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Prioritized Prioritization Template

Objectives

We will show you how to use a Prioritized Prioritization Template that will help you:

 

  1. Manage your workload effectively. 

  2. Set yourself free from stress and working after working hours.

  3. Gain more recognition from your boss.

About the Prioritized Prioritization Template

Tasks can be categorized into 4 priority categories of activities for action:

​

  1. Quick Wins

  2. Major Tasks

  3. Fill Ins

  4. Thankless Task

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Explanation Notes

Four Task List Categories

​

Tasks can be categorized into 4 priority categories of activities for action:

​

  1. Quick Wins

  2. Major Tasks

  3. Fill Ins

  4. Thankless Task

​

The aim is to get you to do your tasks strategically in a way that will get you appreciated by your boss.

Categories - Prioritized Prioritization Template

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Explanation

Category Explanation

1. Quick Wins (High Impact, Low Effort)​

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  • Quick wins are  tasks on your to-do list that are of high priority to your Boss (High Impact) and do not take long to do (Low Effort).

  • Organize this list according to your Boss's priorities.

​

  • Major Tasks are tasks on your to-do list that are of high priority to your Boss (High Impact) and take long to do (High Effort).

  • Organize this list according to your Boss's priorities.

2. Major Tasks (High Impact, High Effort)​

3. Fill Ins (Low Impact, Low Effort)

​

  • Fill Ins are tasks that are part of your roles and responsibilities but that your boss is not concerned about (Low Impact) and do not take long to do (Low Effort).

  • Organize this list according to your priorities.

​

4. Thankless Tasks (Low Impact, High Effort)

​

  • Thankless Tasks are normally interruptions or other people’s tasks and have nothing to do with your boss’s priorities (Low Impact) and take long to do (High Effort).

  • They can also be your tasks with (Low Impact) and take long to do (High Effort).

  • Organize this list according to yours and other people's priorities.

Participant Feedback

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"It was a pleasure being your student! Thank you so much for such a wonderful training! The materials you shared are very resourceful! I'm already here at my desk with prioritization tools and techniques and looking forward to hitting my quick wins today!!!"

Dr. Jacqueline Kanywa, Manager at Medical Care Baylor

College of Medicine-Children's Foundation, Uganda

Our Participants

 

Some of the participants who we have had the honour to be of service to, are from the organizations below, and:

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  • Have given great feedback.

  • Have repeatedly attended our events year after year. 

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Instructions: How to Use the Template

Step 1: Write your daily to-do list as you normally would.

Example:

​

  1. Capture data for Ann

  2. Organize visa for Boss

  3. Do team follow ups

  4. Check emails

  5. Travel itinerary for Boss

  6. Pam’s reports

  7. Capture data

  8. Update spreadsheets

  9. Set Boss’s appointment

  10. Do reports

  11. Respond to queries

  12. Compile minutes

  13. Filing

  14. Scanning

  15. Process unread emails

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Instructions

Step 2: Go through to-do list to identify Quick Wins

Quick Wins are tasks on your to-do list that:

​

  1. Are of high priority to your Boss and give you recognition (High Impact). 

  2. Do not take long to do (Low Effort).

 

Example Quick Wins 

 

Identify Quick Wins from the example to-do list and then re-prioritize the Quick Wins: 

​

1. Capture data for Ann

2. Organize visa for Boss

3. Do team follow ups

4. Check emails

5. Travel itinerary for Boss

6. Pam’s reports

7. Capture data

8. Update spreadsheets

9. Set Boss’s appointment

10. Do reports

11. Respond to queries

12. Compile minutes

13. Filing

14. Scanning

15. Process unread emails

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Quick Wins on Template 

 

Identified Quick Wins

 

Quick Wins have been identified from the to-do list: 

​

2. Organize visa for Boss

3. Do team follow ups

4. Check emails

5. Travel itinerary for Boss

9. Set Boss’s appointment

​

​Re-Prioritized Quick Wins List​

​​

​Quick Wins have been re-prioritized for the Prioritized Prioritization Template:

​

  1. Check emails

  2. Organize visa for Boss

  3. Travel itinerary for Boss

  4. Set Boss’s appointment

  5. Do team follow ups

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Step 3: Identify Major Tasks

Major Tasks are tasks on your to-do list that:

 

  1. Are of high priority to your Boss (High Impact).

  2. Take long to do (High Effort).

 

Example Major Tasks 

 

Identify Major Tasks from the example to-do list and then re-prioritize the Major Tasks: 

 

1. Capture data for Ann

2. Organize visa for Boss

3. Do team follow ups

4. Check emails

5. Travel itinerary for Boss

6. Pam’s reports

7. Capture data

8. Update spreadsheets

9. Set Boss’s appointment

10. Do reports

11. Respond to queries

12. Compile minutes

13. Filing

14. Scanning

15. Process unread emails

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Major Tasks on Template 

 

Identified Major Tasks

 

Major Tasks have been identified from the to-do list: 

​

11. Respond to queries

7. Capture data

12. Compile minutes

8. Update spreadsheets

15. Process unread emails

10. Do reports

​

​Re-Prioritized Major Tasks List​

​​

​Major Tasks have been re-prioritized for the Prioritized Prioritization Template:

​

  1. Compile minutes

  2. Update spreadsheets

  3. Do reports

  4. Process unread emails

  5. Respond to queries

  6. Capture data

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Step 4: Identify Fill Ins

Fill Ins are tasks that:

 

  1. Are part of your roles and responsibilities but that your boss is not concerned about (Low Impact).

  2. Take long to do (Low Effort).

 

Example Fill Ins 

 

Identify Fill Ins from the example to-do list and then re-prioritize the Fill Ins: 

​

1. Capture data for Ann

2. Organize visa for Boss

3. Do team follow ups

4. Check emails

5. Travel itinerary for Boss

6. Pam’s reports

7. Capture data

8. Update spreadsheets

9. Set Boss’s appointment

10. Do reports

11. Respond to queries

12. Compile minutes

13. Filing

14. Scanning

15. Process unread emails

​

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Fill Ins on Template 

 

Identified Fill Ins

 

Fill Ins have been identified from the to-do list: 

​

13. Filing

14. Scanning

​

​Re-Prioritized Fill Ins List​

​​

​Fill Ins have been re-prioritized for the Prioritized Prioritization Template:

​

1. Scanning

2. Filing

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Step 5: Identify Thankless Tasks

Thankless Tasks:

 

  1. Are normally interruptions or other people’s tasks. 

  2. Have nothing to do with your boss’s priorities (Low Impact).

  3. Take long to do (High Effort).

 

Example Thankless Tasks 

 

Identify Thankless Tasks from the example to-do list and then re-prioritize the Thankless Tasks: 

​

1. Capture data for Ann

2. Organize visa for Boss

3. Do team follow ups

4. Check emails

5. Travel itinerary for Boss

6. Pam’s reports

7. Capture data

8. Update spreadsheets

9. Set Boss’s appointment

10. Do reports

11. Respond to queries

12. Compile minutes

13. Filing

14. Scanning

15. Process unread emails

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Thankless Tasks on Template 

 

Identified Thankless Tasks

 

Thankless Tasks have been identified from the to-do list: 

​

1. Capture data for Ann

6. Pam’s reports

​

​Re-Prioritized Major Tasks List​

​​

Thankless have been re-prioritized for the Prioritized Prioritization Template:

​

1. Pam’s reports

2. Capture data for Ann

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