How to Prioritize and Focus on the Tasks At Hand

When you have a lot of tasks to get done, you might find yourself stressing out about the sequencing or ruminating on your circumstances. How did you let it get so bad? Why does this always happen to you? If this sounds like an everyday occurrence for your organization or your employees, we want to share three ways you can help to make things easier to manage, even when it feels like there is just too much to handle.

Know When You Get the Most Work Done

When you know there are a lot of tasks to work on, it’s quite easy to let yourself get distracted by other things that bring you more joy in the moment. You need focus, and there will be times when you naturally are more focused on the tasks at hand. You have probably noticed this about your own workday, so put this knowledge to work.

This idea, called biorhythm, can be separated into three distinct parts. First, you have the physical cycle that includes your energy levels, endurance, strength, and dexterity. Second, you have your emotional cycle with regard to emotions, stress levels, and moods. Third and finally, you have the intellectual cycle, which includes decision-making, problem-solving, and concentration. These cycles operate on different timelines according to the individual, so understanding your own cycles will help you get the most out of them.

Get Important Tasks Done First

Targeting down important tasks is an effective way to get more work done, simply because you don’t have the day’s fatigue catching up to you and distracting you from your important work. One of the best ways you can prioritize your tasks is by using the Eisenhower decision matrix, named in honor of the former U.S. President and Commanding General of the Allied forces during the Second World War. The idea behind this matrix is as follows:

• Important
• Urgent
• Important and Urgent
• None of the Above

Remember, if everything is a priority, then nothing is a priority; focus on your important and urgent tasks first, then whittle away at your other tasks throughout the day.

Don’t Be So Reactive

If you react to distractions throughout the day, that means you aren’t focusing on what must be done. Naturally, being reactive to things rather than purposefully keeping them from getting in your way is going to slow you down. For example, you might be in your flow state and getting work done, only to have a phone notification interrupt you when you react to it. We understand that you can’t ignore everything throughout the day, but there are plenty of things that don’t need to be addressed immediately—especially when you have an important deadline to meet.

To ensure you do have time for distractions and situations, however, you can set time aside where that is specifically what you do with that time. In other words, you’re turning your distractions into focused work. Any other times, you should set your phone to Do Not Disturb or turn off your ringer so that it doesn’t get in the way of your work.

XFER can help your business be more productive and intentional with its time with technology solutions, like task management software. To learn more, call us today at 734-927-6666 / 800-GET-XFER.