Task Prioritization Methods

One of the most important lessons I’ve learned is the value of focus—not just for yourself, but for the people you work with. This means assigning clear priorities and encouraging people to zero in on just one thing at a time. At first, it may feel limiting or even insulting to be asked to focus so narrowly. After all, we like to believe we’re capable of juggling multiple priorities. But the truth is, the more tightly you focus, the more likely you are to achieve something extraordinary. The principle is simple: the highest-impact problems are often the hardest ones to solve. Left to their own devices, most people gravitate toward solving problems they already understand. These are the “small problems”—challenging but solvable with a little effort. The “big problems,” on the other hand, are the ones that make the biggest difference, but they require relentless focus and persistence because the solutions aren’t obvious. And, failure will occur along the way. By simplifying priorities and focusing one person on one problem, you’re not just increasing productivity—you’re creating the space for true breakthroughs to emerge. https://lnkd.in/gqbRC3G5

SEO isn't just a one-time setup. It's a strategic system that requires consistent attention: Most businesses approach SEO like a sprint when it's actually a marathon. I've analyzed hundreds of websites that invested thousands in "SEO overhauls" only to see their rankings plummet months later. I've been using Semrush products and services. Why? They ignored the maintenance. SEO requires four distinct rhythms of work: 1. Priority tasks that form your foundation  • Set up proper analytics  • Optimize site speed and structure  • Create your keyword strategy  • Build topic clusters that establish authority 2. Daily and weekly maintenance  • Monitor Google Search Console for new errors  • Scan for broken links  • Review analytics for pattern changes  • Track competitor SERP positions  • Verify technical elements remain intact 3. Monthly strategic work  • Conduct fresh keyword research  • Create quality content that serves search intent  • Identify older content to refresh  • Monitor organic traffic patterns  • Check for indexing issues 4. Periodic optimization  • Add internal links from high-authority pages  • Create and optimize video content  • Optimize slugs and URLs  • Add proper alt text to images  • Create infographics for link building The businesses that dominate search understand this rhythm. They don't treat SEO as a project, they treat it as an ongoing business function with clear processes. The most valuable SEO asset isn't a perfect website. It's a consistent system that addresses all four time horizons simultaneously. Stop chasing the latest SEO "hack" and start building your sustainable SEO system.

