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Escape the tyranny of the to-do list: how to schedule your priorities, not your time | The JotForm Blog
The Planning Fallacy
We all have busy schedules, but we are incorrectly planning our day around the time we have, not around priorities.
Our estimates on how long certain tasks will take are almost always not realistic.
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The Planning Fallacy
We all have busy schedules, but we are incorrectly planning our day around the time we have, not around priorities.
Our estimates on how long certain tasks will take are almost always not realistic.
The 4 Kinds of Priorities
The Decision Matrix on how to approach tasks has 4 quadrants:
- Quadrant 1: The Urgent Problems which are important.
- Quadrant 2: Not Urgent but important tasks
- Quadrant 3: Urgent but not really important
- Quadrant 4: Distractions and time-wasting tasks.
Prioritize the important (Quadrant 2) to attain maximum benefit from your work.
Prioritize your Peak Energy Time
There are certain times of the day when you are at peak productivity. For some, it's early morning, and for others, it can be the quiet night time.
Reorganize your tasks to engage and benefit from your peak times.
Maker or Manager
Creative people have a different schedule than managers.
Managers work on a time-based scheduled calendar, but makers or creators cannot be bothered with time. They go deep in their work, forgetting any schedule.
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A very simple, but crucial principle: if you don’t know where you are, you can never reach the place where you want to be.
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As the complexity of a decision increases, so does our tendency to stick with the answer we know.
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Unimportant task are really just distractions
Urgent but unimportant tasks = distractions.
Urgent tasks put us into constant “reply mode.” Important work is related to planned tasks that move us closer to our goals.
Interruptions break your flow
Anytime you are pulled away from your tasks, it takes time to readjust to them when you jump back in (sometimes it can take up to 25 minutes).
Interruptions (notifications, loud noises, social media, checking email etc.) harm your concentration.
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1. Time-Blocking
Time-blocking consists of assigning individual tasks to manageable time slots.
Instead of writing out short tasks alongside hours-long tasks on your list for the day and hoping you ha...
2. If/then Lists
To set reasonable goals make a list for high-energy days and another for when you are reluctant to work. Both lists should follow an “if/then” model.
The first lists should have the more involved tasks, while the second list should feature more mindless tasks like cleaning out your inbox, organizing your desk, or even napping.
3. Eisenhower Matrix
- Has items that are both urgent and important, is to be tackled immediately.
- Items that are important but not urgent, can be scheduled for a later time.
- Tasks deemed urgent but not important can be delegated to others if possible
- Tasks that are neither urgent nor important should be crossed off the list altogether.
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