Business & Startups 101💡

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4. Prioritize your task list Now that you’ve consolidated and organized your tasks, it's time to start prioritizing these to your goals. The Pareto Principle (AKA the 80/20 rule), asserts that 80% of your results stem from 20% of your efforts – so you want to focus on ruthlessly prioritizing tasks that provide the highest value. If you’re having a hard time determining what’s most important, check out the Eisenhower Matrix to identify your highest priority tasks – that are both important and urgent (from those that are not).

3. Outline your tasks & routines The next step is to create a master to do list of all your individual tasks and recurring work routines.  Don't worry about cutting anything out quite yet. You want a holistic view of everything on your plate. So, if your tasks are scattered across to-do lists, notepads, email, and probably even bouncing around your head – get them organized in one place. If you’re not already using a project management app – it’s time to get one. This is the best way to centralize your task list and goal planning – and coordinate with your team. Pro tip: include the little stuff. When you start aligning your priorities with your time, you’ll want to accurately estimate shallow work items (like catching up on email/Slack, status updates, and organizing your task list) so you can defend dedicated time for these so they don’t bleed into your productive hours.

2. Set your goals (high-level priorities) Prioritization without clear goals won't do you much good, as it leads to multitasking, relentless context switching, disorganization, and mental blocks, which wreaks havoc on your productivity.. The entire process of ruthless prioritization revolves around goals – what are all the things you want to accomplish? Well-defined goals serve as guiding stars, directing your efforts toward what truly matters and motivating you to eliminate distractions. Outline both your short-term and long-term goals, and set them in the order of priority. While many goals will be project-oriented, it’s also important to think about your goals in terms of time management issues you want to improve.

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1. Analyze where you spend your time The first step you’ll want to take is to track your time so you can see what you’ve been prioritizing recently – and if this actually aligns with your goals. The best place to start is a calendar audit. Here are the big things to look for: How many meetings did you attend this week?  Did you have enough time available for task work? Did you get through all of your regular work routines? How often did you have to work overtime? Did you have enough personal time (or PTO) to relax and reset? Even though many of us get to Friday afternoon and wonder what did I actually get done this week – we still tend to overestimate our productivity. Manually tracking this data every week is a pain, but there are free time-tracking apps like Reclaim.ai that automatically analyze your calendar for you so you can see where you spend time every week. Get detailed breakdowns on how much time you spent towards tasks, habits, meetings, even work-life balance stats to start making better decisions about your time. They even offer anonymous and employee-friendly People Analytics to analyze productivity and track priorities across your team.

1. Analyze where you spend your time The first step you’ll want to take is to track your time so you can see what you’ve been prioritizing recently – and if this actually aligns with your goals. The best place to start is a calendar audit. Here are the big things to look for: How many meetings did you attend this week?  Did you have enough time available for task work? Did you get through all of your regular work routines? How often did you have to work overtime? Did you have enough personal time (or PTO) to relax and reset?

How to ruthlessly prioritize in 6 steps So how do you decide – what are the things I can do? Let’s take a look at the 6 steps you need to take to ruthlessly prioritize a more productive and work-life balance-friendly workweek: