Not every task is equally important. Question is how to easily see priorities for the day and manage tasks in an optimal way?
Organizing a day starts from organizing a week. When planning a week, it’s vital to plan tasks moving goals forward while not neglecting tasks supporting current needs in a life. Then at a day level just do the same.
My approach to tasks is based on the great divide of projects to strategic and operational with a twist to address misc and time-specific tasks.
Strategic tasks
These tasks are a part of work needed to accomplish goals. At a regular day they are by no means most important tasks to complete.
Moreover strategic tasks should have a time slot dedicated to work on them upfront either on regular basis or during weekly planning. I believe that using time blocking technique is a great way to protect time for strategic tasks. They deserve best time of the day with the highest energy level and focus.
Operational tasks
These are for ongoing operational projects. They are also important. Just not that much as strategic tasks. Operational projects will not change your life. They simply support your current lifestyle and help handling things happening in your life.
Although operational tasks often don’t require high focus, they may be quite time consuming. So beware when you have many of those in your day plan.
Just yesterday I had one of those days. I needed to plan route and stops for our next two-day trip. This didn’t require full focus, but it took me a good three hours to plan where we stop to rest and eat, find parkings at towns we’ll visit, find and book hotel, etc. Basically I’ve spent whole evening for this task.
Miscellaneous tasks
These are different errands, chores, and other small tasks requiring your attention. They don’t belong to any strategic or operational project. They just happen and need to be addressed.
I tend to handle them in between important tasks when I have some time or just batch them and execute all at once.
Time-Specific tasks
These are a bit special. They could be from strategic, operational, or miscellaneous buckets.
At first sight you could think that specific time is just a property of the task. But it has such a big influence on the day that it makes sense to treat them specially.
Time-specific tasks are mostly appointments and meetings. Not only they work as natural anchors forcing to plan all other tasks around them, they also always take more time than it seems.
Probably less often we have real tasks happening at specific time (e.g. drive children to school or cook a dinner). Although they are neither appointments nor meetings, I treat them in the same way.
Organizing tasks effectively means understanding priorities. Strategic tasks drive goals, while operational tasks support current needs. These are two core rocks in your day plan. Time-specific tasks are boundaries you need to take into account. Just don’t let them dictate how your day looks. Unlock you potential and have efficient days.