Managing the task management as per their importance and prioritizing them accordingly is always a challenge every employee faces at some level. Even if it is someone who is fresher or experienced, all need to prioritize the tasks as per their importance and urgency to complete those on the given deadlines. It is a fundamental aspect of personal and professional efficiency and productivity. Effective task management helps teams and individuals to prioritize their work, meet deadlines and achieve their goals.
To facilitate task management, 4D’s can be considered, which would assist individuals in planning their work according to their importance and urgency, and those tasks can be further done, scheduled, delegated or done accordingly. Following can be the different scenarios as per the given matrix:
High Importance and High Urgency:
Suppose any task is highly important and urgent to be done. Then, one should keep it as a priority and do it immediately and as soon as possible. Such tasks are very crucial and should be done without any delay. It should always be ensured that the deadlines are not missed in case of such tasks. These tasks should always be on high priority and completed primarily compared to any other aligned tasks. These tasks could be pre-planned or also some which came in between the other tasks, so one should always prioritize such tasks over others and do them on priority by adding them to the work plan and aligning the rest of the tasks accordingly.
High Importance but Not Urgency:
If any task is high in importance but not as urgent to be done, then one can decide and schedule the time to do it. Such tasks can be added to the to-do list and can be decided to be done later on, after the priority tasks. These tasks may be of less priority as they are not very urgent at the moment to be completed, but at the same time, these are also important tasks, so they can’t be neglected or delayed.
Not Important but Urgent:
There are some tasks that are not as important but urgent to be done. These can be any tasks that are not as scheduled but come in between. In such cases, sometimes, checking upon the urgency of tasks, we have to prioritize them over the other tasks and add to the schedule to close them earlier than the other non-important or non-urgent tasks. But it should be noted that more such non-important but urgent tasks can interrupt the workflow as these are required to be completed before the other tasks sometimes. So, in such cases, these tasks can be delegated to the sub-ordinated and any other similarly skilled colleagues so that these can also be completed on time and at the same time, this should not interrupt the workflow of other ongoing tasks.
Not Important and Not Urgent:
These tasks are neither necessary nor urgent. For some reason, such charges may be those that are not to be done now. In such cases, these tasks should be deleted as they are not essential and do not even add anything to the productivity or efficiency of the individual. One should always work on necessary and urgent tasks rather than consuming time on such charges. So, these tasks should permanently be eliminated from the work plan and those tasks that will add to the efficiency.
In the end, it can be said that the only vital key to better task management is to prioritize the tasks basis their importance and urgency to be completed. Tasks that need more focus should always be prioritized over those that are not urgent and essential and should not add anything to productivity. Better task management would always lead to more efficiency and productivity at an individual or team level.
