The True Meaning of Prioritization. Understand This and Your Tasks Will Become More Efficient!

What tasks did you finish today?
Replying to emails, preparing documents, preparing for meetings... aren't there many tasks lined up?

You are working busily, yet for some reason, you don't feel a sense of accomplishment, and only fatigue is accumulating.
That might be because your way of thinking about "prioritization" in work is off.

Actually, many people misunderstand "setting priorities."
It is not simply about "doing important things first."

What is truly important is deciding "what not to do."

By knowing this fact, your work efficiency will improve dramatically.

Here, we will unravel the "priority trap" that many business people fall into and consider ways to focus on truly meaningful work.

1. The True Meaning of Prioritization

1.1 What is "Prioritization"?

Many people tend to think of "prioritization" as a "list of important things."
Of course, that is not wrong. However, that alone is insufficient.

What is truly important is to correctly discern the "value of tasks."
In other words, it is to clearly separate "what to do" from "what not to do."

For example, suppose you have a task to reply to all the emails that arrived first thing in the morning.

This looks important at first glance. However, mixed in those emails might be things that "would be fine to put off" or things that "don't need a reply at all."

What happens if priorities are not set correctly here?
You waste time dealing with unimportant emails, and the time for projects or planning that you should really be focusing on gets cut.

1.2 Why is Prioritization Important?

The reason prioritization is important is that our resources, such as time and energy, are finite.

・To increase concentration
When tasks are scattered, our consciousness also becomes scattered. By setting priorities, you can focus on the single most important point, and productivity will increase significantly.

・To maximize results
It is impossible to complete all tasks with 100% effort. By setting priorities, you can invest sufficient resources into tasks that lead to major results, and as a result, maximize overall outcomes.

・To reduce stress
The psychological pressure of "I have to do this and that" becomes a major stress. When what you need to do is clear, mental burden is reduced, and you can work in a healthy state.

2. What should you do?

　Here are two concrete frameworks for setting priorities.

2.1 Classify tasks by importance and urgency

　This is the
Time Management Matrix proposed by the famous Stephen Covey.

　The key is to spend as much time as possible on Quadrant 2 tasks. Quadrant 2 tasks lead to significant future results, and if you neglect them, the number of Quadrant 1 (urgent problems) tasks will continue to increase.

2.2 Applying the "Eisenhower Matrix"

　The matrix above is also called the "Eisenhower Matrix," and it has an even more practical application.

　For example, suppose a team member approaches you and says, "I'd like to consult with you about something."
　This is "urgent" (because you are keeping the other person waiting), but depending on the content, it might be something someone else could handle.
　In that case, you can make the decision to "Delegate it."

3. Things to keep in mind daily

・Write down all tasks
  Try writing down all the tasks in your head onto paper or an app at once.
　By visualizing them, you can grasp the big picture.

・Think about the "purpose" of the task
  Ask yourself, "Why am I doing this task?"
　Tasks without a clear purpose are likely to have low priority.

・Stop being a perfectionist
  If you try to do every task perfectly, you will never have enough time.
　It is sometimes necessary to have the courage to be flexible and accept that "60% completion is okay."

Book Recommendations

・The 7 Habits of Highly Effective People: Powerful Lessons in Personal Change (Complete Translation) Kindle Edition
　Stephen R. Covey (Author), FranklinCovey Japan (Translator)
　 Kingbear Publication (2013/8/30)
　With over 40 million copies sold worldwide and 2.4 million in Japan, the business bestseller "The 7 Habits of Highly Effective People" continues to be read today and has been cherished as a classic of life philosophy.
　On the first anniversary of Dr. Stephen R. Covey's passing, this book has been re-translated faithfully to the original, based on the "character ethic" that is at the core of "The 7 Habits."
　This is the complete translation, making it easier to understand and grasp.
　We deliver this to everyone who desires a rich life.
（ ※ Book descriptions are generally based on the explanations provided at the link (Amazon). Please refer to the link for detailed content.）

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・Essentialism: The Disciplined Pursuit of Less Kindle Edition
　Greg McKeown (Author), Riko Takahashi (Translator)
　 Kanki Publishing (2014/11/17)
　What is the method used by an advisor to Apple, Google, Facebook, and Twitter to discard 99% of waste and focus on the 1%!?
　The Essentialism introduced in this book is not just a technique for time management or life hacking.
（ ※ Book descriptions are generally based on the explanations provided at the link (Amazon). Please refer to the link for detailed content.）

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