The first step to prioritize your tasks is to assess what you have to do and how urgent and important each task is. You can use a tool like the Eisenhower matrix to categorize your tasks into four quadrants: do first, schedule, delegate, and eliminate. Do first tasks are urgent and important, and they should be your top priority. Schedule tasks are important but not urgent, and they should be planned for later. Delegate tasks are urgent but not important, and they should be assigned to someone else if possible. Eliminate tasks are neither urgent nor important, and they should be removed from your list.
So simple and old-school - outline, do a to-do list in calendar of your choice - sort by "date needed" - it is up to us to use our brains about what has to be prioritized - we KNOW how to do this, do not need some platform or Eisenhower matrix to do it for us. :) Do not eliminate tasks that are urgent or non-important - of course they are important or they wouldn't be a task! Some calendaring programs have "percentage complete" tasks, but hey, can set reminders as well! :) :)
I prioritize my tasks. Urgent and time constraints. Deligate to others if needed. I set aside a certain time frame each day to work on other projects so that I do not get behind.
One thing I always found useful is the W.R.A.P. method: - WRITE (pick a tool of choice -I use Teams to-do lists) and write everythin down: tasks and under-tasks. Loop in people that work on it too. - RANK make sure every task has a deadline and assign a priority position to each considering deadlines, importance, links to other tasks and people involved (on Teams you assign colors) - ANTICIPATE be realistic about the time required by every task and schedule it in your calendar, moving non-priority tasks - PERFORM do what is needed respecting your priorities. No distractions but have a 5-10 minutes break every hour to keep yourself hydrated, fed and sane.
The next step to prioritize your tasks is to plan your day ahead of time. You can use a calendar, a planner, or an app to schedule your tasks and allocate time for each one. You should also consider your energy level, your peak productivity hours, and your deadlines when planning your day. Try to start with the most challenging or critical tasks, and leave some buffer time for unexpected issues or interruptions. You should also review your plan at the end of the day and adjust it for the next day if needed.
Create a timeline.....by doing this will allow you more opportunity to complete the most urgent task, important task, gradual task, non-urgent will always be last. I find like Journaling first to divide your time evenly will provide time for a relaxing lunch as well as adhering to a schedule. If it is scheduled right by using the appropriate apps to set up your schedule, time will allow for any unexpected change.
Draft of a classic day (I know, no 2 days are the same but still...) - morning/evening catch-ups with boss (discuss the day/slot conflicts/new instructions/clarify details etc...) - check your emails and possibly his if he requires it - answer messages/calls - meeting with other EAs - work on your to-do list for the day (booking travel, drafting a document...) - lunch - check calendar, (new invitations?) - check your/his emails again - participate to/organise meetings - administration (are files are in order? Is there enough stationary? Any org charts/distribution list/website/profile/Sharepoints need updating?) - remember to stand and walk around 5 to 10 minutes every hour (chat with colleagues at the coffee machine: networking, right?)
The third step to prioritize your tasks is to use a system that works for you and helps you track your progress. You can use a simple method like a to-do list, a checklist, or a sticky note, or you can use a more advanced method like a project management software, a spreadsheet, or a dashboard. Whatever system you use, make sure it is clear, consistent, and accessible. You should also update your system regularly and mark off your completed tasks.
Utilizing a system is a great way to prioritize tasks. However, it is key to remember that when using a system, you make sure that it is best suited to you and your working style. I prefer to use the to-do list template in Google Sheets because I stay motivated using it and it is easily accessible. It feels great to check items off the list! I've used project management software and found Asana to be fantastic as well. Whatever you choose to use, be sure that it is a personally sustainable way to prioritize and see your tasks through.
Teams is great for To-Do lists Outlook is great as calendar Microsoft 365: I just love it. Also don't hesitate to set alarms for meetings or even pauses: you might lose track of time working at a job that passionates you!
The fourth step to prioritize your tasks is to communicate your priorities to your manager, your colleagues, and your clients. You should inform them of your current workload, your deadlines, and your expectations. You should also ask for feedback, clarification, and support if needed. Communicating your priorities can help you avoid misunderstandings, conflicts, and stress. It can also help you negotiate your tasks and set realistic goals.
do not hesitate to loop your manager into your schedule: they need to be aware of what you do, what your workload looks like and how you handle it. Be open with your manager and team about questions you might have. Speak up about ideas you might have to solve a problem or make a procedure more efficient.
The final step to prioritize your tasks is to review and adjust your priorities as needed. You should evaluate your performance, your results, and your feedback regularly and see if you need to make any changes. You should also be flexible and adaptable to changing situations and demands. You should also celebrate your achievements and reward yourself for completing your tasks.
I suggest reviewing your week before it wraps up so you can: - celebrate your successes - analyse your weaknesses - make a plan to solve the week's problems
Actually everything that was in the article was on point and I follow those examples almost to a T. My day begins with voicemails, emails and inboxed items. Dealing with these or placing them in order of priority is crucial because it can become very easy to forget to check your voicemails once you get busy with other tasks. Same with emails. I always make sure to check in with my Superiors for any input or information and feedback for the day that I should be dealing with or looking out for. It’s very important to make sure that the uppers are satisfied and not chasing you down for something that they asked for days ago. Once I have all of that I am able to qualify each task for importance & put them in order on the left side of my desk
What's on fire? That which needs to be taken care of asap. What is smoldering with the potential to combust? That which if taken care of sooner will avert combustion. Always best to prevent fires from happening in the first place, whenever possible. What's in the kindling pile? Kindling pile are the ongoing projects that get worked on in between smoldering, combustibles, and full on fires. The ability to assess, prioritize, communicate, and execute things in a timely manner while being aware, adaptable, and able to pivot when unexpected fires arise. Do not underestimate the importance of effective Admins & Assistants. We keep businesses intact and running smoothly.
Top priority: 1)tasks that involve helping produce work for outward facing projects. For example: Boss is presenting to a client or the Board or hosting business consultants - anything that is representative of the company to outsiders is always high priority. Not always timing wise but definitely effort wise. 2) work your boss has to present to their manager. 3) time sensitive things like conference registrations and room blocking at hotels 4) any events for specialized groups coming up. This is well known already but take time on Friday to get what you can done for the next week- reserve conference rooms,restock/order supplies submitting expenses, sending out those email questions you want answered by Tuesday-Wednesday.