# How to prioritize tasks at work: 4 steps that work > Learn how to prioritize tasks at work: build one task list, pick a method (Eisenhower, ABCDE, MIT), schedule work, and share progress with your team today. Source: https://asana.com/zh-tw/resources/how-prioritize-tasks-work ## How to prioritize tasks at work: 4 steps that work #### Summary Task prioritization helps you focus on what matters most. Learn how to create a task list, choose a prioritization method, schedule your work, and communicate with your team to boost productivity and meet deadlines consistently.If you're like most people, you start your workday intending to be as productive as possible. Yet, as the day rolls on, you find yourself fielding multiple urgent requests and watching your task list grow. What you initially set out to accomplish seems to be pushed aside. If this sounds familiar, you're not alone. Task prioritization, the process of ranking your to-do list by urgency, importance, and impact, helps you stop playing catch-up. For larger workflows, our guide to the [best task management software](https://asana.com/resources/best-task-management-software) can help you compare tools to organize, schedule, and track your work. There are four steps you can take to [increase your productivity](/resources/how-to-be-more-productive), meet your deadlines, and better manage your time: - Create a task list - Choose a prioritization method to organize your tasks - Schedule your tasks in a calendar - Communicate your progress to your teammates Take a look at our tips below and use these steps to help you prioritize your daily tasks at work. ## 1. Create a task list To create a task list, write down everything you need to accomplish across all your projects in one place. Break down bigger tasks into subtasks so they feel more manageable. Once you have a single view of your work, you can start making informed decisions about what to prioritize. Once your tasks are listed, add key details to each one: - **Time estimate:** How long will this task take to complete? - **Priority level:** Is this task urgent, important, or both? - **Due date:** When does this need to be finished? With all of your tasks in one place, you'll be able to see an overall view of what needs to be done, get a sense of how much work you're dealing with for [time management](/resources/time-management-tips) purposes, and what most likely needs your attention now. Don't worry about organizing your tasks quite yet; just get them all in the same spot to start. Creating a master list of tasks is a crucial first step because if you can organize yourself at the beginning of a project or quarter, it is much easier to stay organized over a longer period. **Asana tip:** [My Tasks](https://www.youtube.com/watch?v=UltFHzfjE08&feature=youtu.be) is a feature of Asana that automatically aggregates all the tasks assigned to you in a single view. Pairing that with a [structured to-do list template](/templates/to-do-list) can make it even easier to capture, organize, and prioritize tasks from the start. Teams managing multiple outputs may find an [assignment tracker template](/templates/assignment-tracker) in Asana even more useful, since it combines task lists with deadlines and ownership in one place. ## 2. Adopt a task prioritization method How you prioritize your tasks depends on your job and personal work style. Here are six proven methods to help you decide what to tackle first. Method Best for How it works **Eat the frog** Tackling big tasks first Complete your hardest task before anything else **Eisenhower Matrix** Sorting urgent vs. important Categorize tasks into four quadrants based on urgency and importance **ABCDE method** Grading task importance Assign letters A–E to rank tasks from critical to eliminable **Most Important Task (MIT)** Daily focus Identify 1–3 tasks that must be done today **Chunking** Deep focus work Group tasks into focused, uninterrupted time blocks **Agile prioritization** Team projects with dependencies Rank tasks by criticality, importance, and dependencies ### Eat the frog The [eat the frog](/resources/eat-the-frog) method is not a literal suggestion, but rather a system based on a quote from the ever-wise Mark Twain. He said, "If it's your job to eat a frog, it's best to do it first thing in the morning." In the world of [project management](/resources/project-management-methodologies), that translates to tackling big or complex tasks first before moving on to less important or time-sensitive tasks. Important tasks that serve