Sometimes the hardest part of getting things done is determining where to begin. If your to-do list is all over the place with a wide variety of tasks, picking a starting point can feel overwhelming. However, there are a few approaches you can take to organize your schedule logically and effectively. It’s just a matter of which one(s) work(s) best for you at any given time. So, let’s dive into these methods!
1- Degree of urgency
Of course it makes sense to attend to the most pressing matters first. Which tasks have deadlines, and how soon are they? If you find that most tasks on your list don’t have deadlines, or their deadlines aren’t quickly approaching, this may not be much of a factor. However, if there are lots of varying deadlines in the mix, especially if any are strict, this categorization is definitely something to consider!
2- Degree of importance to you
This is somewhat intertwined with degree of urgency, but it centers more on your personal priorities. Which tasks do you feel most called to complete? Which tasks will make the biggest positive difference in your life, even if not immediately? These are questions to reflect on when using this categorization. The things that matter most to you at this point in time deserve priority in your schedule!
3- Level of energy required
If you find that you have the most energy at a certain time of day, try reserving tasks that require extra energy for that time. Consider that there are different types of energy you need for different tasks. Some require physical energy, others require mental energy, others require emotional energy, etc. Organizing your schedule with your energy levels in mind is a great way to set yourself up for success!
4- Level of focus required
Just like some tasks require more energy, others require more focus. Certain times in your day might throw you a lot of distractions, making them less conducive to zoning in. Other times might be blissfully distraction-free, which are great times to tackle the tasks that demand your full attention!
5- Nature of task
You might find it most natural to group tasks based on what type they are. For instance, you might not want to switch from a creative task to a physical activity back to a creative task. If it makes sense for you to put the creative tasks back-to-back, there’s your answer right there! Alternatively, you might find that you need a break from a certain type of task and would rather break it up like the example I just gave. That’s perfectly fine too! Find what approach works for you, and go for it!
6- Amount of time needed
Sometimes it just makes sense to bang out the least time-consuming tasks first. After all, they can be taken care of so quickly that there’s no reason to keep them waiting. Once you cross them off your to-do list, you can attend to the larger tasks with a clearer head. Often times, the more time-consuming a task, the more attention it requires. If you have a buildup of smaller tasks ahead of you, you may naturally lose focus on the task at hand because you’re distracted by those other tasks, and/or you’ll rush through the task at hand to get to the others, even if subconsciously. This method can prevent those issues so that the most demanding tasks get all the attention that they need!
7- Enjoyability of task (or lack thereof)
As Mark Twain once said, “Eat a live toad the first thing in the morning and nothing worse will happen to you the rest of the day.” The expression “eat the frog” has become popularized throughout the years, so much so that a whole book was written around it, by Brian Tracy—“Eat That Frog!: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time”. In essence, this phrase tells us to get the least enjoyable tasks out of the way first. Why have those dreadful chores hanging over your head the entire day when you can put them behind you? The accomplishment of getting them done should make everything afterwards feel a whole lot easier!
The bottom line…
There are no right or wrong ways to organize a schedule, but here are some considerations that you can account for when organizing yours! Different days may call for different methods of organization, which is more than okay. Be in tune with yourself and what you need, and the rest will follow!
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