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6 prioritization tools to increase productivity and better time management

Study guide




Prioritization is one of those essential skills that you need to master if you want to get the most out of your efforts and those of your team members. With the help of prioritization, you can create peace in your life and manage your time in such a way that you can put your energy and focus on the things that really matter.

The importance of prioritization becomes especially apparent when time is limited but things are too much. Prioritization helps you to spend your precious time wisely and dedicate it to the tasks that are most important. In this way you can get rid of yourself and your team from trivial tasks and deal with them at another timeā€¦. Or you can be very quiet and completely carefree.

With the right prioritization (and careful management of prioritized tasks) you can manage chaos, reduce stress to a great extent, devote your energy and energy to the most important tasks and achieve successful results. Without prioritization, you’re just like a fish caught in a fishing net, struggling desperately and struggling to get rid of clutter.

Simple type prioritization

In the simplest form of prioritization, tasks are sorted by one factor only. This can be the time constraints, potential benefits and benefits of the job, or the pressure you feel to do each job.

  • The potential profit and value of the project is the most common basis used for prioritization. This potential profit, whether obtained by mere estimation or by accurate measurements and financial calculations, often leads to the most optimal and effective results.
  • If other people are busy with you and their project does not move forward until you fulfill your responsibilities, it is best to prioritize the time constraint; Especially if doing so affects the success of an important project.
  • When a boss pushes to hand over a job to his employee and has a good reason to do so, no one but a fearless (and perhaps stupid) person inadvertently resists that pressure.

Prioritization tools

The simple form of prioritization works in many situations; But there are times when you really need different tools for prioritizing and managing time if you want to get things right. Here are some of these tools:

1. Two-to-two comparative analysis

Two-way comparative analysis shows its usefulness when the criteria of the decision in question are vague, abstract or contradictory. In this type of analysis, you compare each item on a list one by one with each of the other items on the list, thus prioritizing the available options.

Each time you compare the two, you have to decide which one is more important. Combining the results of these decisions will give you a prioritized list.

2. Task prioritization matrix

In this quick and easy way, you draw a graph of the value of each task based on the amount of effort it takes.

By drawing this chart, you can quickly identify the “fast winners” who offer the best rewards in the shortest time. You can also remove “useless programs” that take a lot of time but do not have much effect, and remove them from your program. This technique is an innovative way to make correct and effective decisions about priorities.

For more information, read Task prioritization matrix Read.

3. Eisenhower Principle of Importance / Urgency

This technique is a bit like a task prioritization matrix. The Eisenhower Principle asks you to categorize your work into four categories based on how important or urgent it is.

Too often, things that seem urgent are not really that important. For very important activities (such as trying to achieve big life goals), there is often not much urgency. The Eisenhower principle helps you to deal with this issue more easily.

For more information, read Eisenhower Principle of Importance / Urgency Read.

4. Ansoff matrix and Boston matrix

These two matrices give you some general rules with which you can decide on possible opportunities.

With the Ansoff matrix, you can assess the risks and risks of each item and prioritize based on them.

The way the Boston matrix works is almost the same; The difference is that the decision is made based on the attractiveness of a market and the extent of your ability to take advantage of it.

5. Pareto analysis

When you have a lot of problems, Preto analysis helps you identify the most important changes you need to make.

Pareto works in such a way that you first identify the root cause and root of each problem. You then group the problems into different groups based on their root cause. Finally, by listing the problems of each group, you identify the most common cause of the problem. This way you can both focus on solving the most common problem and save time when solving the next problems.

6. Edited version of the board-style ballot

One useful technique for prioritizing group issues and projects is the board-edited version of the ballot. In this way, all individuals can play an equal role in the prioritization process. The Borda method is especially useful in two cases; When it is important to reach a consensus in the group and when it is necessary for the members of a group to decide on a completely decisive and coordinated issue.

The procedure is such that each member of the group announces what he or she thinks is important. Members then rank the issues on a priority basis. The obtained rankings are added together and in this way the final prioritization is determined. The fairness of this method makes it really useful in different situations; Especially when the prioritization criteria are abstract or when it is necessary for all group members to agree with the specified priorities.

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6 prioritization tools to increase productivity and better time management

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