Prioritising and delegating tasks
In the modern world people are busier than ever, and when you’ve got a to-do list as long as your arm, work can sometimes feel a little overwhelming. That’s where prioritisation, and its trusty sidekick, delegation, can help.
In this lesson we’ll look at the benefits of prioritisation and delegation as well as outline some suggestions to help you manage daily tasks.
There are many scenarios where time is critical, whether you're in the process of learning a new skill, starting a new job, or running your own company.
Here’s why prioritisation is the key to success:
- it allows you to focus on the tasks that are most important, creating a sense of purpose and clarity
- it makes your workload more manageable, by breaking it down into chunks that are easier to complete
- it facilitates efficiency, and helps you spend your time more wisely
- it helps you identify problem areas; giving you the opportunity to revise, eliminate or delegate tasks.
So how do you go about prioritising your workload? Let’s take a look at how the Eisenhower Matrix can help. The Eisenhower Matrix is made up of four sections based on importance and urgency, which allow you to align your actions to specific objectives or goals. By determining which task is the most urgent, you’re able to order the workload efficiently for a more productive day.
Begin by listing your tasks. This could include writing a new blog post or following up with a potential customer.
Next, arrange your tasks into the four quadrants of the matrix. Where they sit will depend on how you scored your tasks on a scale of importance:
- Urgent and important. These are tasks you should complete immediately, such as reviewing an important report that needs to be published right away.
- Important, but not urgent. These tasks should be scheduled to complete later, such as organising a follow-up call with a potential supplier in a few weeks time.
- Urgent, but not important. These tasks should be delegated to someone else, for example, scheduling meeting times.
- Neither urgent nor important. These might include distractions such as popping out to buy new office decorations. You can delete these tasks entirely from your list.
- When completing the matrix, try limiting yourself to ten tasks per quadrant, and aim to complete the tasks listed before adding new ones.
Once you’ve ordered your workload based on priorities, it might become obvious that meeting some of the deadlines won’t be achievable on your own. This is where delegation can be a great help.
By assigning people with the responsibility of completing specific tasks of a larger project, the work can be completed more efficiently.
The key to remember when delegating is to play to people’s strengths. You should also make sure to clearly explain what’s required of each person, set clear deadlines, and check in on progress periodically to make sure everything is going well.
When it comes to your workload, try implementing the tips in this lesson to get that checklist ticked off faster and more efficiently. Think about your current workload, and see if the Eisenhower Matrix can help you be more productive and organised at work.
A never ending to-do list can make even the most productive of us feel a little overwhelmed at times. Where do you begin, and how do you know which tasks can be assigned to someone else? The art of prioritisation and delegation is the first step towards answering this. In this video, we’ll explore how prioritising and delegating your workload can benefit you, as well how to manage your daily tasks in a more productive way.