Turn Your To-do List Into Data to Maximize Your Productivity

You know it's important to prioritize your to-do list, and may have tried various methods to do so, from the Eisenhower Matrix (to determine how timely and urgent each task is), to the Pareto principle (to decide how to allocate your time to maximize your results). The problem is that determining what's actually a priority can be an abstract problem. Some people work best when dealing with cold, hard numbers—and there's a way to take a more quantitative approach to prioritizing your to-dos. 

Why prioritize your to-do list?

The Pareto principle, mentioned above, suggests that 80% of your results will come from 20% of your work, so you have to be picky about what you focus on. Plus, there’s only so much you can do in a day, so the best to-do list for you may be a narrow one—say, with room for one major activity, three medium-sized ones, and five little ones (known as a 1-3-5 list). If you try to do too much, your productivity can take a hit. (That’s Illich’s Law, baby.)

To avoid doing too much or working on the wrong things, you need a strategy, and to form a strategy, you need to do some planning. The Eisenhower matrix can be useful as you figure out which tasks have looming deadlines, but it’s a subjective tool. Assigning numbers to your tasks can make it all feel more data-driven. 

How to turn your to-do list into data

I encountered this tip in a blog post from consultant and strategist Daniel Coulton Shaw, who breaks down how to number your tasks so they align with the Pareto principle.

First, write down everything you need to get done in the foreseeable future, as you would in the early stages of making a 1-3-5 list. Next, assign each task two numbers, both of which will be between 1 and 10. The first number is for the effort required, and the second is for the project's impact.

For example, answering all your emails may get a 3 for effort, but could yield results in the 7 territory. Finishing a report on a meeting could be a 6 in effort, but a 2 in results. Picking up meds at the pharmacy could be a 2 in effort, or a 7, depending how hard it is to get there, but a 4 in results, or even a 10, depending on how important the prescription is.

This part is subjective too, to a degree, but even thinking about your tasks in terms of “effort” and “results” will help you grasp their seriousness—and we’re not done yet. Next, divide each task's “results” number by its “effort” number. So, if answering emails is a 7 on the results scale and a 3 in effort, you’re looking at a 2.33 overall score. Once all your tasks have been assigned a score, you can rank them in ascending order and aim to tackle them in that order, unless something extra timely comes along. By doing this, you’ll knock out the tasks that are important but low effort—which should be that 20% of work that comprises 80% of your results. 

What to keep in mind

Something that is a 6 in effort and 2 in results might not make it high up on your list, but could become more urgent as time goes on. Don't forget to think about timeliness when you're plotting. If you have a test in four weeks, obviously the effort and results are going to be high and you're going to want to study, but give yourself the wiggle room of remembering you do have a whole month, so other less pressing tasks might need to come first. Cleaning your room might be high effort and low results when it's just a little disorganized, but letting it go for too long will make it more effort and force it to yield more results, which will waste time when you should be doing other things no the list. So, yes, the data is important, but there are other human elements you should take into account.

Finally, don't forget breaks. When you see everything in such a structured, urgent-looking way, it might cause you to jump right in in a flurry. That's great and will help you better align with the Yerkes-Dodson law, which dictates you need a bit of stress to be most productive, but it can lead to burnout. Write breaks down on that initial list and assign them a high value in terms of results—because taking breaks will yield results. Failing to do so can set you back, rendering the whole exercise useless.

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