Why You Need a Prioritization Method
A Step-by-Step Guide to Getting Things Done
On our path to getting stuff done, both professionally and personally, it can be difficult to determine where to start. Sure, we can visualize what the finish line looks like. We can even sketch out a comprehensive list of everything we think we will need to happen to get there. But then…roadblock. What comes first?
That’s the question a dear friend of mine asked himself when he decided to start a podcast.
He knew his subject, gambling addiction, would fill a crucial and unmet role in a listener’s library. And he had a laundry list of to-do items to get his first episode published. The list included things like pick a name, set up a website, identify episode topics, book guests, and write scripts.
But he didn’t know where to start.
His list of tasks all felt really important. I looked at his list and posed some questions to help him figure out what comes first:
What do you need in order to get in a room and record your first episode?
Do you need to do the first one with a guest or can you do it on your own?
Do you need a website to post the episode or can you post on a podcast platform?
From our discussion he prioritized his first tasks – he needed to get a microphone and recording software.
Here is a step-by-step guide to figure out what comes first for YOU and your next list of to-dos.
What is a Prioritization Method?
A prioritization method helps you determine which of your important tasks needs to get done first. It gives you a formal approach for assessing the value of each task on your list. This process allows you to make informed decisions about where you should spend your time, where you shouldn’t, and how you should organize your tasks.
Benefits of a Prioritization Method
Not only will a prioritization method help you determine which tasks are most important and where to get started when it comes to your to-do list, it also provides two other important benefits –
Gives you the freedom to say “No.” When you say “no” to something, you are saying “yes” to something else. When other people are adding a bunch of items to our to-do lists, we might never get to our important work. However, having a clear idea of what that important work is may make it easier to say “no” to those incoming requests.
Helps you get clear about what’s critical. Everything is urgent! Or is it? If you feel like you’re constantly putting out fires and getting bombarded with last-minute requests, a prioritized task list can help to bring a bit of clarity about what’s actually critical.
Applying a Prioritization Method to Your Task List
Finding the prioritization method that works for you may take some research. What you choose needs to make sense for your task list and resonate with you. The good news is there are lots to pick from! So, let’s start there. Then, we’ll walk through the steps of putting your chosen technique into practice.
Step 1. Determine the prioritization method that you are going to use.
If you are new to thinking about your tasks this way, you might want to start with a simple method. Try one of these:
High/Medium/Low – Place an impact measurement on each task
1/2/3 – Assign a number to each task based on how important it is that you complete it
If you’ve been prioritizing for a while, you might be ready for a little more nuance in your method. Try one of these:
Kano Analysis – Measure satisfaction and functionality to focus on what to work on first
MoSCoW – Identify what you must have, should have, could have, and will not have
Other – ABCDE, The Ivy Lee Method, Importance and Urgency (aka 1-3-9), etc.
Step 2. Define what the method means.
My friend decided to go with the High/Medium/Low approach. Next up was defining each of the categories. What constitutes a High vs. a Medium? In this instance, high priority tasks are those that actually get the first podcast published. Medium priority tasks focus on improvements. Small priority tasks are those that do not impact the listeners directly.
Step 3. Understand paired comparison.
Paired comparison is how you evaluate all the tasks which have been assigned High (or Must Have or whichever method you’ve chosen). You simply PAIR two of those tasks and COMPARE them against each other. Ask yourself, “Which is more valuable? Task A or Task B?” Comparing each and every task will give you a clear picture about your best path forward.
Step 4. Apply your prioritization method to your to-do list by –
Assigning your chosen method to each of your tasks, i.e., “This is a high, this is a medium, this is a low.” OR “This is a must have, this is a could have, etc.”
Comparing two tasks at a time based on their value until you’ve compared every task.
Congratulations! You’ve determined the most important thing you should be doing. Start there!
After my friend had gathered all of his high priority tasks, they all seemed really important. Focusing on his criteria and comparing each task helped him take a critical eye to his list. He has now found a microphone and downloaded recording software.
Each week, we meet over email, and he lists out the next most important thing he should be doing to get to his goal of recording that first episode. By focusing on prioritization, he is getting stuff done!
Successful Prioritization Gets Stuff Done
At the end of the day, a prioritization method ensures that you’re always working on what’s most important. Prioritization is at the very foundation of getting stuff done. It allows you to align your vision to value, to reduce waste, and achieve your goals. It’s how my friend is going to publish his first podcast, but it could be how YOU move to a new house, write your senior thesis, or plan a backyard bash for a big birthday. Create the space for prioritization, my friend!
Want a printable PRIORITIZATION CHECKLIST that will walk you through these steps whenever you need? Head to our Resource Page to download NOW!
