How to Prioritize Your Tasks

Sometimes, it feels like the whole world is crashing down around you. Work and school start piling up, responsibilities and household chores are never-ending, and there are promises to friends and family – all of this seems impossible to handle in just a few days. By learning to prioritize your tasks properly, you can become more efficient, save time and energy, and reduce stress. Organize your tasks into categories and levels of difficulty, then tackle them like a professional. See step 1 for more information.

Select a time frame for your list. Are you about to have an extremely busy week? Or maybe a hectic day full of tasks? Thinking about everything you need to get done before the year ends can be overwhelming. Regardless of what your commitments are, choose a specific time frame for your prioritized list to manage these tasks and turn pressure into meaningful action.

• Short-term goals often involve tasks across multiple categories. You might have several things to complete before the end of the day, errands to run before heading home, and housework awaiting you once you arrive. Your to-do list may be filled with tasks you need to finish in just a few hours.
• Long-term goals might include bigger ambitions that need to be broken down into smaller steps, which also need prioritizing. For example, you could have a long-term goal like "graduating from university," which includes several smaller tasks. Breaking it down makes the process easier and sets the stage for effective action.

Write down everything that needs to be done. Start by breaking down each task and writing exactly what needs to be accomplished, regardless of the order. Within a specific, time-pressured frame, list all the tasks, big or small, that need your attention. Include projects that must be completed, decisions to be made, and miscellaneous tasks to handle.

Organize your tasks. One helpful method is to categorize everything into separate groups, creating different lists for various aspects of your life. Household chores can be one category, while school or work projects belong in others. If you lead an active social life, there are likely weekend events that also require preparation and prioritization. Make specific lists for each category.

• However, if you find it more useful to list everything in one place, consider creating a master list that includes household duties, work obligations, and social activities. If you're feeling overwhelmed by too many tasks, this list will allow you to compare and prioritize them more effectively.

Arrange the list in order. Identify the most important or urgent tasks in the list and move them to the top. Since everything on the list is related to you and your priorities, you can decide whether to place school-related activities above work projects, or vice versa.

• However, if all tasks feel equally important and necessary, you may skip the ordering and start working through them alphabetically or randomly. As you check off items from the list, you'll be marking progress in completing your tasks.

Keep the list in a visible location. Especially for long-term lists, place them somewhere visible and use them as reminders of what needs to be completed. Cross off or mark tasks as finished when you complete them.

• If your list is written on paper, hang it somewhere you often see, like on the refrigerator door, a bulletin board by the front door, or on the wall in your office.
• Alternatively, you can place the list on your desk while working on other tasks. This way, it will stay in sight and you'll remember to check it off as you finish items.
• Post-it notes are perfect for home reminders. Stick them on the TV screen to remind yourself to focus on important tasks instead of wasting time on less meaningful ones.

Prioritize tasks based on their importance. Which tasks are the most critical on your list? Generally, work or school-related tasks may take precedence over household chores and social activities, although there are exceptions. For example, eating and bathing are essential, while laundry can be postponed until after you've completed a significant project.

• Consider categorizing tasks by different levels of importance, such as high, medium, and low. The simplest and most effective way to prioritize is by this scale. Make sure to think carefully when classifying each task.

Prioritize tasks based on urgency. Think about upcoming deadlines and your ability to meet them. What needs to be done the soonest? What must be completed today? What tasks can be delayed a bit longer?

• It's crucial to consider how much time each task will take. You might even allocate specific time slots for certain tasks. If daily exercise is a priority, but you're swamped with work, give yourself 30 minutes to work out and find time to fit it in.

Prioritize tasks based on difficulty. Going to the post office at the end of the day to mail a package might be an important task, but it's not a difficult one. Arrange the tasks in your list based on their difficulty so you can evaluate how to tackle them relative to one another.

• Classifying tasks as hard, medium, or easy can be more effective than trying to compare them all. Don’t worry about setting the order of tasks before assessing how challenging each one is if you find it helpful.

Compare all tasks and arrange them in order. Place the most important and urgent tasks at the top, but also consider tackling the ones that require the least effort first, to maximize efficiency within your available time for each task.

Complete one task at a time and follow through until it's done. It's challenging to finish your to-do list if you constantly switch between tasks. If you keep doing a little of this and a little of that, your list will still look the same after hours: incomplete. Instead of jumping from task to task, focus on one thing at a time and finish it before moving on. After a brief break, tackle the next task. Don’t move on to other tasks on your list before completing the first one and the most important one.

• Additionally, when looking at your overall list, try to combine tasks effectively. For example, reviewing math while doing history homework may not be the best idea, but using the time while waiting for laundry to finish to review can help you save time and focus on more important tasks.

Determine what tasks can be delegated or skipped. If your internet is down at home, you may consider going to the library to troubleshoot, but this isn't a great option if you need to cook dinner, finish dozens of reports, and complete hundreds of other tasks. Would it be better to just call the internet service provider instead?

• Everything is fine if you decide that some tasks aren’t worth your time or if you can delegate them to others at an acceptable cost. You might spend hours searching through scraps of materials under the hot sun to make a fence yourself, but if it only saves you a few dollars, buying a new fence might be the better option.

Swap between different types of tasks. Alternating between different activities can help you regain energy and focus, enabling you to complete tasks faster. Instead of sticking to one type of task, try switching it up. If you're doing homework, consider switching to household chores to keep things fresh. Doing different types of tasks and taking short breaks in between can help you stay energized and productive.

Start with the least appealing or hardest task. By completing a task you dislike most, you might feel more motivated afterward. It doesn't have to be the hardest or most important task, but tackling it first and saving the more enjoyable ones for later could be effective for some people.

• For instance, an English essay may be more important than a math assignment, but if you absolutely dislike math, start with that so you can fully focus on your essay afterward.

In some cases, prioritize importance over urgency. For example, if you only have 10 minutes to travel a long distance to the library to pick up the newly released 'Game of Thrones' DVD you pre-ordered, that might seem urgent. However, it's better to dedicate that time to an important task like your English essay. You could always postpone picking up the DVD to the next day and still have enough time for the more important work.

Strike through the tasks that are completed in your list. Congratulations! As you go through your list, take a moment to enjoy the satisfying act of crossing off each task, removing it from the list, or enthusiastically tearing up the paper and solemnly throwing it into the fire. Treat yourself to a small reward after each tiny accomplishment achieved!

• Pencil
• Paper
• Highlighter

• Consider breaking a long task into shorter, more manageable ones. Shorter tasks are less tiring and easier to complete.
• Be realistic when estimating how long a task will take.
• For school projects, prioritize tasks that can earn you more points or have earlier deadlines.
• The ideal focus time for a task is 30 minutes to an hour, then take a short break.
• Set aside time for unexpected tasks.
• Make sure to allocate enough time for more demanding tasks that require more effort.
• If you have two equally important tasks, prioritize the one that requires less effort.
• Help and guide others. If you finish your tasks ahead of time, offer to help your family and friends. Your parents might reward you by increasing your allowance.
• Eliminate or delay tasks that are less important and demand a lot of energy.
• Use a word processor or spreadsheet software on your computer. This way, you won’t miss copying out your to-do list.
• Manage your time and upcoming plans efficiently, and keep a positive attitude. Avoid procrastination.

• Your safety and the safety of others should always be your top priority, above all other tasks.
• Your personal life, happiness, and well-being should always be placed at the top of your priority list.