𝐀𝐬 𝐚 𝐂𝐎𝐎, my day is a mix of 𝐟𝐢𝐫𝐞𝐟𝐢𝐠𝐡𝐭𝐢𝐧𝐠, 𝐬𝐭𝐫𝐚𝐭𝐞𝐠𝐢𝐳𝐢𝐧𝐠, 𝐚𝐧𝐝 𝐞𝐱𝐞𝐜𝐮𝐭𝐢𝐧𝐠—all while making sure 𝐭𝐡𝐞 𝐭𝐞𝐚𝐦 𝐦𝐨𝐯𝐞𝐬 𝐟𝐨𝐫𝐰𝐚𝐫𝐝 𝐰𝐢𝐭𝐡𝐨𝐮𝐭 𝐜𝐡𝐚𝐨𝐬 𝐚𝐧𝐝 𝐰𝐢𝐭𝐡 𝐜𝐥𝐚𝐫𝐢𝐭𝐲. Early on, I realized that trying to do everything leads to doing nothing well and a messy outcome. So, I built a simple system to prioritize my time: 𝐓𝐡𝐞 3-𝐁𝐨𝐱 𝐅𝐫𝐚𝐦𝐞𝐰𝐨𝐫𝐤: 𝐁𝐨𝐱 1: 𝐔𝐫𝐠𝐞𝐧𝐭 & 𝐂𝐫𝐢𝐭𝐢𝐜𝐚𝐥 (𝑫𝒐 𝒊𝒕 𝑵𝑶𝑾) These are 𝐡𝐢𝐠𝐡-𝐢𝐦𝐩𝐚𝐜𝐭, 𝐭𝐢𝐦𝐞-𝐬𝐞𝐧𝐬𝐢𝐭𝐢𝐯𝐞 tasks—things that affect revenue, operations, or people immediately. ✅ A client crisis ✅ A major hiring decision ✅ A process breakdown 𝐁𝐨𝐱 2: 𝐆𝐫𝐨𝐰𝐭𝐡 & 𝐋𝐨𝐧𝐠-𝐓𝐞𝐫𝐦 𝐈𝐦𝐩𝐚𝐜𝐭 (𝑷𝒍𝒂𝒏 & 𝑬𝒙𝒆𝒄𝒖𝒕𝒆) These are 𝐭𝐡𝐞 𝐫𝐞𝐚𝐥 𝐠𝐚𝐦𝐞-𝐜𝐡𝐚𝐧𝐠𝐞𝐫𝐬—the projects that don’t scream for attention but define long-term success. ✅ Scaling a system ✅ Building leadership depth ✅ Strengthening brand & culture 𝐁𝐨𝐱 3: 𝐍𝐨𝐢𝐬𝐞 & 𝐃𝐢𝐬𝐭𝐫𝐚𝐜𝐭𝐢𝐨𝐧𝐬 (𝑬𝒍𝒊𝒎𝒊𝒏𝒂𝒕𝒆 𝒐𝒓 𝑫𝒆𝒍𝒆𝒈𝒂𝒕𝒆) These are things that seem urgent but 𝐝𝐨𝐧’𝐭 𝐫𝐞𝐚𝐥𝐥𝐲 𝐦𝐨𝐯𝐞 𝐭𝐡𝐞 𝐧𝐞𝐞𝐝𝐥𝐞. ✅ Endless status update meetings ✅ Random low-priority emails ✅ Tasks others can (and should) own 𝐓𝐡𝐞 𝐬𝐞𝐜𝐫𝐞𝐭? 𝐌𝐨𝐬𝐭 𝐥𝐞𝐚𝐝𝐞𝐫𝐬 𝐬𝐩𝐞𝐧𝐝 𝐭𝐨𝐨 𝐦𝐮𝐜𝐡 𝐭𝐢𝐦𝐞 𝐢𝐧 𝐁𝐨𝐱 1 & 3, 𝐚𝐧𝐝 𝐧𝐨𝐭 𝐞𝐧𝐨𝐮𝐠𝐡 𝐢𝐧 𝐁𝐨𝐱 2. 👉 But real impact comes when you shift your focus to Box 2—the work that builds sustainable success. 𝑰 𝒔𝒑𝒆𝒏𝒅 20% 𝒕𝒊𝒎𝒆 𝒊𝒏 𝑩𝒐𝒙 1 𝒂𝒏𝒅 3, 𝒂𝒏𝒅 60% 𝒕𝒊𝒎𝒆 𝒈𝒐𝒆𝒔 𝒕𝒐 𝑩𝒐𝒙 2. Every morning, I ask myself: 𝘞𝘩𝘪𝘤𝘩 𝘣𝘰𝘹 𝘢𝘮 𝘐 𝘴𝘱𝘦𝘯𝘥𝘪𝘯𝘨 𝘮𝘰𝘴𝘵 𝘰𝘧 𝘮𝘺 𝘵𝘪𝘮𝘦 𝘪𝘯? And that question alone changes how I work and what's the outcome of my time spent. #Leadership #COO #Execution #StartupGrowth

Ever feel like you're drowning in a sea of tasks, unsure which ones deserve your attention? It's time to transform your to-do list from a source of stress to a roadmap for #success. Enter the 3 P's of Prioritization - your compass for navigating the chaos: 1. Purpose: Does it align with your overall goals? Action: List your top 3 goals for the quarter. For each task, ask: "Does this directly contribute to at least one of these goals?" 2. #Passion: Does it energize and motivate you? Action: Rate each task on a scale of 1-10 for excitement. Prioritize those scoring 7 or higher, and consider delegating or eliminating low-scoring items. 3. Proficiency: Are you the best person for the task? Action: Evaluate your skill level for each task. If you're not the ideal person, can you delegate or outsource it to someone more qualified? By applying these criteria, you'll not only boost #productivity but also find greater fulfillment in your work. Remember, it's not about doing more - it's about doing what matters most. What's your biggest prioritization challenge? Share below, and let's problem-solve together! Follow Sagar Amlani

