How many priorities do you really need?
Once you’ve wrestled your priorities into submission and started setting priorities successfully, you'll know and feel how much more effective you can be. You may even find that you have fun with it. There might, however, be a temptation to go list crazy and you may attempt to over-organize, you could end up setting too many priorities and making it impossible for yourself to get everything done.
In terms of big goals and major priorities, you can really only have a handful at one time. It's impossible to have everything at a number one priority! You need to be careful about how many priorities you set and here are some ideas for doing that.
How long should your list be?
How long should your list of priorities be? This is hard to answer because it differs from one person to another. The best you can say is: It depends on how much time you have and how good you are at managing your time.
The best way to discover your own ideal number of priorities is to make a plan, follow it, and then see how it goes. Create a system for setting priorities and start using it to generate your daily to-do lists, and then put it into action. You'll know quickly whether you have too much on your plate, or whether there's room for more.
Don't get over-complicated
If you're using a complicated prioritizing system where you have categories like A1 or C4 for your tasks, you're definitely making things too difficult for yourself. Your system for prioritizing should be simple. There are many approaches such as ranking, rating and classifying, but whatever approach you choose should be quick and easy to implement. It should take you only minutes each day to plug in your to-do list items and prioritize.
The task that never goes away
One easy way to see if you have too many things to do is if there's one item at the bottom that never goes away. If each day the same task is sitting on the bottom of your list un-crossed off, this is a sign that you have one too many.
Trim your To-Do's
In a perfect world under perfect conditions, you'd get everything on your list done each day. But unfortunately, that's not the way it goes. This is why you should try whenever possible to trim your list. Don't just cut indiscriminately. For each item, ask yourself if:
- It really needs to get done
- Is there someone else who can do it for you?
- Can you automate the task so you don't have to actually do it every day?
If tasks really need to get done but you're struggling to complete them, never be afraid to ask for help. You don't have to do everything on your own.
So, will you be looking at your To-Do list with a new eye in order to be more productive? It’s worth it to you to get reduce your time spent on tasks you don’t enjoy or take away from more important aspects of your business. It’s worth it to have another look at the task list that never goes away and to be willing to spend the time to get a handle on what you really need to get done.