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Focus/task management and prioritization techniques to get sh*t done

Let’s get something straight, time management is a myth. I’ll say it again, time management is a myth. It is a buzzword that flits around in our productivity-obsessed culture, promising control over our lives if we can just master the art of managing the minutes in our day, squeeze more productivity out of every moment, and ultimately achieve success. But time is fixed resource — we all get the same 24(ish) hours in a day, and it ticks away relentlessly, indifferent to our attempts to ‘manage’ it. What we’re really managing — or should be — is not time itself, but our focus, the tasks we tackle (and in what order), and our energy. So, let’s start there.

I’ve been there, you’ve been there: your to-do list is a mile long, you have thousands of unread emails, Slack notifications are piling up in your 23 channels, and LinkedIn and WhatsApp messages have been unread for days on end. When you feel behind and everything feels critical, how do you decide what to tackle first?

A messy desk by Jesus Hilario H. on Unsplash

I’ll share with you what I do to manage my focus and prioritize tasks, followed by 13 other techniques that can help you identify your most important tasks and get more done.

What is a prioritization technique?

A prioritization technique is a method of organizing that helps you make informed decisions about the order in which you should complete your tasks. It considers factors like importance and due dates, allowing you to focus on what matters.

What do I do?

Let’s be honest: I’m as susceptible to procrastination as anyone else. But I’ve learned that, despite working from home and balancing home/family life, I can exert some control over my focus.

One of the five strategies that I rely on is structuring my to-do list using the 1–3–9 method, planning for one crucial task (absolutely needs to be done), three significant tasks (important but not as pressing), and nine tasks (more routine or less urgent). I always start with the critical task, which helps me tackle the most important work first and sets a positive tone for the rest of the day.

Next, if one of those tasks will take less than two minutes, I tackle it immediately instead of adding it to my to-do list. This principle, borrowed from David Allen’s classic book “Getting Things Done” (where the acronym GTD comes from) is a simple yet powerful way to maintain momentum and avoid unnecessary clutter.

When it’s time to get to work, I alternate between Cal Newport’s Deep Work method — outlined in his book of the same name — where I dive into 60–90 minute focus sessions, and the Pomodoro technique, which involves 25-minute work intervals followed by 5-minute breaks. Typically, I start with a 60-minute deep work session focused on my most critical task, as this intense concentration sets a productive tone for the rest of the day. If my energy is low, I opt for the Pomodoro method, named after the red tomato kitchen timer, using shorter, more manageable intervals to gradually build momentum.

My Time Timer, set for 25 minutes — sometimes called a Pomodoro — ready for a focus session. The term “Pomodoro” comes from the Italian word for tomato, inspired by the tomato-shaped kitchen timer that the creator of the technique, Francesco Cirillo, used.

This flexibility allows me to adjust based on how I’m feeling, ensuring that I maintain productivity and focus.

And last, but not least, I use use Do Not Disturb mode — when activated on my Mac, it extends to my watch and phone, but I’ll elaborate more on my phone in a moment. This feature quiets almost all notifications, calls, and messages across my devices, ensuring a mostly quiet environment.

On a Mac, you can get to focus modes through Control Center (usually in your menu bar). If you’re using a PC, you can achieve the same effect by adjusting the notification settings under the system options.

The beauty of this mode lies in its simplicity: with just a couple of clicks, I can ensure my focus remains unbroken, whether I’m deep into an important task or just need some quiet time to think. To further reduce distractions, I often turn off my phone entirely, adding a bit of friction that helps me resist the urge to check it. I find that this combination keeps me on task.

And if I find myself unsure of what to focus on, feeling lost or overwhelmed, I create a big messy list of everything on my mind, pulling from my calendar, other lists, and anywhere else. I don’t worry about mapping, clustering, or organizing it — I just set a timer and list it all out onto a piece of paper. Once I’ve captured everything, I apply my current prioritization methodology to regain clarity and direction.

