Prioritizing Tasks in a Workday

I've tried the fancy productivity systems, but here's what works: This 3x5 notecard... Each evening, I sit down at my desk and write down the 3-5 highest impact to-dos for the following day. These are the "important" tasks that directly contribute to my long-term projects or goals. The list is pure—I specifically avoid writing down all of the miscellaneous urgent and unimportant to-dos (more on that later). In the morning, I sit down at my desk for my first focus work block and start at the top of the list, working my way down and crossing off the important items as I get through them. My primary goal is to cross each item off the list by the end of the day. I am intentionally conservative in the number of items I write on the list. It's usually 3, sometimes 4, and very rarely 5. I never want to end the day with open items, so being conservative helps me accomplish that (and get the extra rush from getting through more than I expected). As I go through the day, I stole an idea from Marc Andreessen to use the back of the card to write down and cross off any minor to-dos that I complete (the urgent or unimportant tasks that are not welcome on the front of the card). The process of writing and crossing off an item on the back of the card is a further boost of momentum, so I find it to be a worthwhile exercise. My notecard productivity system is painfully simple, but it's grounded in five powerful realizations: 1. 15 minutes of prep in the evening is worth hours the next morning. By setting out your priority tasks the night before, you eliminate any friction from having to decide what to work on. You hit the ground sprinting. 2. Important > Urgent. By tackling the important to start the day, you guarantee progress against the big picture projects and goals. If my day went to hell after that morning focus block (which it sometimes does with a 1-year-old at home!), it would be ok, because I know I've gotten through much of my important work. 3. Momentum is everything. Crossing important items off your list to start the day immediately creates a winning feeling that you keep with you. Success begets success. 4. Simple is beautiful. If you're spending time thinking about your productivity system, you're studying for the wrong test. That's movement for the sake of movement. You should be focused on progress. 5. Find what works for you. It used to stress me out that I didn't have a beautiful productivity system that would impress others. Then I realized that whatever works for me is the best productivity system. Identify how you operate and find the system that works for you. To get started, just buy a stack of simple 3x5 notecards and give it a shot. If you've ever been overwhelmed by productivity systems and advice, this is an approach to try. Follow me Sahil Bloom for more ideas like this in the future and join 800,000+ others who get these in my weekly newsletter: https://lnkd.in/esGsF85Q

Every task that comes to me is urgent and important. Sound familiar? This is a challenge many of us face daily. Early in my career, prioritization was relatively straightforward—my manager told me what to focus on. But as I grew, the game changed. Suddenly, I was managing a flood of requests, far more than I could handle, and the signals from others weren’t helpful. Everything was “important.” Everything was “urgent.” Often, it was both. To handle this effectively, I realized I needed to develop an internal prioritization compass. It wasn’t easy, but it was transformative. Here are 6 strategies to help you build your own: 1/ Be crystal clear on key goals Start by understanding your organization’s goals—at the company, department, and team levels. Attend organizational forums, departmental reviews, or leadership updates to stay informed. When in doubt, use your 1:1s with leaders to ask: What does success look like? 2/ Deeply understand KPIs Metrics guide decision-making, but not all metrics are equally valuable. Take the time to understand your team's or function's key performance indicators (KPIs). Know what they measure, what they mean, and how to assess their impact. 3/ Be assertive to protect priorities Not every task deserves your attention. Practice saying “no” or deferring requests that don’t align with key goals or metrics. Assertiveness is not about being inflexible—it’s about protecting your capacity to focus on what truly matters. 4/ Set and reset expectations Priorities change, and that’s okay. What’s not okay is working on misaligned tasks. Keep open communication with your manager and stakeholders about evolving priorities. When new demands arise, clarify and reset expectations. 5/ Use 1:1s to align with your manager Leverage your 1:1s as a strategic tool. Share your current priorities, validate them against your manager’s expectations, and discuss any conflicts or challenges. 6/ Clarify the escalation process When priorities conflict, don’t let disagreements linger. If you can’t agree quickly, escalate the issue to your manager. This avoids unnecessary churn, ensures trust remains intact, and keeps momentum focused on results. PS: You won’t always get it right—and that’s okay. Treat each misstep as an opportunity to refine your compass. What’s one tip you’ve used to prioritize when everything feels urgent? --- Follow me, tap the (🔔) Omar Halabieh for daily Leadership and Career posts.