the highest purpose and are tied to [top-level objectives](/resources/strategic-goals-objectives) or [OKRs](/resources/okr-meaning) should be first on the priority list when you start your day. Once you've eaten your frog for the day, you can slot in other tasks based on factors such as deadlines and feel less stress, since your most important work is already done. - [延伸閱讀：如何設定 OKR](/resources/setting-okrs) **Eat the frog example:** Finish up that big presentation you'll be making to the management team at the end of the week before you reply to emails, work on your review form, call clients, or iron out contract revisions. By diving into a big project before doing anything else, you won't [lose focus](/resources/stay-focused) or get distracted by random tasks or questions, and you'll be able to knock a big piece of work out more easily. ### Eisenhower Matrix Another prioritization technique, the [Eisenhower Decision Matrix](/resources/decision-matrix-examples) or Urgent-Important Matrix, starts by organizing tasks into four quadrants, based on whether they are: - Important - Urgent - Important and urgent - Neither As a five-star general during World War II and then President of the United States, Dwight D. Eisenhower was adept at making important decisions quickly and came up with this method to help him. This approach helps you decide: - What to do now (important and urgent) - What you need to plan for (important but not urgent) - What you may be able to [delegate](/resources/how-to-delegate) (not important but urgent) - What you can possibly delete (not important and not urgent) It is a great tool for prioritizing tasks, making decisions quickly, and staying organized. **Eisenhower Matrix example:** A colleague has just emailed you asking for help with a sales presentation. This request is urgent because it has to be done today, but is it important enough (to you) to postpone other work? Measure each task on your daily list for importance and urgency to decide whether you can shift tasks to help your colleague or if it needs to be deferred. Knowing your commitments also helps you say "no" when you need to. - [建立優先順序矩陣範本](/templates/prioritization-matrix) ### ABCDE method The [ABCDE method](https://www.briantracy.com/blog/time-management/the-abcde-list-technique-for-setting-priorities/) is comparable to giving grades to your tasks, from A (very important) down to E (eliminate whenever possible). To use the ABCDE method: - Take that task list you've created - Assign each task a letter value according to its level of importance, with A tasks being top priority and E tasks being low priority - Tackle tasks accordingly This method offers a way to quickly weigh task importance to help you identify your highest-priority tasks. Make sure you're always working on your A and B tasks first, because those are the ones that will make or break your success at work. The ABCDE method also works well when combined with Eat the Frog. If you start your day off with your A and B tasks, then you can spend the rest of your day on tasks of lower importance, like C, D, and E. **ABCDE example:** You have eight working hours available today, but fifteen hours'worth of tasks on your list. When you give each task a letter, only two qualify as A tasks, and most are D tasks that you can delegate or reschedule. Now you know to focus only on the A tasks and leave the D tasks for later or pass them off to another team member. You've just gone from feeling overwhelmed to having a prioritized task list focused on the day's must-dos. ### Most Important Task method The Most Important Task (MIT) method focuses your day on one to three tasks that matter most. These aren't random to-do items; they're chosen specifically because they move you closer to your long-term goals. Complete your MITs first, and you'll make meaningful progress every day. By including at least one MIT tied to your larger objectives, you guarantee daily progress toward what matters most. You'll likely complete other tasks too, but starting with your MITs ensures critical work never gets pushed aside. **Most Important Task example:** Consider an architectural firm where the day's MIT is to finalize blueprint modifications for a client's project. Amid numerous important tasks, this particular MIT is chosen because it directly influences the project's timeline and client satisfaction. By setting this as the priority, the team ensures that, despite the whirlwind of daily activities and potential for procrastination, the most important task of