The power of effective prioritisation
Effective task prioritisation is essential for achieving maximum impact in work and life. Without a clear strategy, it’s easy to get overwhelmed, waste time on low value activities, or procrastinate on critical tasks.
This guide introduces two powerful frameworks to help you prioritise effectively:
- The Important - Urgent matrix (Eisenhower Matrix) – Helps categorise tasks based on importance and urgency to focus on what truly matters.
- The "Eat the Frog" method – A principle that encourages tackling the most difficult but impactful task first to build momentum and reduce procrastination.
By using these methods, you can focus on high-impact tasks, reduce stress, and achieve more with less effort.
When & where to use task prioritisation techniques
- Project management – Ensuring high priority tasks get completed first.
- Daily productivity – Structuring your to do list for maximum efficiency.
- Business strategy – Focusing on high value activities that drive results.
- Leadership & decision-making – Allocating time and energy effectively.
- Personal time management – Making room for important long term goals.
Proper prioritisation prevents wasted effort, improves focus, and drives meaningful progress in both professional and personal life.
Benefits of effective task prioritisation
- Maximizes impact – Focuses effort on what truly matters.
- Reduces procrastination – Tackles difficult tasks head on.
- Improves efficiency – Eliminates time wasting activities.
- Enhances decision-making – Provides clarity on what needs attention.
- Decreases stress – Creates structure and reduces overwhelm.
Step by step guide to prioritising tasks for maximum impact
Step 1: Categorsiing tasks with the important-urgent matrix
Goal: Identify high impact tasks and eliminate low value distractions.
The important-urgent matrix (also known as the Eisenhower Matrix) categorises tasks based on their importance and urgency:
Activities:
- List all tasks and categorise them into the four quadrants.
- Focus first on the urgent & important tasks.
- Schedule time for not urgent but important tasks to avoid firefighting later.
- Delegate non important tasks to free up time for strategic work.
- Eliminate distractions and low value activities.
Key question: Am I spending time on high value tasks, or just reacting to urgent ones?
Kill signal: If a task is neither urgent nor important, eliminate it immediately.
Step 2: 'Eating the Frog' – tackling the hardest task first
Goal: Overcome procrastination and build momentum.
The 'Eat the Frog' method, popularised by
Brian Tracy, is based on a quote attributed to Mark Twain:
"If it's your job to eat a frog, it's best to do it first thing in the morning. And if it's your job to eat two frogs, eat the biggest one first."
How it works:
- Identify your biggest, hardest, and most impactful task (your 'frog').
- Start your day by completing that task first.
- Use a time blocking method to focus without distractions.
- Gain momentum and a sense of achievement early in the day.
Key question: What is the one task that, if completed today, will make the biggest difference?
Kill Signal: If you keep postponing the same task, reassess its importance or break it into smaller steps.
Step 3: Breaking down tasks for effective execution
Goal: Make complex tasks manageable and actionable.
Activities:
- Use the SMART goal method to define clear tasks (Specific, Measurable, Achievable, Relevant, Time-bound).
- Break large tasks into smaller, bite sized actions.
- Use the Pomodoro technique, work in 25-minute sprints with short breaks.
- Celebrate small wins to maintain motivation.
Key Question: Can I make this task smaller and more actionable?
Kill Signal: If a task is too vague or overwhelming, break it down further.
Step 4: Planning & prioritising for the week
Goal: Maintain focus and ensure consistent progress.
Activities:
- Plan weekly priorities every Sunday or Monday morning.
- Assign time blocks for important, non urgent tasks.
- Review daily progress and adjust priorities as needed.
- Use a task management system (Trello, Asana, Notion, or a simple to-do list).
Key Question: Does my plan align with my long term goals?
Kill Signal: If you’re spending most of your time on urgent, low impact tasks, restructure your schedule.
Step 5: Eliminating distractions & protecting focus
Goal: Optimise productivity by minimising interruptions.
Activities:
- Set 'focus hours' with no meetings or notifications.
- Use 'do not disturb' mode on devices while working on important tasks.
- Batch process emails and messages instead of checking constantly.
- Automate or delegate repetitive, low value tasks.
Key question: Am I focusing on deep work, or just reacting to distractions?
Kill signal: If a task keeps pulling you away from high-impact work, delegate or batch it.
Final thoughts: The Key to maximising impact
Effective prioritisation is not just about doing more, it’s about doing what matters most. By combining:
- The Important-Urgent matrix to categorise tasks.
- The "Eat the Frog" method to tackle the hardest task first
- Breaking tasks down to make them actionable.
- Planning the week strategically to ensure consistency
- Eliminating distractions to focus on high impact work.
You can dramatically improve productivity, reduce stress, and achieve better results in both your professional and personal life.
