need to rank tasks within the A category from A1 to A3, based on urgency and feasibility within the day's schedule. The advice to focus on accomplishing one high-priority task rather than attempting multiple is given to avoid overwhelming stress. The paragraph concludes with the suggestion to incorporate B and C tasks if time permits after completing the A tasks, and the importance of reassessing the priority of C tasks is highlighted.

Keywords

💡Prioritize

To prioritize means to arrange tasks or issues in order of their importance or urgency. In the context of the video, prioritization is the central theme, as it is presented as a critical skill for managing work effectively and reducing feelings of being overwhelmed. The script emphasizes the importance of distinguishing between tasks that are time-sensitive and those that are not, using the A, B, C categorization method.

💡Overwhelmed

Feeling overwhelmed is a state of being excessively burdened or stressed by a large number of tasks or responsibilities. The video aims to help viewers overcome this feeling by teaching them how to prioritize their tasks, which in turn can lead to better work management and reduced stress levels.

💡Deadline

A deadline is a fixed time by which a task must be completed. In the script, deadlines are used to categorize tasks as 'A' items, which are central to meeting time-sensitive goals. The concept of deadlines is integral to the prioritization process, as it helps to determine the urgency of tasks.

💡Efficiency

Efficiency refers to the ability to do or achieve something without wasting materials, time, or energy. The video suggests that by learning to prioritize, viewers can become more efficient in their work, as they will be able to focus on the most important tasks first.

💡Brain Dump

A brain dump is the act of writing down all the thoughts, ideas, or tasks that are on one's mind without filtering or organizing them. In the script, the brain dump is the first step in the prioritization process, where everything causing stress is written down to create an inventory list.

💡Inventory List

An inventory list is a comprehensive list of items or tasks. In the video, creating an inventory list is the initial step in organizing one's tasks, which includes writing down everything that is causing stress or needs to be addressed.

💡A, B, C Columns

The A, B, C columns represent a method of categorizing tasks based on their urgency and importance. In the script, 'A' tasks are time-sensitive and critical, 'B' tasks are important but less time-sensitive, and 'C' tasks are neither critical nor time-sensitive. This categorization helps in the prioritization process.

💡Ranking

Ranking refers to the process of assigning a relative order or position to items based on certain criteria. In the context of the video, ranking is used to further organize tasks within the A category, with A1 being the most urgent and important task for the day.

💡Subsequent Ranking

Subsequent ranking is the process of ordering tasks after the initial categorization. In the script, after tasks are placed in A, B, and C columns, they are further ranked within the 'A' category to determine which tasks need to be completed first on a given day.

💡Fluid

In the context of the video, 'fluid' refers to the idea that priorities can change over time and should be adjusted accordingly. The script emphasizes that prioritization is not a static process and that tasks can be moved or reevaluated based on changing needs or circumstances.

💡60/40 Split

The 60/40 split is a strategy mentioned in the script for time management, where 60% of the day is planned for known tasks, and 40% is left unscheduled to accommodate unexpected events or tasks. This approach helps to prevent feelings of being overwhelmed and allows for flexibility in one's schedule.

Highlights

The video teaches how to prioritize to overcome feeling overwhelmed at work.

A special offer at the end helps prioritize work and projects.

Subscribe for expert career and project management tips every Wednesday.

Prioritization is critical for meeting deadlines, reducing stress, and increasing efficiency.

Priorities can change and should be fluid based on shifting needs.

Create an inventory list by doing a brain dump of all current tasks causing stress.

Organize tasks into three columns: A for time-sensitive, B for important but less urgent, and C for non-essential.

Rank tasks within the A column from A1 to A3 based on daily urgency.

Focus on completing A1 tasks for the day to avoid feeling overwhelmed.

If A tasks are done, move on to B and C tasks as opportunities arise.

C tasks can often be deferred or removed, revealing their true importance.

Plan for only 60-70% of the day, leaving room for unexpected tasks and firefighting.

A 60/40 split prevents stress from trying to accomplish 100% of planned tasks.

The video concludes with a link to further improve prioritization skills for work success.

Encourages subscribing, liking, sharing, and commenting for more prioritization tips.

Transcripts

Do you feel like you're drowning at work and you  don't know where to start in order to get out of  

that feeling? Well, in this video, I'm going to  teach you how to prioritize so you can leave that  

overwhelmed feeling behind and say bye-bye. And  if you stay tuned to the end of this video, I  

have something really special for you that is not  only going to help you prioritize your work, but  

your projects as well, something really special. Hi, if you're new here, welcome. Subscribe to  

the best career and project management  channel with a new video coming to you  

every Wednesday. So if you're really excited about  learning how to prioritize at an expert level,  

then you know what? Let's get to it.  Sorry, like this video let's get to it. 

Why prioritize tasks? Before we get into how  to prioritize tasks, let's first understand  

why we even have to look at this. The number one  mistake I see over and over in the corporate world  

and even personally as well is that everyone has  multiple priorities and they're all competing,  

even to a point where every single  priority they have is a number one  

priority. And then all of a sudden they don't  know what to do and it becomes a standstill. 