refining the blueprints is completed by the end of the day. - [Read: How task batching can increase your productivity at work](https://asana.com/resources/task-batching) ### Chunking For the chunking method, a chunk is defined as a focused work activity. It can be self-contained ([emptying your inbox](/resources/inbox-zero)), a slice of a larger project (completing the first draft of a document), or a collection of small, unrelated tasks. Your key here is to make these chunks focused, uninterrupted [blocks of time](/resources/what-is-time-blocking). Turn off outside distractions and signal to others that you are unavailable by: - Taking advantage of features on collaboration tools like [Do Not Disturb](https://help.asana.com/s/article/settings?language=en_US#gl-dnd) - Using [time blocking](/resources/what-is-time-blocking) to reserve spots on your calendar for deep focus - Implementing a [No-Meeting Wednesday](https://wavelength.asana.com/workstyle-no-meeting-wednesdays/) policy for yourself and your team if you're able to Don't forget to take breaks in between chunks to relax and refresh. **Chunking in action:** You might start your day with one hour of design work followed by a coffee break. Then, two hours of scheduled meetings, lunch, and 30 minutes of email response time. Next, you move on to one hour of research for a new project. You note all your activities in your calendar to hold yourself accountable and ensure no one schedules conflicts with your plan. You end your day by taking a short social media break, heading to the team update meeting, and then finishing with a final hour of design work. **Asana tip:** If you're using Asana to manage your tasks, you can create custom fields to add additional information, such as a letter grade (if you're using the ABCDE method), urgency and importance (if you're using the Eisenhower Decision Matrix), priority level (if you're going to eat the frog), or estimates on how long it will take to complete. ### Agile prioritization [Agile prioritization](/resources/agile-methodology), also known as Scrum prioritization, is a flexible method that helps teams respond swiftly to changing demands. You categorize tasks by value, urgency, and project goals. It's particularly effective for managing dependencies, tasks that are interconnected and need to be completed in sequence. Agile prioritization evaluates each item on your to-do list based on three criteria: - How critical is this task? - What is its relative importance to the other tasks on this list? - Is any other task dependent on this one? Then, using the answers to those questions, you assign each task a number from one to n (where n represents the total number of tasks on your list). **Agile prioritization example:** A software team designing an app decides that the user authentication system is critical because it affects various other systems, such as profile customization and encrypted transactions. Prioritizing this system enables them to develop these interdependent features simultaneously. This strategic focus not only accelerates development but also ensures the seamless integration of product-critical features. - [Read: Scrumban: The best of two Agile methodologies](/resources/scrumban) ## 3. Use project management software to schedule your tasks When you're overburdened with tasks, project management software can streamline your day. These tools support [task management](https://asana.com/uses/task-management) by helping you track urgent work, mark key milestones, and delegate tasks to others. The result: a workload that's easier to handle and deadlines you can actually meet. Project management software with calendar integration is particularly helpful. You get a quick overview of all your projects, making it easy to spot busy periods and find open time for additional work. Tools like Asana display this clearly so high-value tasks don't slip through the cracks. Using a project management tool enables you to: - Balance high-value and high-priority tasks - Make sure you meet deadlines - Prevent scheduling conflicts - Manage your workload - Preserve work-life balance If you're adopting one of the prioritization methods above, or a combination of your favorites, use that approach to help fill your schedule and manage time. **Asana tip:** Using the Calendar View in Asana, you'll be able to spot days when you might be overloaded and also see open blocks of time. Take advantage of this view to shift tasks and spread your work out more evenly. When you plan your calendar ahead of