I have struggled with this problem for most of my life. Now, many years into my life, I am starting to get on top of this problem.
Prioritization
To help you understand the problem, I have a touch of Attention Deficit Disorder where it is very easy for my mind to wander. I have suffered from that all my life and I just need to be aware of the problem and I can keep it (sort of) under control.
Drop a bunch of action items on me and everything gets fuzzy!
What has saved my bacon is prioritization.
In business today, it is common for executives to identify a dozen items as priority 1. By definition, it is impossible to have more than one item as priority one.
Actually, that is not wrong. In a business, each of those items or projects may be a top priority. They all need to be done right away.
For each person, attacking a stack of items all with a priority of #1 is deadly. Under those conditions, each person will need to identify which to work on first.
That is real life.
All of us have multiple items that are in front of us that need attention right away.
There is another category that is also problematic.
Important vs. Urgent
This a tough choice as it is not always easy to determine which is more important.
Generally Important is the better choice as Urgent frequently is based on some external pressure that may or may not be important.
Urgent can be going to the store to pick up milk or bread because dinner is due in an hour.
Important is finishing your tax return and get it sent to the IRS.
This illustration is weak because you can go to the store get the bread and milk and be back at home in less than an hour.
The tax return may take hours to complete.
But you see the problem.
When deciding item to work on, here are some criteria that help the decision:
- What is the deadline? – the sooner the deadline, the more important and urgent
- What is the impact? – what happens if this does not get done at all or on time?
- How long does it take? – a task that takes a short time can be prioritized so you can get it out of the way
- Dread? – do you dread doing this item? Making a phone call to tell someone you cannot help them and possibly making them upset, is a task you keep putting off
Use those criteria to help decide what items to handle in what order.
I use an old-fashioned small book where I list my tasks and priorities – very ancient but it works for me.
Good luck with your prioritization!