Understanding how to prioritize and realize  that there is a sequential level to things  

that is going to help you meet deadlines,  is going to reduce your stress, is going to  

allow you to be more effective and efficient. So  that's why it's really important to understand  

why prioritization is so critical to your success.  I also want to throw in there too, take note that  

prioritization is fluid and can be changed. So  just because you named something as a number one,  

things may change. You're allowed  to shift it according to needs. 

Make your list. This is the absolute first thing  you have to do. I want you to do a brain dump of  

everything that you have going on. That can  even be menial things like paying your bills.  

It doesn't matter. Don't worry about the order  of importance. Just think about everything you  

have happening right now that's causing  you some stress and you need to really  

prioritize. Just dump it all on a piece  of paper. This is your inventory list. 

Organize your list. Now this is the fun  part. I want you to make three columns. Okay?  

And when you do those three columns, I want you  to think and start distributing your items into  

these three columns of A, B and C. So what's A?  A is items that are central to meeting a deadline  

and are time-sensitive. So this could include some  administrative matters that you mean you have to  

do like paying bills or even ordering supplies  because you have a certain deadline associated  

with it. B would be other items that are less  time-sensitive, but are of importance. And C  

is really everything else, not time sensitive  or critical. I kind of put things on this list,  

nice to haves versus needs to have. Rank your tasks. So now that you have  

taken your inventory list and you put them in  an A, B and C column, you've dumped that all in.  

You have to do one more level of ranking.  And now you have to think about for today,  

what do I have to get done? And that's where you  go to your A's because you've already indicated  

that they're extremely time-sensitive  and important. So now of all those A's,  

what do you have to get done today? And that's  where you start ranking it from a 123 perspective.  

So A1, A2, A3, but I want you to take note. I want you to think about what else you have  

going on in the day. If you are in back-to-back  meetings, putting down six A's with back-to-back  

meetings, you're probably not going to accomplish  them. So I want you to really think this through,  

and that's why you're now going to start looking  out in the week. Can you move an A2 to maybe the  

next day, et cetera and et cetera? So just really  think the sub, but now you have to do that A1, A2,  

A3. And note, if you label something in  as an A1, you need to get it done today.  

That's how critical and important is. I'd rather have you just have one  

item that you prioritize for today and accomplish  it than have multiple ones and accomplish nothing.  

It's too overwhelming. It gets very stressful. Now  the cool thing is, let's say you've accomplished  

all your one, twos and threes on the A side.  You're allowed to put some B's in your day too,  

because you may have an opening, this pocket  of opportunity that you got all your A's done.  

For sure, go to the B's. And if you want,  throw in a C. There's nothing wrong with that. 

What's really cool with the B's and C's is  you start to see how important those things  

are or not. And particularly with  the C's, I've had in my own past  

where I've had a C item and I've kind of  carried it on. I pushed it out the next week  

and the next week, because again, it wasn't  important and wasn't really time-sensitive,  

more nice to have items where ultimately I just  took it off my list and I never did it because  

I kept on pushing it out. So it was great insight  for me to realize it really wasn't that important.  

I didn't have to do it. So take note that  that becomes really important as to rank it  

and try to ensure that you put in the right  amount based on what's happening in your day. 

Stay on track. Now that you know how to prioritize  with your inventory lists the A's and the 123s.  

That's awesome. As I kind of alluded to in the  previous step, I want you to really think about  

how much time you put towards things. I only  plan for 60, maybe 70% of my day and I leave  

30 to 40% available because things just pop  in and they happen. We have to firefight.  

Unexpected things occur that is going to take  me away from what I sort of planned for the day.  

Nothing wrong with that. That's called life.  So if you start thinking in that manner by  

doing a 60/40 split and only planning for  60%, you're not going to feel overwhelmed. 

I have never come across anyone who is able  to do 100% of everything they planned out  

ever, even myself and I've been doing this for  a really long time and I'm extremely efficient,  

extremely productive. Because things  happen that are out of your control.  

So if you plan for 60/40 split and plan for only  60, it allows you to deal with that 40% without  

getting you stressed out. And again, it's a  bigger picture aspect because you've probably  

now spread out your other activities throughout  a period of time because you're now ranking them  

properly and looking at them in a different way. Now that you now know how to prioritize tasks,  

congratulations. I cannot wait for you to start  doing your A's, B's and C's, 123s. I would like  

for you to go here. I want you to grab this from  the link below. If you want to impress your boss  

even more at work with your prioritization,  take it to the next level by understanding  

what happens with projects and failures. Now,  if you're wondering, "I don't do projects,  

Adriana." I'm going to say, I bet you on your  task list, that inventory list you probably did  

have a project. Something that you had to  deliver on. Understand what some of those  

roadblocks are to stop you from being successful  with those deliverables is going to put you to  

the next level. So definitely check it out. Don't forget to subscribe to this channel,  

like this video, and please share it with all the  friends and family and colleagues that you know.  

I really appreciate it. If you have anything  to share with me regarding how you prioritize,  

I would love to hear from you. Please put it in  the comments below. Until the next video, see you.