Every week for the past five years, I’ve calculated a single number that determines whether I’ve been productive. It isn’t a revenue or product-related stat. It’s the percentage of my time spent on tasks I actually PLANNED to do. Giving yourself a weekly success score doesn’t work for everyone, but it’s been an insane productivity hack for me because it gives visibility into my work AND gives me something to improve upon. This concept came from Intercom co-founder Des Traynor, who created the perfect Venn diagram of productivity: find the overlap between your email, your to-do list, and your calendar so you can stop letting everyone else control your time. The solution is to track how much of your time aligns with your intentions, AKA your alignment score. Here’s what to do, using this doc that lets you sync your email, calendar, and to-do list: https://lnkd.in/gHyBvgKv 1. Work through your emails and identify which ones have actions. 2. Turn the emails into entries on your to-do list. 3. Slot each entry into a specific time block on your calendar (the template will do it for you). 4. Now, your to-do list has two new columns: when you’re supposed to work on a task and where it came from. At the end of the week, you get a chart that shows what percentage of your time is spent on your planned to-dos vs. reactive work. The system triages emails into different buckets, ensures the important ones make it to your to-do list, merges them with what you already planned to accomplish, then helps you allocate time for each task. Try calculating your score for a month and see what changes! And don’t feel bad if you’re not at 100%—for me, any week that crosses 50% is a good week. 🙂 Are there any productivity hacks you swear by?

High performers find ways to make daily habits out of hard things others put off. Today I share an advanced lesson in how to do this. Smokers know they "should" quit but most do not. Many struggle to eat right or exercise, though they "know better." At work, we all put off some tasks we know we should do. These are not knowledge problems (we know what we should do). They are process and habit problems. All these tasks (stopping smoking, working out, long term learning at work...) share the trait that they are important (they have high value) but not urgent (on any given day the consequences of putting them off to tomorrow are small). The result is, we often promise ourselves we will get to them while actually delaying them far too long for our own good. The most successful people find ways to routinely do more of the critical tasks that others avoid. Discipline is great and it can work very short term. But it is rarely a sustainable solution as it is too draining. A client of mine shared a good example of doing this that we can adapt and apply. He is a manager who need to learn a new technology. He put himself onto his Oncall Rotation as a forcing function. This approach leverages several key tricks: 1) It allocates scheduled time (when he is oncall) to the task he can otherwise put off 2) It removes his ability to easily delegate to others (because many issues come in at night or on the weekend, when the easy safety valve of pushing work to his team is not available) 3) It creates urgency in a task (learn the new technology) that is otherwise important but not urgent during the midweek work hours. 4) It creates social cover to push the daily barrage of "urgent" work aside. No one questions you skipping a meeting or delaying a report when you are "oncall for a customer outage." The trick here is to make a commitment you cannot escape ahead of time. --You make the commitment when you do not feel the price of following through --Then when you want out of the work later, it is too late and you have trapped yourself More examples: 1) I decided my top priority for the day during my commute, when I could not work on it or anything else. Then, when I got to work, knowing my top priority helped me resist less important work others were pushing me to do first. 2) I use a personal trainer. By paying someone and scheduling time, I then am unwilling to shirk my workout. Left to myself, I do not go to the gym 3) I wish I could use Duolingo to learn a language. Going to the country where I have to use the language to get by works far better. I am still not nearly as good as I wish I was at "doing what I should." I would like to get better at this and would ask you to comment with your examples of success, pitfalls, tips and tricks. I will turn it into a lecture and make a class out of my own learning and your comments so that we can all be more effective. Please share your secrets - how do you do unpleasant work you need to do?

