Less Stress and Better Results
How do you prioritize your tasks? Is it off the cuff, deciding in the moment based on what feels urgent? Or do you follow a more detailed, intentional process? A better question might be: How is your team prioritizing their work?
When clear prioritization is missing, the result is predictable: last-minute “fire drills,” missed deadlines, unnecessary stress, late nights, and, in some cases, embarrassment in front of clients or stakeholders. Task prioritization doesn’t have to be complicated. In fact, I recently turned to ChatGPT for fresh approaches, and it surfaced two simple, practical tools that can help you and your team consistently focus on the right work at the right time.
Tool #1: The ABCDE + Deadline Method
The idea here is to assign each task a priority letter, along with its due date, so you can easily see both urgency and importance. Here’s how it works:
A – Must Do: These are the most critical tasks, serious consequences if not done. If multiple “A” tasks exist, label them in order of priority (A1, A2, A3) based on their due date and importance.
B – Should Do: Important, but with mild consequences if postponed. They shouldn’t take priority over “A” tasks but still need to be scheduled.
C – Nice to Do: These have no real consequences if not done. Often, these are improvements or “wish list” items that can be tackled when there’s extra time.
D – Delegate: Tasks that can and should be handled by someone else. Delegation frees you to focus on higher-value work.
E – Eliminate: Tasks that add little to no value and can be removed entirely from your list.
When you combine priority level with due dates, you gain clarity about what to do first and when.
An example: Using a calendar, identify important meetings and reports that are due throughout the year. Think about the preparation process, what needs to be done ahead of time, and how long it will take. Add those preparation steps to your priority list so they aren’t overlooked until the last minute. This ensures you’re working proactively rather than reacting in a rush.
Tool #2: Daily “Top 3 + Must-Do” Rule
Even with a prioritized list, it’s easy to get lost in the day-to-day. This rule keeps you laser-focused:
1. Review all tasks and their due dates.
2. Choose your Top 3 priority tasks for the day, those with the highest urgency or impact.
3. Identify any must-do items due today.
4. Block time for these tasks before handling anything else.
This approach ensures that each day starts with a plan, preventing distractions from stealing time from your most important work. By completing your “Top 3” first, you make meaningful progress even on your busiest days.
Helpful Hint: To expand on this tool, do a weekly review of your full priority list. Look ahead at upcoming deadlines, then block time in your calendar for those high-priority tasks. This ensures you have dedicated time to complete them well before they become urgent.
When you use these tools, you create a system that reduces stress, prevents last-minute scrambles, and keeps everyone focused on high-impact activities.
Prioritization isn’t about being busy, it’s about being effective. The more intentional you are about how you (and your team) spend time, the more likely you are to meet deadlines, exceed expectations, and leave work at a reasonable hour, without chaos.
Need some help using these tools? Book a free session via my website. I would love to help you!