Episode 2 - What should I do now?
The second pillar of productivity is prioritizing what to do next.
What do you do when your to-do list is endless and there's never enough time to get it all done? First of all, you're not alone. Prioritization—knowing exactly what to tackle first and what to let go—is one of the most powerful tools to regain control of your productivity. Today, we'll explore practical strategies to help you prioritize effectively, stay flexible, and finally make progress on the things that matter most.
How to Prioritize Like a Pro
When your tasks pile up, it can feel overwhelming. One way to break the cycle is by using proven methods like the Eisenhower Matrix and the Ivy Lee method, both surprisingly effective tools developed nearly a century ago.
The Eisenhower Matrix helps categorize tasks into four clear quadrants based on two dimensions, their urgency and importance:
Important and Urgent: These tasks naturally take priority and typically include critical deadlines and crises.
Important but Not Urgent: Often neglected but essential for long-term success, such as strategic planning or customer research.
Urgent but Not Important: Tasks that feel pressing but don’t significantly impact your goals, like minor administrative tasks or meetings without clear outcomes.
Neither Urgent nor Important: Tasks that can be ignored or deleted altogether.
Identifying tasks with the Eisenhower Matrix way helps ensure you're not wasting precious hours on minor details, like spending excessive time debating office snack choices (we've all been there!), but instead investing in tasks that drive real value.
Prioritize Your Day the Ivy Lee Way
Charles Schwab, the magnate of Bethlehem Steel, which was one of the world’s largest heavy manufacturers, wanted to improve management of his massive operation. In 1918, he asked Ivy Lee, a productivity consultant, for help. Lee agreed, and requested time with each of Schwab’s executives. Schwab, being a businessman, wanted to know what it would cost — and Lee said nothing, unless it works; then, after three months, you can send me a check for whatever it’s worth to you.
Lee transformed the productivity of the company’s executives with a straightforward strategy:
At the end of each day, write down no more than six tasks to accomplish the next day.
Prioritize these tasks in order of importance.
When you start your day, tackle tasks in that specific order—no skipping around.
This method, surprisingly effective, forces clarity about what's genuinely important and prevents endless procrastination. But don’t take our word for it — Schwab was so pleased, he paid Ivy Lee a hefty consulting fee, equivalent to half a million dollars today!
When to Say No: The MoSCoW Method
Prioritization isn’t just about what you do—it's also about clearly deciding what not to do. The MoSCoW method helps teams align by sorting tasks into four categories:
Must Do: Non-negotiable tasks.
Should Do: Important but negotiable.
Could Do: Nice-to-haves, optional based on time and resources.
Won’t Do: Explicitly ruled out tasks.
Being explicit about your "won’t do" tasks frees mental space and allows you to fully commit to tasks that truly matter.
Flexible Time Blocking: The Real-World Solution
Rigid scheduling can backfire in unpredictable work environments. Instead, try flexible time blocking, especially for tasks that are important but not urgent—like strategic thinking, content creation, or customer research.
Alex has tried dedicating time to specific tasks throughout his day, but finds that if something comes up (something actually urgent and important) that interrupts this schedule, the whole system is ruined.
Rather than scheduling every minute of your day, set aside large, flexible blocks of time (e.g., at least two to three hours) dedicated to strategic priorities. If an unexpected event arises, simply shift this block elsewhere within your week. This method keeps your commitments manageable while ensuring essential work doesn't slip through the cracks.
For example, if you want to dedicate five hours weekly to customer research, allocate two blocks of two hours and three hours on Monday and Tuesday. If something urgent interrupts your scheduled time, you move this block to a day later in the week rather than losing it entirely. It's about flexibility and planning for turbulence, much like keeping a coffee cup at 80% capacity on a turbulent plane ride—by planning for flexibility, you won't spill everything at the first sign of trouble.
Motivation Matters: Choosing Tasks That Match Your Energy
Another often overlooked aspect of prioritization is matching your tasks to your energy levels and motivation. Tasks that excite you will naturally feel easier and more satisfying. But the real challenge lies in tackling tasks that aren’t as appealing—something we'll take a closer look at in the next episode.
Tip of the Week: Flexible Time Blocking
If prioritization feels overwhelming, start with flexible time blocking. Dedicate specific, moveable blocks in your week to the crucial but not urgent tasks that typically get neglected. This helps ensure you make consistent progress without feeling boxed in by rigid scheduling.
First, identify which important tasks have been slipping. Next, allocate weekly blocks of time to these priorities without overfilling your calendar—allowing for adjustments as life inevitably gets messy. Remember, progress is always better than perfection.
To learn more, listen to the full podcast episode.