Seven tips to prioritize projects for maximum efficiency

1. Outline your projects in a list

Outlining your tasks in a list is the first step to help you prioritize your projects. Each task should include details, a deadline, and level of importance. To create a list, you can utilize Microsoft OneNote using its tag function. Navigate to the Home ribbon and select tags to add checkboxes, or whatever symbol feels appropriate. Keeping your tasks in one central location makes your workflow organized as you move down the list to finish your projects.

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2. Mark time-sensitive projects

Prioritize your projects according to their urgency. Track what items you need to complete and assign deadlines by their due date. If you’re working with others, communicate projects to your team to determine their importance. If projects have any dependencies and you must complete one to start another, make sure this included in your project prioritization. Since you’ve labeled projects according to urgency, you can complete them within their ascribed deadline.

3. Use project management software

Take your organization a step further and find project management software that works for you. Using project management software can help you to prioritize your projects, track dependencies, and do additional planning legwork so you don’t have to. You can also communicate with all stakeholders involved on a project using the software so everyone can stay abreast of any updates on ongoing projects. To track complex projects, try using Microsoft Project and collaborate with your team.

4. Check time estimates

Determine how long it will take to complete each project. Time management is key to completing your projects effectively. Knowing how long each project will take will tell you how many hours of effort should go into completing your projects and can help you plan out your working days. If possible, start with the projects that take the most time. Completing harder projects first allows you to maximize your productivity as you complete projects in decreasing difficulty.

5. Determine what’s important

Although you may want to complete every project, not all projects are equal in their importance. Review your list and gauge the impact of each project. Ask yourself who each project will affect, what will happen if you complete this project, and what will happen if you don’t. Factoring the cost-benefit of each project helps with competing deadlines. If necessary, you can postpone projects that you are unable to complete.

6. Commit to a schedule

Commit to a schedule that allows you to accomplish the projects you need to complete while being realistic. You can strive to complete everything, but your work ethic has it limits. Eventually, you’ll become fatigued. When you create a schedule, account for breaks. Additionally, see if you have any conflicting meetings or events that can also inhibit your workflow. If you’re working on a team and need to reschedule any deadlines, make sure to communicate your changes.

7. Don’t multitask

It can be tempting to work through multiple projects at once, but this can quickly cause burnout. Focusing on one task at a time is less stressful, increases your productivity, and will result in better results. The potential short-term benefit of finishing a project doesn’t outweigh producing mediocre results. Concentrate on completing one project at a time so you can deliver high quality work.

Complete your projects effectively by using these tips to manage your time and maximize your productivity. To help with future projects, learn more organization tips.