Getting Stuff Done: A Practical Guide

byrichardgb

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Updated 1 week ago

Do you agree that prioritisation is important?

I believe it’s probably the most important productivity skill we have.

I don’t follow most time management advice because, over the years, I’ve tried many and eventually discarded them when:

1. Most simply didn’t work for me (I hadn’t got the discipline to make them work);
2. More importantly, they seemed to cost more time to use than they saved.

So I think a mindset for managing tasks is much more important than a mindset for time management.

This doesn’t mean I don’t schedule anything in a calendar.

I schedule blocks of time within which I focus on specific tasks.

There’s nothing original in that, but I rarely allocate specific tasks to those blocks beforehand.

There are two exception that I do add “tasks” to my calendar:

1. When other people are directly involved in a planned task at a pre-agreed time;
2. Any task simply “Must Get Done” - which nowadays, for me, is rare.

This guide explores why getting priorities right is important, followed by a practical method for achieving the optimum returns.

Why Prioritisation Matters

As you know, our time is limited; we all have 24 hours in a day, and the list of things we need to do often seems endless and continues to grow!

The core of prioritisation is a simple relativity game.

Each task, no matter how small, competes for your limited time and attention.

The value each task provides varies, as does the time it needs.

This means that every task we commit to is a trade-off; time spent on one thing is time unavailable for something else.

The key to effective prioritisation lies in managing the “value for time balance”.

The Task Value / Time Trade-off

Different tasks bring different returns on the time you invest.

Some offer high value with minimal effort, while others demand a significant chunk of your day for little or even no useful payoff.

I find that poor prioritisation leads to feelings of overwhelm and frustration when I expend energy without getting useful results.

Without organising priorities, it’s easy to squander time on low-value activities while important stuff doesn’t get done.

The Core Concept: Time vs Value Add

One of my favourite quotes, from Albert Einstein, was referring to physics experiments. Here it’s taken out of context because it can be applied to more or less everything in life: “Everything should be made as simple as possible, and no simpler.”

I think the following is simple and gets the job done.

To visualise prioritisation, imagine a simple graph:

• Vertical Axis: Low, medium, high value add and must get done.
• Horizontal Axis: The time it will take.

Tasks can be categorised based on where they fall on this graph:

• Must Get Done: Schedule these on your preferred calendar appropriately.
• High Value, Low Time: Quick wins—high impact with minimal effort.
• High Value, High Time: Long-term investments that yield significant results.
• Low Value, Low Time: Low-effort tasks with little payoff.
• Low Value, High Time: Time sinks that should be deprioritised or eliminated.

By mapping your tasks onto this graph, you can make better decisions about where to focus your time and energy.

Practical Steps to Prioritise Effectively

For those who use the well known, Eisenhower Matrix, if you have a method then there’s no need to change.

If you currently don’t have a method, try this!

Note: their may always be tasks that you don’t get around to when you planned - don’t let that get you down; if you follow this method you can be sure you’re addressing the most important tasks first.

Step 1: List Your Tasks

Write down everything you need to do. Don’t worry about the order—just get everything out of your head and onto paper (or a digital tool).

On a daily basis, new tasks and ideas will inevitably popup and need to be added. I keep an A5 pad close by for capturing these.

Step 2: Evaluate And Categorise Each Task

For each item, ask:

• How long will this take? Estimate the time required. If you attempt this daily, it won’t be many days before your estimates become reasonably accurate.
• What is its potential value? Consider the impact on your goals or overall life. the simplest method I’ve used is a simple High, Medium and Low.
• Are There Tasks That Simply Must Be Done? Among the Highs identify any that Must Get Done.

Use a value-time graph to sort tasks into the four categories. This helps you identify what’s most important.

Step 3: Schedule Tasks That Must Get Done

Add anything the Must Get Done to a suitable future time block. At least one each day as appropriate.

Note: I prefer not to schedule anything else in my work time blocks. I simply start at the top of my list, ticking off tasks as they are completed.

Step 4: Next, Handle Quick Wins

Quick wins are the easiest way to build momentum. Ticking off a few impactful tasks early can boost your confidence and create positive energy for the rest of the day.

