Prioritizing Your Tasks

A new perspective on time

The Eisenhower Decision Matrix is based on four quadrants that lists what is urgent or important. We won’t be using that matrix. This was practical and useful in the 90s.

Two main differences from that time period are interruptions and speed. Switching attention incurs a cost. Instead we need to create a filter for tasks and opportunities.

We are going to replace the what is urgent or important mindset with what is most valuable?

The value of your time

Is this my most valuable activity? How much is the activity worth per hour? Focusing on value per hour creates freedom.

See Time Management Fundamentals

Finding your most valuable activities

• List all work activities
• Estimate value per hour
• Rank each activity

Time Value Prioritization overview

• No, never again – protect us from stuff that waste our time.
• Perhaps – no clear decision attached to them, perhaps we are lacking the information.
• Yes, but not now – low value but important.
• Yes, but not anyone – use technology to fight technology.
• Yes, but not me – identifying tasks that should be delegated to someone else.
• Yes, me – passed through filtration system and it of the outmost quality.

Time value step one: Not me, never again

Is this task something you never ever want to do or see again? Say no to things of low value.

Zero-Value Activities

• Wasting time
• Negative self-talk
• Senseless internet arguments
• Addictive and destructive behaviors

What’s something that I know I should never do again?

Time value step two: Perhaps but not now

In some cases these may distract from your most valuable activity.

1. Ideas must be gathered for review.
2. Ideas help you move forward.

Time value step three: Yes, but not now

Tasks that don’t have a deadline for months or years, so we are going to positively procrastinate. Procrastination can be your friend. When is the latest that I have to start thinking about this?

Creating task reminders does not use space on my calendar but is still date and time specific. This way you don’t lose the idea and you don’t neglect thinking about it.

Time value step four: Yes, but not anyone

Yes, we need to complete this task and it has value, but no human being should be doing this. We should automate this task to free up significant amount of time.

Can I automate this task?

A small investment up front can save time in the future.

Time value step five: Yes, but not me

We have now determine that the task has value and should be completed soon. We also confirmed it can not be automated, it needs to be completed by a human being.

Abdication: Telling someone to do something that hope turns out OK.
Delegation: Providing clear instructions and expectations, and following up on results.

“Would it be more productive if someone else performed this task instead of me?”
“Would it more productive if I trained someone else to properly perform this task instead of me?”
“Would it be more productive if I hired the right person to perform this task instead of me?”

Always consider the value of the task.

Time value step six: Yes, me

If the your tasks at the end is not your most valuable activity, go through the funnel again. Change being busy to being valuable.

Perform your most valuable activities promptly.

If it takes five minutes or less, do it now. This is more efficient than scheduling it and doing it later.

If it takes between five and fifteen minutes, and their is no deadline, create a task reminder.

If it takes fifteen minutes or more, or it has a deadline, schedule it to the calendar.

Two Time Value Proposition walkthroughs

Dave reviews two examples of Time Value Proposition and funnel walkthrough.