How to organise tasks and projects so nothing stalls

T03 Project Prioritisation

In this lesson, we dive into the crucial realm of project prioritization. Imagine sifting through sand to find gold. That's what we're going to do here. Identifying the projects that truly deserve your time and energy. We'll draw inspiration from David Allen's book, Getting Things Done. He says your mind is for having ideas and not holding them. And doing a mind sweep allows you to get these things out of your head. A mind sweep is an exercise to get them all out of your head and onto paper. So the goal is to write everything down. Stuff like things you've committed to doing, things you want to do, things to reach your goals or OKRs, things you're thinking about doing, creative ideas that you don't want to slip away.

Here's a thought-provoking quote: Having 10 problems without knowing the most important one means you have 11 problems. To navigate this, we'll use the Eisenhower matrix. It categorizes projects based on urgency and importance. The bottom left quadrant represents tasks that are neither urgent nor important, like scrolling through social media during working hours. Next, tasks that are urgent but not important, such as last-minute irrelevant meetings without an agenda. Thirdly, in the important and urgent quadrant, we find tasks that demand immediate attention. And finally, the important but not urgent quadrant is where we ideally want to focus all of our efforts.

T04 Task Prioritisation

In the words of Cal Newport from the book Deep Work, clarity about what matters provides clarity about what does not. Having selected our key project, now we turn our focus to identifying the tasks involved and organizing them in the way that clarifies our path forward. A project can be broken up into smaller tasks. If you fail to write down all the necessary steps, you'll find it difficult or stressful to complete the project. Break it down into the smallest possible steps. Think of it like running a marathon. You don't just focus on the finish line. You break it down mile by mile.

Let's reflect on this powerful question from the book The One Thing by Gary Keller. What's the one thing I can do to make everything else easier or unnecessary? Apply this to your list of tasks. Identifying this one thing really helps you to prioritize tasks to unlock or facilitate the completion of others. Picture this, on the left, your energy is scattered in multiple directions, basically multitasking all the time and your energy is spread thin. On the right, all of your energy is focused on this one pivotal task. This is the essence of task prioritization, channeling your efforts where they have the most impact.

This lesson covers how to manage your tasks with a system that gives you clarity on what to work on and confidence that nothing is falling through the cracks. You will learn how to capture, organise, and prioritise tasks so you spend your energy on work that matters.

A marketing manager I was coaching had a clear goal: launch a new campaign by the end of the month. She knew the goal. She believed in the goal. But three weeks in, she hadn't started. Not because she was lazy, but because she didn't know what to do first.

The project lived in her head as one big, intimidating block. "Launch the campaign." Every time she looked at it, she felt the weight of the whole thing and opened her inbox instead. Sound familiar?

The marathon you don't run all at once

Think about running a marathon. Nobody lines up at the start and thinks about all 42 kilometres at once. You think about the first mile. Then the next one. You break it into segments, manage your energy, and keep moving forward. Projects work the same way.

When I sat down with that marketing manager, we spent 20 minutes breaking "launch the campaign" into actual tasks. Market research. Audience definition. Brief the designer. Write the landing page copy. Set up tracking. Choose the ad platform. Schedule the ads. Each task was small enough to do in one sitting.

Something shifted the moment we wrote them down. The project went from a vague, heavy thing to a list of concrete steps. She knew exactly what to do on Monday morning. That clarity is the entire point.

Dependencies: the hidden reason projects stall

Once you have your task list, look at what depends on what. This is where most projects quietly stall. You're ready to design the landing page, but you haven't briefed the designer yet. You want to schedule ads, but the tracking isn't set up. One missed dependency creates a bottleneck that blocks everything downstream.

I make a habit of scanning my task list for anything that needs someone else's input. Those tasks go first, regardless of how important they feel. If I need a colleague to review something, I ask on Monday, not Thursday. If I need a designer to draft a concept, I send the brief before I need the design. The goal is to start the clock on other people's work as early as possible, so it's ready when I need it.

The tasks that unblock other tasks are always more urgent than they look.

The one question that cuts through the noise

Gary Keller asks this in The One Thing: "What's the one thing I can do such that by doing it, everything else becomes easier or unnecessary?"

I come back to this question constantly. When a project has 15 tasks and they all feel equally important, this question forces a decision. Usually, the answer is something small that unlocks a chain of other things. Schedule that call. Send that brief. Make that decision you've been putting off.

Cal Newport puts it differently in Deep Work: "Clarity about what matters provides clarity about what does not." If you know the one task that moves the project forward, everything else on the list can wait.

Why "just do more" doesn't work

There's a diagram in Essentialism by Greg McKeown that I think about often. On the left, energy goes in ten directions at once: small arrows pointing everywhere, no real progress in any direction. On the right, the same energy goes in one direction: one big arrow, real movement.

That's the difference between being busy and being productive. Busy is working on five tasks at the same time, switching between browser tabs, feeling like you're getting things done. Productive is finishing the one task that actually matters and then moving to the next one.

If you have ten problems and you don't know which one is most important, you have eleven problems.

I see this with almost every marketer I work with. They have a to-do list with 30 items, they jump between them, and at the end of the day they've made progress on everything but finished nothing. The fix isn't better tools or more hours. It's deciding what comes first and doing that.

The "not doing" list

Something that helped me enormously was creating a "not doing" list alongside my to-do list. It's exactly what it sounds like: a list of things I've consciously decided not to do right now. That article I've been meaning to write for months? Not doing list. Learning to code? Not doing list. Not forever, just not this sprint.

This sounds obvious, but writing it down makes it real. It stops the task from nagging at you. It removes it from the mental queue. And it gives you permission to focus on what's actually on the plan without guilt about what's not.

Projects stall when they live in your head as one big, vague thing. Break them into tasks. Find the dependencies. Pick the one thing that unblocks everything else and do that first. Then move to the next one.

If you're staring at a project that feels overwhelming, spend 20 minutes breaking it down. You'll go from "I don't know where to start" to "I know exactly what to do on Monday morning." That shift is worth more than any productivity tool.