Use RICE to Prioritize Your To-Dos

Whenever you have a bunch of looming tasks—as many of us do at the start of the new year, when everyone actually "circles back" on the things we've been putting off—having a structured to-do list is an essential part of getting everything done. Determining what goes on that list and in what order, though, is a task all its own. I've covered a lot of ways to do that, but if you're stuck with a high volume of important responsibilities, you need an approach that matches the complexity of what you're trying to do—and that's where the RICE method comes into play.

What is the RICE method of prioritization?

RICE, as you probably guessed, is an acronym. Here's what it stands for:

• Reach: How many people or parts of your life or project this task will impact

• Impact: How meaningful that impact will be if and when it's done correctly

• Confidence: How sure you are about your estimates of the other three factors

• Effort: The time, energy, knowledge, and resources required

A unique combination of those factors is going to give you guidance on which tasks are the most crucial to prioritize, which is helpful when you're overloaded by information and dread, unable to think about when or where to get started.

How and when to use RICE

I won't lie to you: This method is more convoluted than some of the others I've covered in the past. I might even recommend trying a simpler prioritization technique, like the Eisenhower matrix, before you try this one and only whip this out if Eisenhower or its peers aren't given you solid results. RICE takes a little time—and that's because you need to do some math.

Start by writing down all your tasks. Under each, you're assigning numbers. The Reach score will be the number of people or parts of your life or project that the task will impact and the Impact score is a 3 (massive impact), 2 (high), 1 (medium), .5 (low), or .25 (minimal impact). Confidence should be a 100, 80, or 50, to represent the percentage of confidence you feel in your estimates and abilities. You can use any number between 0 and 100, but falling back on those three just makes it easier. Most adherents of this method use a complicated math equation (determining "person-months") for Effort, but I'm going to simplify that for you. Score it the same way you scored Impact, with a 3 for multiple days or resources, 2 for a day, 1 for half a day, .5 for an hour, and .25 for a half an hour or less. You can also score Reach that way if you're working on a personal project and your results won't necessarily reach a big number of people. In that case, think about the different areas of your life or personal goals it will affect and use that 3-to-.25 scale.

That part is all subjective, similar to using the ABCDE method to assign grades to your to-dos. It can't be avoided—you won't know the true resources required or reach of the project until it's done—but you can quantify it a bit.

Next, you do math. It's R x I x C divided by E. You'll end up with a numerical score for each task. Rank the tasks in descending order, with the biggest numbers first. Obviously, you may find that some can't be completed until others are done, so use your discretion there, but for the most part, you've just created a clear outline of which things will have the biggest impact and reach and you can at least know where to start. Add each into your calendar using time boxing and time blocking, then get after it. Knowing you have a plan of attack is half the motivational battle.

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