I'm excited to share my system for staying productive all day, every day. This system allowed me to sell over $100M in my B2B sales career, then build a 7 figure coaching business working an average of 40 hours/week. Most importantly, my nights and weekends are free to spend with my family. Here's are the 3 simple steps I take every single week: Step 1: Complete a Weekly Plan & Scorecard at the beginning of each week On Monday mornings (or Sunday evening), I print and fill out a Weekly Plan & Scorecard. On this document, I write down all the important tasks and action items I aspire to get done that week in no particular order. I then rank each task in order of priority, typically prioritizing RGA's (Revenue Generating Activities) for my business. I originally took this scorecard from a book called the 12 Week Year, then adapted it to include a "Rank" column, which allows me to prioritize each action item. Prioritizing the Action Items allows me to know where to start every day, and prevents me from getting overwhelmed. Step 2: Daily Task Blocking in Calendar Whitespace At the beginning of each weekday, I fill up all the whitespace on my calendar for that day with high priority tasks taken directly from the Weekly Plan & Scorecard. This ensures that the most important tasks for the week get done first and eliminates daily decision fatigue. The key is to put the specific tasks on your calendar so there's no empty space. If for some reason any tasks on the calendar don't get completed for that day, I move them to the next day in any open whitespace. Step 3: Weekly Scoring At the end of each week, I score my performance using the simple formula: Tasks Completed / Tasks Written Down = Score % My goal is to score 85% or higher each week, although admittedly there are many weeks where I fall short. If there are any tasks that didn't get completed that week, they get moved to the following week. I rinse and repeat this process every single week. This ensures that I SHOW UP every single day, and stay productive throughout the entire work week. Additional keys to success include: 1. Taking short breaks when you feel mentally drained. Stretching, a short walk, and standing desk do wonders to change your state. 2. Minimize the number of daily meetings on your calendar (4 or less is optimal) to stay focused and ensure you have enough whitespace to get deep work done. 3. Give yourself an hour lunch to break up the work day. Every day I have lunch with my wife, and that's also on the calendar. 4. Do one thing at a time 5. If you have an unproductive day, forgive yourself. Of course, this is all easier said than done... That's why next week, in our 2nd *Transformation Tuesday* LIVE training session, I'm going to walk you through exactly how to leverage The 12 Week Year (and Weekly Scorecard) to transform your productivity and your life. Sign up here: https://lnkd.in/gsPsq2XR Only 500 spots available due to Zoom webinar limit!

People make a big deal out of 'getting ready for the day.  But honestly, it doesn't have to be a morning marathon. Every morning, without fail, I dedicate 10 minutes to setting up my day.  This routine has been my anchor for over 10 years, transforming what used to be an hour-long chore into a quick, impactful ritual. Here's my stripped-down process: - First, I glance at my automated reminders I built over the years. They keep me aware of my must-dos. - Next, I review my calendar, pinpointing meetings and scribbling down key points for each. This ensures I'm never caught off guard. - Finally, I jot down three critical tasks outside my scheduled events. These are my non-negotiables for the day, ensuring I focus on what truly matters. Over a decade into this practice, it's become second nature. I step out the door, not just prepared but energized, ready to take on whatever the day throws at me.  It's not about filling every minute of your day; it's about prioritizing smartly to tackle it with confidence. Remember, the key to a productive day starts with a clear, calm mind. Keep it simple, and watch your days transform.

As a CTO who has successfully scaled AI and tech products, I’ve refined productivity strategies that can transform your leadership workflow and enhance your team’s output. If you’re leading in the tech industry, and grappling with overwhelming demands, the 3 targeted tactics I’m about to share are tailored for the unique challenges you face. My guiding principle each week is the 'Rule of Three': identifying three top priorities that serve as my North Star. These aren't just scribbled in a planner but physically placed on my office wall, a constant visual reminder of my core focus. This practice not only keeps me centered amidst the whirlwind of daily tasks but also ensures that every action is a step toward our most critical goals. Sharing these priorities with my direct reports does more than foster transparency — it aligns our efforts, synchronizes our strides, and forms the bedrock of our collective pursuit. It's a simple yet profoundly effective strategy that has continually steered us toward meaningful progress and impactful results. Next, time blocking has been a critical strategy. Carving out dedicated blocks for deep work, meetings, and even unexpected tasks allows me to create a rhythm amidst the chaos. This isn't just about sticking to a schedule; it's about allocating mental space and ensuring that high-priority projects get the uninterrupted attention they deserve. I always check each Friday that my time blocked schedule appropriately reflects the work I need to accomplish for my top three priorities. Lastly, I leverage automation and delegation. By automating routine tasks and delegating effectively, I maintain focus on what truly requires my expertise. It's not just about offloading work; it's about empowering my team by entrusting them with responsibilities that aid their growth while freeing me to lead more effectively. A framework I really like using is the Eisenhower matrix around categorizing work based on its urgency and importance. I try and focus as much of my work as I can on the important and urgent tasks. Implementing these strategies hasn’t just boosted my personal productivity; it sets a precedent for the whole team. When leaders manage their time effectively, it cascades down, fostering a culture of efficiency and clarity. Remember, in the world of tech and AI, where the ground shifts daily, these strategies aren't just nice-to-have—they're essential for survival and success. If you're leading in this space and looking to refine your approach to productivity, let's connect and share insights that propel us forward! #techleadership #productivitytools #teamleader

Ever heard of the "Action Priority Matrix"? This is a simple, yet often overlooked, powerful tool and is one I use regularly with my teams. There are always going to be competing priorities in business, so which do you tackle first? I've learned that many professionals were never taught how to think about prioritization. Here is how APM works: Always start by prioritizing the action item that has the highest potential impact, with the lowest effort. These are your "quick wins". Follow this by those initiatives that are high potential impact, but also high effort. These are considered your "major projects". Then, cross off the low impact, low effort items. These are your "fill-ins". Finally, you are left with the lowest impact, highest effort tasks. Either delegate or eliminate these "thankless tasks". Prioritization and swift action is how you win in business. Make this simple tool a part of your everyday approach and watch the magic happen.