time, you make certain important tasks receive immediate attention. ## 4. Communicate task progress with your teammates Finally, don't forget to loop in teammates who may be waiting on you to complete a task or vying for some of your time. Cut down on the number of requests you receive by giving teammates [status updates](/resources/how-project-status-reports) on: - Task progress - When you plan to complete a project - Any delays or blockers that come up Instead of constantly responding to requests, you can continue working productively and efficiently. **Asana tip:** Asana's task comments feature lets you share updates and ask follow-up questions directly on a task to keep communication connected with the actual work you're doing. Or, you can use status updates within a project to notify every stakeholder of your progress on a specific project, not just a task. ## Prioritized work is productive work When you clearly prioritize your work, you can increase productivity, better manage your time, and feel confident that you'll hit your deadlines every time. By creating a comprehensive task list, choosing a prioritization method that fits your work style, scheduling tasks strategically, and keeping your team informed, you set yourself up for success. Ready to put these strategies into action? [Get started](/create-account) with Asana to organize your tasks, track priorities, and collaborate with your team in one place. ## Frequently asked questions about task prioritization #### How do you prioritize work efficiently? List all your tasks, then evaluate each one based on urgency and importance using a framework like the Eisenhower Matrix. Focus first on tasks that are both urgent and important, then move to important but not urgent work. #### How do I create a priority list? Write down all your tasks, then rank each one by urgency and importance; tasks that are both urgent and important go at the top. Use a framework like the Eisenhower Matrix or ABCDE method to structure your list. #### How do I prioritize tasks? List all your tasks, then rate each one by significance and deadline. Tackle high-impact, time-sensitive tasks first using a method like the ABCDE system or Eisenhower Matrix. - - - - - #### Which task should be first priority? Prioritize tasks that are both urgent and important; these have impending deadlines and significant impact on your goals. Once those are complete, move to important but not urgent tasks. #### What are the 4 D's of prioritization? The 4 D's are Do (complete now), Delegate (assign to others), Defer (schedule for later), and Delete (remove entirely). This framework helps you quickly decide what action to take on any task. #### What is the 3 3 3 rule for working? The 3 3 3 rule structures your day into three hours of deep work on your top priority, three shorter tasks, and three maintenance activities like emails or meetings. It helps you balance focused effort with the smaller tasks that keep work running smoothly. **How Asana uses work management for project intake** Learn how Asana's PMO leaders streamline intake and prioritize the right work for the business. blue - [團隊成長與專注度](/resources/category/team-growth) - [艾森豪矩陣：如何安排待辦清單的優先順序](/zh-tw/resources/eisenhower-matrix) 團隊成長與專注度 專案規劃 生產力 #### 作者 製作待辦清單是把工作完成的第一步，但若沒有足夠的時間在一天內完成所有工作，那要如何判斷要優先解決什麼問題？藉由有效安排優先順序，您就能提高生產力並確保最急迫的任務獲得立即處理。艾森豪矩陣是任務管理工具，可協助您分辨任務的輕重緩急，從而建立有效率的工作流程。本文說明如何設立艾森豪矩陣，並提供安排任務優先順序的提示。什麼是艾森豪矩陣？艾森豪矩陣是一種時間管理與 ... - [How to find a mentor in 8 steps](/zh-tw/resources/tips-find-mentor) 團隊成長與專注度 靈感與影響力百寶箱 #### 作者 您知道 Oprah Winfrey、Aristotle 和 Bill Gates 有何相似之處嗎？ 他們都有一位導師，他們的成功都歸功於他們。導師不僅僅是個好東西。 這種職業關係是推進職業生涯並實現職業目標的最佳方式之一。 這是因為導師會指導您，並幫助您決定要做什麼才能取得成功。 尋找導師可能具有挑戰性，特別是當您從未有過導師時。 請按照以下八個步驟開始尋 ... - [Multitasking doesn’t work—here’s what does.](/zh-tw/resources/multitasking) 團隊成長與專注度 #### 作者 即使您聽說過多工只是一種迷思，但這可能會讓人覺得很有效率。 但多工處理背後的科學原理很明確：大腦並非為同時處理兩件事情而生。 您只是在切換任務，這會降低專注力，並導致更多錯誤。 我們分析了常見的多工處理迷思，並展示了實際上有效的方法。什麼是多工？多工處理是一次處理多個任務或快速切換任務。 雖然這種方式可能看起來很有效率，但多工只是一種迷思：您負責認知控制的 ... - [Why you should eat the frog first](/zh-tw/resources/eat-the-frog) 團隊成長與專注度 #### 作者 您是否曾在工作日查看待辦清單，卻覺得自己不知道從何著手？ 您如何確定最重要的事情？ 如何才能完成所有工作？ 馬克吐溫曾說，如果您必須吃一隻活青蛙，那麼早上起床第一件事就吃掉它，這樣一整天就不會發生更糟的事情了。 這種生產力方法稱為「吃青蛙法」，是組織和處理日常任務清單的絕佳方法。 看看這如何辦到。「吃掉青蛙」是什麼意思？吃青蛙策略是一種優先順序和生產力方法 ... - [該如何安排，才能讓最重要的工作取得最高的優先順序](/zh-tw/resources/how-prioritize-tasks-work) 團隊成長與專注度 - [內容撰稿人](/author/molly-talbert) If you're like most people, you start your workday intending to be as productive as possible. 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