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Being organised: a Practical Guide

Prioritisation

How to manage your time effectively and prioritise tasks.
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How to prioritise effectively

On this page, you will learn how to transform your approach to prioritisation. Uncover how to streamline your workload, ensuring your efforts are productive and aligned with your academic and personal ambitions.

The Eisenhower Matrix


What is the Eisenhower Matrix?


The Eisenhower Matrix is a time management tool that categorises tasks based on their urgency and importance.

It can help you to prioritise and effectively manage your workload.

The Eisenhower Matrix consists of four quadrants:

  1. Important and urgent
  2. Important but not urgent
  3. Urgent but not important
  4. Not urgent and not important


Each quadrant of the Eisenhower Matrix guides the prioritisation of tasks based on urgency and importance:

Urgent
Not Urgent
Important
Do now
Schedule
Not important
Delegate / Avoid
Do later / Delete


Benefits of the Eisenhower Matrix


Efficient task management: Helps distinguish between tasks requiring immediate attention and those contributing to long-term goals.

Reducing stress: Organising tasks minimises last-minute rushes and reduces the feeling of being overwhelmed.

Enhanced focus: Encourages concentration on activities that significantly advance personal and academic success.


Understanding the Four Quadrants:

Important and Urgent (Quadrant 1):

  • Tasks that require immediate attention and are critical for your goals.
  • Example: An essay deadline due tomorrow.

Important but Not Urgent (Quadrant 2):

  • Tasks that are important for long-term goals but do not have an immediate deadline.
  • Example: Reviewing seminar and lecture notes.

Urgent but Not Important (Quadrant 3):

  • Tasks that demand attention mainly because they are urgent but do not significantly contribute to your long-term goals.
  • Example: Attending meetings that could be effectively covered in an email or report.

Not Urgent and Not Important (Quadrant 4):

  • Tasks that are neither urgent nor important are often distractions that should be minimised or eliminated.
  • Example: Browsing social media for hours!


How to Make your own Eisenhower Matrix:

  1. List your tasks: Write down all tasks, including academic and personal obligations.
  2. Categorise your tasks: Evaluate each task's urgency and importance, then place them into the correct category of the Eisenhower Matrix.
  3. Prioritise tasks within quadrants: Within each quadrant, arrange tasks based on specific levels of urgency or importance.
  4. Take action and review: Tackle tasks starting with Quadrant 1, delegate or schedule the rest accordingly, and regularly review and adjust the matrix.

SMART Goals


What are SMART Goals?


SMART Goals are a robust framework for achieving success. They ensure your goals are clear and reachable within a specific time frame.

SMART Goals stand for:

  • Specific: Goals should be clear and specific to provide direction.
  • Measurable: You should be able to measure progress and know when the goal is accomplished.
  • Attainable: Goals should be realistic and attainable.
  • Relevant: They should be relevant to achieving your overall goals.
  • Time-bound: There should be a deadline to focus on and something to work toward.





Benefits of the SMART Goals


Clarity: SMART goals require specificity, which clarifies the exact outcome desired.

Trackability: Measurable aspects ensure that you can monitor your progress.

Attainability: Ensures goals are realistic and achievable.

Time management: The time-bound nature imposes deadlines, aiding in prioritisation and focus.


How to make your own SMART Goals:

The sections below explore each of the five elements of the SMART model:


Specific: Define your goal

What do you want to achieve? Instead of a broad desire to 'do better,' aim for a specific target, like a first-class grade in the final assessed essay.

Ask yourself:

  • What do you want to accomplish?
  • Why is this goal important to you?
  • Who is involved in this goal?
  • What steps must you take to reach it?

Measurable: How will you measure success?

Make your goals measurable so you can track your progress. Set yourself clear metrics: not just 'better grades,' but a tangible 'first-class honours;' not just 'try to write some of that book' but 'write a chapter by the end of the week'.

Here's how to gauge your goal's success:

  • What numbers define your goal’s achievement?
  • How many milestones must you reach along the way?
  • What evidence will show you’ve accomplished your goal?

Attainable: Can you accomplish this goal?

You want to ensure that your goals are attainable and within your capabilities.

Consider these questions:

  • Is your goal challenging yet achievable?
  • What new skills do you need to reach this goal?
  • How can you adjust your goal to be both inspiring and realistic?

Relevant: Is your goal constructive?

Make sure that your goals align with your academic and future aspirations.

Ask yourself:

  • How does this goal fit into your long-term objectives?
  • Will it advance your academic / career path or other interests?
  • Is this goal a stepping stone towards bigger achievements?

Time-bound: When will you accomplish your goal?

Set a clear deadline for your goals. For example, give yourself a date for when you want the first draft of a piece of work completed.

Ask yourself:

  • What's the timeline for achieving this goal?
  • How does this timeframe align with other work or personal milestones?
  • Does the deadline challenge you while remaining realistic and attainable?

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