Step 5: Schedule High Value, High Time Tasks

Break these larger tasks into smaller, manageable steps if needed. Assign specific times in your schedule to work on them, ensuring consistent progress.

Step 6: Deprioritise or Eliminate Low Value, High Time Tasks

Ask yourself: Do I really need to do this? If not, let it go. If it must be done, see if it can be delegated or streamlined.

Step 7: Create a System

Create your own committed system based on prioritising tasks and getting the most important done first.

Common Challenges and How to Overcome Them

Procrastination

Procrastination often undermines prioritisation; this effects whatever system you use.

Combat it with techniques like:

• The Two-Minute Rule: If you identify a task that will take less than two minutes, do it immediately.
• Set Milestones: Break larger tasks into smaller steps to make them less daunting. Here’s a simple method for chunking down.

Perfectionism

Striving for perfection can prevent you from completing tasks.

Done is better than perfect; focus on progress rather than perfection.

Unclear Goals

Without clear goals, prioritisation is nearly impossible. Spend time defining what matters most to you. Techniques like SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals can help.

Example 1: Applying Prioritisation to a Typical Day

Imagine a working professional with these tasks:

1. Respond to emails.
2. Attend a team meeting.
3. Work on a major project.
4. Exercise.

Here’s how they might prioritise:

1. Respond to emails: I know, this breaks my rules but the challenge with emails is that sometimes there is an important email to address. Most though are Low Value, Low Time. Set a 30-minute block each day and focus to handle these efficiently. If anything rears its head that can be handled in less than 2 minutes, get it done. Otherwise add any new task to your list.
2. Team meeting: High Value if prepared for well. Normally High Time.
3. Major project: High Value, High Time. Break it into smaller tasks and schedule focused work sessions.
4. Exercise: High Value, Low Time. Fit in a quick workout for energy and health benefits.

Example 2: My Typical Day

As a solopreneur and affiliate marketer my day rarely involves other people other than messaging people online.

A typical day might include these broad areas (ignoring morning and evening routines):

1. Respond to emails: As in Example 1, I delete as many as I can, then anything that needs handling and can be completed in a couple of minutes gets done straight away. Others get added to my list.
2. Content Creation: High Value if prepared for well, normally High Time as well. Each day is different. Sometimes it’s research, sometimes creating outlines, sometimes drafting, and sometimes editing and publishing. It includes on-page SEO.
3. SEO: Varies a lot in terms of time but if something needs doing it’s always High Value and periodically an audit and follow up actions become a project.
4. Exercise: High Value, Low Time. Fit in a quick workout for energy and health benefits. To maximise my focus and energy levels I tend to work in 50 minute slots and use 5 to 10 minutes each hour for a little exercise.

Time blocking: Everybody’s day is personal. So what I do might not suit anyone else. Most workdays have 3 x 50min blocks before lunch and another 3 x 50min blocks scheduled for the afternoon and, or early evening. I am in the habit of reviewing and scheduling task for tomorrow, today at around 8pm. I prefer this as an evening habit because then the brain gets the best chance to prepare for tomorrow.

FAQs

1. What if two tasks seem equally important?
Assess their urgency or alignment with your long-term goals. If still unsure, flip a coin—a quick decision is often better than overthinking.

2. How often should I review my priorities?
The first time will take as long as it takes. Once implemented, daily reviews work well for most people. Take 5-10 minutes each evening or morning if you prefer to adjust your plan.

3. Can I prioritise leisure activities?
Absolutely. Downtime is essential for mental and physical health. Treat it as a high-value task that helps prevents burnout.

4. What tools can help me with prioritisation?
Task management apps like Todoist, Trello, or Asana can help organise and track your priorities.

I use Notion for most things nowadays.

Use your favourite calendar tool for time-blocking.

Summary

Prioritisation is about balancing time and value.

By listing, evaluating, and categorising your tasks in terms of their value-add and time they will take, followed by relatively prioritising, you can focus on what truly matters.

Start small, experiment with the techniques outlined, and adapt them to your needs.

Remember: your time is your most valuable asset—this is one way to use it wisely.

If you have an alternative, efficient and effective method, please share.
;-)
Richard