Effective Ways to Manage Task Lists at Work

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

I've managed 5 high-performing product marketing teams at startups and public companies, and there are 2 commonalities I've noticed at each: 1) it's easy for PMMs to get overwhelmed by the sheer volume of tasks on their plates, and 2) teams are rarely recognized for their true effort or impact by upper management. That's why I want to share my prioritization matrix 👇 It’s been a game-changer in how my teams approach projects and focus on what truly drives results. I’m curious—does this framework resonate with your approach to prioritizing tasks? Here's the concept: Rack up the wins by focusing on projects that offer high visibility and impact for lower effort and avoid those that drain your energy and don’t align with company goals. (Note: you could replace visibility with impact on this scale, but it's important that what you're working on is actually on the radar of those in upper management). Here’s how to prioritize: Quick Wins: These are the golden opportunities! High visibility, low difficulty — they bring great returns with minimal effort. Look for ways to get a few of these in your quarter. Strategic Initiatives: Aim for ONE strategic initiative per quarter. These are high-visibility, high-difficulty tasks that are aligned with your long-term goals. Go deep, plan ahead, and focus on the impact. You will be the most proud of these, but you need to be realistic about them. Routine Tasks: You’ve got to keep up with these, but don't let them consume too much of your time. Find a system to manage them efficiently. Avoid: Stay clear of high-difficulty, low-visibility tasks. These projects often don't yield the results you need, and they’re energy-draining. They don't align with your values or long-term success. 💡 Action Step: Review your current or upcoming projects. Classify them into high or low reward, and high or low effort. What projects are you spending too much time on that aren’t worth the effort? Time to realign and focus on what truly matters! #Productivity #TimeManagement #Prioritization #WorkSmart #StrategicFocus #CareerGrowth #Leadership How do you manage your / your team’s workload?

During my time as a Principal TPM in the Oracle Cloud Infrastructure team, I learned firsthand that knowing what to de-prioritize is equally crucial as prioritization. Prioritization is a delicate dance every Technical Program Manager performs daily. It's not just about crafting a to-do list; it's about making strategic choices that propel your projects and teams forward. Mastering this art can mean the difference between smooth sailing and utter chaos in the whirlwind of technical program management. It's all about feeling empowered by the decisions you make. Imagine your workload as a juggling act – not every ball is the same size, and not every ball needs to be caught immediately. 🤹♂️ Early in my career, I was juggling a major product launch, a team restructure, and a handful of smaller projects. Trying to do everything at once was a recipe for disaster. After a near-miss with a critical deadline, I started each day by listing my tasks and categorizing them into "urgent and impactful," "can be done later," and "delegate." The change was immediate and profound. Not only did I meet my deadlines, but my team also became more cohesive and efficient. 🎯💪 Some popular prioritization strategies that have helped me and many others include: Eisenhower Matrix, which categorizes tasks into four quadrants based on urgency and importance(Do First, Schedule, Delegate, and Don't Do). 📊  The MoSCoW method (Must have, Should have, Could have, and Won't have) is another excellent approach, especially for managing project requirements. 📝  Ivy Lee method, where you list the six most important tasks to complete the next day and focus on them in order of priority. Each method can provide a clear framework for deciding what needs immediate attention and what can wait. Understanding the power of saying "No" can be transformative, allowing you to focus on what truly matters and avoid unnecessary stress. So, the next time you're feeling overwhelmed, remember: it's not just about what you do, but also about what you choose not to do. Share your prioritization hacks, challenges or stories in the comments! 👇💬

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.

Starting a new PMM role can feel like you're juggling a million tasks all at once. 🤯 So, how do you prioritize what to tackle first? Here’s where the Action Priority Matrix comes in. This simple 2x2 matrix helps you categorize tasks based on Impact and Effort, allowing you to quickly identify "Quick Wins" and strategically plan larger projects. Here’s how you can make it work for you: 1️⃣ List all your tasks for the week (or another time period you prefer). 2️⃣ Rate the impact: For each task, ask yourself how impactful it is on a scale of 0-10. Remember, impact is about how crucial it is to the company’s and team’s key goals. 3️⃣ Evaluate the effort: Then, score the effort required to complete each task. 3️⃣ Plot your tasks on a 2x2 matrix and group them into 4 categories: -----> Quick Wins: Focus here to build early wins and gain confidence. -----> Major Projects: Plan these strategically. Break them into smaller milestones and turn them into quick wins, or seek additional resources. -----> Fill-Ins: Tackle these when you have downtime, or reduce the scope if possible. ----->Thankless Tasks: Avoid these. Delegate or eliminate them! The image shows some sample PMM activities grouped by category - bear in mind these are just examples :) Once you have your priorities mapped out, turn them into an easy to consume list and communicate them to your manager and get their feedback. This is a great way to show that you’re organized and disciplined. Don't be afraid to ask for support—or politely push back by explaining why some tasks may need to be prioritized. Over the years, this simple yet powerful framework has helped my clients achieve more results while avoiding burnout. What has worked for you? #ProductMarketing #newjob #coaching #growth #tech