Other task prioritization techniques

• Greg McKeown’s top goal framework: Dedicate two (2) hours each workday, preferably in the morning, to focus exclusively on your most important goal, avoiding all distractions like emails and messages. If two hours feels too big a chunk, begin with 30 minutes and gradually increase to the full time. This method, inspired by McKeown’s book “Essentialism,” capitalizes on peak mental energy in the morning to boost productivity and achieve significant outcomes. There are some similarities to what I am currently doing.
• Calendar-based to-do list: Instead of just listing tasks, place them directly into your calendar, making it clear what you’ll work on and when. If a task can’t be completed as planned, simply reschedule it to a new time slot. Taken from Jake Knapp and John Zeratsky’s book “Make Time.”
• Priority matrix: Organize tasks using a four-quadrant (two by two) matrix, where each axis represents a key factor. Popular versions include the Eisenhower matrix (urgency vs. importance), the impact-effort matrix, and the cost-value matrix. This method helps in visualizing priorities and making informed decisions on where to focus your efforts.

Three examples of a priority matrix, from left to right, Eisenhower, impact-effort, and cost-value

• MSCW or MoSCoW method: Categorize tasks as must do, should do, could do, or won’t do (some use this to mean wish). Delegate or delete the W tasks, then focus first on M tasks, followed by S tasks, and if time permits, tackle the C tasks. This top-down approach ensures that your highest-priority tasks receive the most attention.
• Scrum prioritization: Order tasks by both priority and sequence, taking into account task dependencies. This method is particularly effective in agile project management environments where tasks must be completed in a specific order to achieve the overall goal.
• Ivy Lee method: At the end of each day, select and prioritize the six most important tasks for tomorrow. This method helps to focus your efforts on the next day’s most critical work and ensures that you start your day with a clear plan.
• Two lists technique: From a list of 25 goals, identify the top five (5) to focus on exclusively. This method, famously used by Warren Buffett, emphasizes the importance of honing in on a few key objectives rather than spreading your efforts too thin.
• Pareto principle (80/20 rule): Identify the top 20% of your tasks that will yield 80% of your desired results. By prioritizing these high-impact tasks, you can maximize your productivity and ensure that your efforts are directed toward the most valuable activities.

What about when you’re part of a team?

In a team setting, prioritization becomes more complex and involves considering various factors to ensure alignment and efficiency. Several techniques can help make informed decisions about what to focus on:

• RICE/ICE scoring model: Evaluate features or initiatives based on Reach, Impact, Confidence, and Effort. This model helps prioritize work that delivers the most value with the least effort, ensuring that design and product decisions are data-driven and impactful.
• OKRs (objectives and key results): Align design and product work with broader organizational goals by setting clear objectives and measurable key results. This framework ensures that every design decision contributes to the overall product vision and strategic goals.
• Impact mapping: Visualize the relationship between user needs, project goals, and the tasks required to meet them. Impact mapping helps prioritize work that directly aligns with user experience and product success, ensuring that design efforts are focused on what truly matters.
• Value-based prioritization: Focus on tasks and features that bring the highest value to the user or business. This approach ensures that design and product development efforts are always centered around creating the most impactful and valuable experiences for users.
• Story mapping: Organize user stories along a timeline that reflects the user journey. This method allows you to prioritize features that enhance the overall user experience, ensuring that the product evolves in a way that meets user needs and expectations.

How to choose the right technique

The best prioritization method is the one that feels natural and works for you. Don’t be afraid to mix and match or create your own custom approach. The key is to consistently use a system that helps you focus on your most important tasks. Commit to it for a period of time, and then iterate on it as needed.

Rinse, repeat, etc.

Books referenced in this article:

• Getting Things Done by David Allen (Buy from Bookshop • Amazon)
• Deep Work by Cal Newport (Bookshop • Amazon)
• Essentialism by Greg McKeown (Bookshop • Amazon)
• Make Time by Jake Knapp and John Zeratsky (Bookshop • Amazon)

Three books that should/could be here:

• Atomic Habits by Adam Clear (Bookshop • Amazon) — not explicitly mentioned but important in this general subject matter, have read, highly recommended
• Four Thousand Weeks: Time Management for Mortals by Oliver Burkeman (Bookshop • Amazon) — haven’t read yet, and though I take issue with the phrase time management, I‘ve heard that it’s a solid book
• Flow by Mihaly Csikszentmihalyi (Bookshop • Amazon) — haven’t read yet, but Jake Kahana talked about it in the first episode of How This Works

If you found this write up useful, give it a clap (or a few).

Thanks for reading. Let me know what you think, drop me a comment or get in touch some other way, I’m always open to hearing others’ points-of-view — if it’s different or the same as mine.