You probably know how crucial it is to decide what tasks are most important on your to-do list. You might have tried different methods like the Eisenhower Matrix or the Pareto principle to figure this out. But sometimes, it’s hard to decide what’s truly a priority. Some people prefer using numbers to make decisions, and there’s a method to do just that when prioritizing your tasks.
Why prioritize your to-do list?
The Pareto principle states that 80% of your results come from just 20% of your work, so it’s important to focus on the most important tasks. You can’t do everything in one day, so it’s best to have a short to-do list. For example, you might have one major task, three medium tasks, and five small tasks (called a 1-3-5 list). According to Illich’s Law, trying to do too much can actually make you less productive.
To avoid taking on too much or working on the wrong things, you need a plan. The Eisenhower matrix helps you see which tasks are urgent, but it’s subjective. Adding numbers to your tasks can make your planning more objective and data-driven.
How to turn your to-do list into data
Feeling overwhelmed by your to-do list? Here’s a simple trick to get more done in less time:
Step 1: Brain Dump Everything!
Just like making a regular to-do list, write down EVERYTHING you need to do in the near future. Don’t worry about how big or small the task is, just get it all on paper (or your phone!).
Step 2: Effort vs. Impact
Now, let’s rate each task on two things: effort and impact.
- Effort: How hard is this task to do? Rate it from 1 (easy) to 10 (super hard).
- Impact: How important is this task? Rate it from 1 (not important) to 10 (super important).
For example, answering emails might be a 3 for effort (not too hard) but a 7 for impact (keeps you in the loop). On the other hand, a report might be a 6 for effort (takes some time) but only a 2 for impact (not super important for now).
Step 3: The Magic Number
Here’s the cool part: divide the impact number by the effort number for each task. This gives you a score that shows how much “bang for your buck” you’ll get from doing the task.
Step 4: Conquer Your List!
Now, order your list by this score, with the highest scores at the top. These are the tasks that are important but don’t take a lot of effort—the sweet spot! Tackle these first, and you’ll be surprised at how much you can accomplish.
