Setting Priorities

Choosing which things are the most important to work on is a vital skill for productivity. The time management matrix is a well known method for setting priorities for day-to-day planning. To make a plan for the day, look at your calendar and select a few items from your to do list. Start with the urgent DAM CRAP that must be done, then consider which VIP AIMS contribute the most impact and best leverage your strengths.

Choosing priorities in longer range purpose planning involves looking for activities that have a BIG impact and engage strengths. The Effect Priority Matrix at the Priority Flowchart takes a closer look at these factors when choosing value based goals for pursuing a mission and vision.

Other methods for setting priorities covered below include:

• Sweet spot matrix – compares impact and effort
• Most Important Tasks (MITs) – from Leo Babauta at Zen Habits
• ABC method – A=MUST do, B=SHOULD do, C=COULD do
• Return on Investment and Rocks – big rocks (things that matter most) first from Stephen R Covey
• The 80/20 or Pareto Principle and Target values – your guiding principles

Look for Very Important Priorities with UNITE:

• Urgent: start with any DAM CRAP that must be done: Deadlines, Appointments, and Meetings, Crises, Required routine tasks, Agenda items, or Problems (Time Management Matrix) These are often Unpleasant “frogs” that have to be done (Brian Tracy says to Hop to It!)
• Notable VIP AIMS that are Important: VIP AIMS are vital to values, increase well-being, and pursue purpose – things like building relationships and taking steps toward goals – remember to include them!
• Increase Impact with activities that create: bold change, impressive influence, or great movement (Effect Matrix)
• Target STAR strengths to engage Skills, Talents, Abilities, and Result in flow. HIGH engagement activities will: Harness strengths, Ignite imagination, Grow and develop skills, and Have intrinsic rewards.
• Effectively meet needs for Contribution, Connection, Competence, and Choice.

Time Management Matrix (aka Eisenhower Matrix)

First Things First @wikipedia

The time management matrix from the book “First Things First” by Stephen R Covey is a well-known tool to set priorities. It is sometimes called an Eisenhower Matrix.

• Quadrant I (important and urgent): Start with the DAM CRAP: Deadlines, Appointments, Meetings, Crises, Required repeating tasks, recurring and routine tasks, Agenda items, or Problems – Do It!
• Quadrant II (important but not urgent): goals, planning, exercise, personal development, and relationship building – Plan It!
• Quadrant III (urgent but not important): AVOID Aimless busywork, Very unimportant meetings, emails, and calls, Others priorities, Interruptions, Distractions – Decrease It!
• Quadrant IV (not urgent and not important): TRIVIA: Television, Random avoidance, Idle time wasters, Videos (TickTock, Youtube), Impulsive gaming, Addictive social media – Drop It!

1. Do It Now

Ask which tasks…

• must be done right now?
• will fit the amount of time available now?
• will fit the amount of energy available now?

2. Plan It!

• are VIP AIMS that are vital to values, increase well-being, or pursue purpose?
• need more planning?
• can be added to schedule?

3. Decrease It

• can be diminished, delegated, or avoided?

4. Drop It

• can be deleted, eliminated, or reduced?

To select priorities for planning goals and purpose, it is especially important to ask:

• Does this make a significant impact? choose VIP AIMS that are Active, Inspiring, Meaningful, and Significant.
• Does this provide BIG impact and HIGH engagement? see the The Effect Priority Matrix.
• Does this meet needs and motivate? see What’s the Motivation.
• Does this use my strengths and match my values? Identify strengths and map your values.

Download a free pdf that outlines Priorities and Purpose Planning.

More SMART techniques to set priorities

Your day has begun. How should you choose where to begin with your To Do List? A few more methods for choosing priorities:

• Sweet spot matrix – compares impact and effort
• Most Important Tasks (MITs) – from Leo Babauta at Zen Habits
• ABC method – A=MUST do, B=SHOULD do, C=COULD do
• Return on Investment and Rocks – big rocks (things that matter most) first from Stephen R Covey
• The 80/20 or Pareto Principle, and Target values – your guiding principles

The Sweet Spot is the place where tasks have high impact and require low effort. They provide a quick win. Plan for tasks that have high impact but require high effort by breaking them down into smaller steps. Of course, some worthwhile goals do require effort and even pain and sacrifice. Remember the Economy of Goals which means that goals are more likely to be accomplished if the benefits outweigh the resources that are required to obtain it. [UPDATE: see the new Priority Flowchart post with the Effect Priority Matrix, which exchanges engagement for effort. Effort is included as a cost in considering Return on Investment]

Most Important Tasks (MITs) from blogger Leo Babauta at Zen Habits is the simplest way. Another simple method is The 1 – 3 – 5 Rule from the Muse: 1 big thing, 3 medium, 5 little.