Get more done in less time - Master the Eisenhower Matrix: Too often we mistake being busy with being productive. The reality? We spend far too much time on the wrong things. Use this time management tool to prioritize your tasks properly, And dramatically increase your productivity. Its simplicity drives its effectiveness - Categorize all of your tasks into 1 of 4 quadrants based on their urgency and importance, And then take action accordingly. This sheet breaks down the details, So you can put it to work: 1) Do Now (Urgent and important) Description: ↳Tasks that require immediate attention and are crucial for your goals ↳Often tied to deadlines, crises, or high-pressure situations Examples: ↳Completing a critical project that's due by end of day ↳Fixing a website crash that's preventing customers from making purchases ↳Preparing for a last-minute client presentation scheduled for tomorrow How to Get Them Done: ↳Prioritize them over everything else ↳Avoid multitasking - focus only on them ↳Use a timer or set specific time blocks to ensure completion 2) Plan for Later (Not urgent but important) Description: ↳Tasks that are important for long-term success but don't need immediate attention ↳Often involve personal growth, strategy, and big-picture goals Examples: ↳Researching and implementing automation tools to improve workflow ↳Meeting with a mentor to discuss career growth ↳Creating a content calendar for next quarter How to Get Them Done: ↳Schedule these tasks into your calendar and stick to working on them ↳Break them down into smaller, actionable steps so they feel less overwhelming 3) Delegate Now (Urgent but not important) Description: ↳Tasks that may feel urgent but aren't critical to achieving your goals ↳Often stem from others' priorities and don't require your unique skills Examples: ↳Replying to most customer service inquiries ↳Reviewing routine reports that don't require your direct input ↳Scheduling travel arrangements for an upcoming conference How to Get Them Done: ↳Delegate these tasks to someone else immediately ↳Provide clear instructions and all necessary resources ↳Give autonomy and only follow-up when asked or necessary 4) Eliminate Now (Not urgent and not important) Description: ↳Tasks that offer little value and don't contribute to long-term goals ↳They are distractions or time-wasters that can be removed Examples: ↳Checking social media notifications often with no clear purpose ↳Attending meetings that don't require your presence or input ↳Over-customizing a PowerPoint for a basic internal presentation How to (NOT!) Get Them Done: ↳Recognize where you're wasting time on trivial things ↳Eliminate these tasks from your routine ↳Set boundaries to avoid falling into time-wasting habits Use the Eisenhower Matrix to prioritize like a pro, And turbocharge your productivity. Have you tried it before? --- ♻️ Repost to help your network become more efficient. And follow me George Stern for more.

How I Prioritize as a Program Manager at Amazon One of the toughest parts of being a program manager is deciding what gets attention when everything feels important. At Amazon, where the pace is fast and the stakes are high, I’ve learned that effective prioritization isn’t just a skill—it’s a necessity. Here are three approaches that help me stay focused and move the needle: 1️⃣ Impact vs. Effort Matrix When juggling multiple projects, I map tasks based on how much impact they’ll have versus how much effort they’ll take. High-impact, low-effort items? Those are no-brainers. Low-impact, high-effort tasks? They often end up on the backlog or get re-evaluated. This simple framework keeps me and my teams working smarter. 2️⃣ Customer Obsession At Amazon, the customer always comes first. Before prioritizing, I ask myself: How will this improve the customer experience? If an idea doesn’t bring clear value to the customer, it’s either deprioritized or reconsidered. It’s a principle that keeps us grounded in what really matters. 3️⃣ Time for Big-Picture Thinking Amid the daily fire drills, it’s easy to let long-term planning slip. I’ve started blocking time on my calendar specifically for strategic thinking. This helps me step back, focus on the bigger picture, and ensure we’re not just putting out fires but also building for the future. Prioritization is messy, and it’s not always perfect. But these methods have helped me find clarity in the chaos and deliver meaningful results. How do you decide what deserves your attention when everything feels important? #Leadership #Prioritization #CustomerObsessed #ProgramManagement