Prioritization methods: prioritization mistakes and how to avoid them

Both in your private and professional life, there are always situations in which the tasks at hand simply get on top of you. There are only 24 hours in a day and you don't have more than two hands available to complete these tasks. So how can you get to grips with tasks and deadlines? By using prioritization methods to use your time effectively. In the following article, we will introduce you to what we consider to be the 3 best prioritization methods that will pave the way to optimal time management.

The ABC method for prioritizing tasks and deadlines

One of the most effective and simplest methods of prioritization is the ABC method. This involves dividing your upcoming tasks into three categories according to priority:

1. Category A: Very important
   Very important tasks cannot be postponed and must be completed immediately. A time quota of 60% is recommended for these tasks. A tasks must be completed by yourself and cannot be delegated.
   
2. Category B: Important
   B tasks are important and must be completed, but can be postponed. You can also check which of these tasks can be handed over to employees. You should set aside around 20 % of your time for B tasks.
   
3. Category C: Less important
   These tasks are not urgent. Check which tasks you have to do yourself and which can be taken over by employees. Allow 15% time for all tasks that remain with you.

The ABC methods of prioritization help you to gain clarity about the importance of the topics on your agenda. What initially appears to be an unmanageable mountain of tasks now becomes more transparent and manageable. President Eisenhower invented similar prioritization methods. He divided his tasks into 4 categories according to urgency:

• Important & do it yourself immediately
• Important & precise scheduling
• Urgent & delegate
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The Ivy Lee method for the perfect start to the working day

The Ivy Lee method is not only one of the methods of prioritization, but it also helps you to prepare your working day in the best possible way. At the end of your working day, you make a list of the 6 most important tasks that need to be completed the next day. You then prioritize this list. A big advantage of this approach: You use the morning hours effectively and can start directly with your to-do list. You can also use these prioritization methods to ensure that the most important tasks are guaranteed to be completed. Tasks that have not been completed that day end up on the priority list for the next day.

The Pomodoro method for creating artificial deadlines

There are people who can only work under pressure. Are you one of them? Then the Pomodoro method is a suitable prioritization method for you. It was developed by the Italian Francesco Cirillo, who used his egg clock (which was shaped like a tomato) to divide his time into 25-minute cycles. This is how the method works: you divide your work tasks so that they can be completed in 25 minutes of concentrated work. Larger tasks are divided up, smaller ones are grouped together. Each work unit is followed by a 5-minute break and after every 4 work units of 25 minutes a break of 30 minutes. You can significantly increase your productivity with this time management system.

Do you need more tips or practical support? Then take a look at our range of coaching sessions and seminars, which are individually tailored to the needs of managers, or contact us.