The ABC method from Alan Lakein (or ABCDE from Brian Tracy):

• A-important tasks that contribute to goals MUST do
• B-moderately important SHOULD do
• C-least important COULD do

Return on Investment. Weigh the time, energy, or other resources required vs. the benefits of accomplishment to decide whether it is an idea or task is worth doing. Julie Morgenstern’s Return on Investment considers: deadlines, estimated time, and steps to results. In the book “Wild Problems” by Russ Roberts, the author suggests going beyond consideration of costs vs. benefits to make decisions with the virtues of simplicity and becoming – thinking about what kind of person you want to become.

RESOURCES
Size – how big is it? How many steps are required? Are there many obstacles?
Time – how long will it take to complete? Is there a deadline? When to begin?
Energy – how much effort is needed? How much work will it be?
Access – does it require collaboration with other people? Tools or a workspace?
Money – how much will it cost?

RETURN
Gain – will it add growth, align with values and advance goals? increase efficiency or knowledge?
Revenue – will it generate a financial return?
Appeal – is it something you or others really desire?
Impact – will it make a large difference?
Needs met – will it add value by meeting needs?

Rocks – Stephen R Covey illustrates the importance of putting your big rocks (things that matter most) first in this video, (4:01) Big rocks include roles like family, work, community, etc.

Target Values

Perhaps one of the best ways to set priorities is to maintain a focus on the values that are your guiding principles with a value statement that clarifies what you do and why. Remember to include your goals and projects when it’s time to schedule tasks. A time audit shows how you actually are spending your time. Understand the value of time and plan to use it well.

The 80/20 rule (aka Pareto principle) – 80% of results come from 20% of actions.

Always use the time you have well. The Pareto Principle or 80/20 rule says that 80% of the output or results will come from 20% of the input or action. Jim Temme in the book “Productivity Power” says that we spend about 80 percent of our day working on job description activities (what I think of as repeating tasks) that yield only 20 percent results. The challenge is to use the remaining 20 percent of discretionary time on goal-related activities that yield 80 percent results. See more about the Pareto Principle at Measuring Productivity and the Pareto Principle Illustrated. Learn how to choose to say yes or no?

The Important can so easily get lost in the deluge of distractions in everyday life. Time squandered on the unimportant is lost forever, and no longer available for what matters most. Always Be Checking in with yourself if you are spending time on what you really think is important. Learn more about how to use time productively with the Time Management 101 tutorial.

GREAT priority tasks:
Give high impact
Requirements that are urgent
Engage strengths
Are important: VIPs = vital to values, increase happiness, and pursue purpose
Target what really matters most

Once decisions have been made about selecting top priorities, it is Time to Act!

Resources

• A Dynamic Card Sort for identifying priorities.
• The Matrix of Self-Management at Facile Things.
• Capturing that Elusive Thing Called Time at orgcoach.net
• the Matrix Time Chart (pdf) based on Stephen R Covey’s Time Management Matrix, to track activities within the four quadrants.
• Brian Tracy on Setting Priorities.

More tools to stay on task

• Scheduling with Time Blocking and Focus Themes.
• Reminders to increase awareness of time passing. (I love the blip blip app)
• Tools from David Seah.

Always ask: “What is the best use of my time right now?” -Alan Lakein

See 10 minutes 10 questions for productivity

About dailyplanit

I seek to create order from the chaos of complex information. Join me at the Daily PlanIt to gain insights, inspiration, and information to increase skills for a better life. I unlock the power of teaching reading with phonics in the pursuit of literacy at www.phonicspow.com. In my spare time I explore books and movies, often choosing titles available on both screen and page.