“I’m crawling to the finish line.” I’ve been hearing this a lot lately. Maybe you’re feeling it too? But here’s the thing - there’s still a month left until the year wraps up. Four weeks.... that’s a long time to be crawling. What if, instead, you could move through these final weeks with sustainable energy, focus, and purpose? The key? It’s not about working hard until you crash, it’s about managing your energy in a sustainable way. Here’s one simple shift that makes all the difference: match the work you do with your natural energy. 👉🏽 Save your heavy, high focus work for when your energy is at its peak. For me, that’s the morning. Protect that time with your life. Don’t waste it on emails or meetings that can wait - use it for the tasks that require the most from you. 👉🏽 Save lighter tasks for when your energy naturally dips. For me, it's mid-afternoon. That's when I do lighter tasks like admin, emails and invoicing - things that still need to be done, but they require less effort. Working like this means you don't drain yourself unnecessarily by working on the heavy tasks when energy is low, or waste your best energy on tasks that don't take much effort (working on easy things at your peak energy time) When you work with your energy instead of against it, you're not just getting through the day, you're performing at your peak in a sustainable way. And that's how you finish the year strong. 💭 How are you approaching these final weeks? Are you crawling, or are you managing your energy so you can run to the finish line?

Last month, I turned down 5 great projects All of them were promising And yet, I said a resounding "No" to all of them. Why? Currently, my full focus is on building a world-class operating system at notus, and thus, I must carefully prioritize my projects. If you constantly suffer from shiny object syndrome like I do, then you will understand that it’s too easy to start working on stuff with no impact. To avoid this, I started using this 3-step process to prioritize my projects. 1. Capture ideas and projects I start by creating a master list of all my current ideas and projects. When I log an idea into my project database, it includes: - Project name and description - Description of the current process (status quo) - Why this project is needed and what is the expected outcome 2. Prioritize with an Impact/Effort Matrix I evaluate each project using the Impact/Effort Matrix. Here's how it works: · Do It Quadrant (High Impact + Low Effort) I start these projects as soon as possible! They are quick hits and also contribute directly to my goals. · Plan It Quadrant (High Impact + High Effort) This is where I spend most of my time and energy. But I plan anything on this quadrant before executing. · Time Waster Quadrant (Low Impact + Low Effort) These are tasks that I deprioritize or delegate to someone else. Ideally to someone for whom they might be important. · Avoid Quadrant (Low Impact + High Effort) These are the pointless activities that distract me from my goals. Sometimes they are necessary but I try to limit my time on these as much as possible. 3. Prioritize 2-3 projects Finally, I choose 2-3 priorities based on the best impact/effort position But I don’t start working on them right away! I perform a ROI Assessment before (Return of Investment) How? This is a topic for another post! I am sure that there will be times when I won’t need this super-powerful framework to prioritize all of my work But, right now, my focus is to improve and simplify our core service, by building a world-class operating system. Therefore, projects that do not fall into this goal will receive a "No." Do you use a different prioritization system? Share it in the comments! #projectmanagement #prioritization #operations

Fractional Improvement: Energy Management vs. Time Management This week, I'm shifting my focus from managing my calendar to managing my energy. We've all experienced those days: 8 productive hours fly by effortlessly, while on others, a simple task feels like climbing Everest. The difference isn't time—it's energy. Time is fixed at 24 hours daily, but energy fluctuates dramatically. By mapping my energy patterns instead of just blocking my calendar, I'm able to match tasks to my natural rhythms. What this looks like in practice: ⏲️Scheduling complex financial modeling and client strategy work during my morning peak (9-11am) when my analytical thinking is sharpest ⏲️Shifting admin tasks, emails, and routine reporting to mid-afternoon (2-4pm) when I naturally experience a cognitive dip ⏲️Taking a proper lunch break away from my desk to reset mentally before afternoon commitments ⏲️Planning "deep work" in 90-minute blocks rather than arbitrary time slots, aligning with our brain's natural focus cycles I've realized that I've been fighting my own biology by trying to perform equally well at all hours. Last week, I kept a diary to log my energy patterns and create a personal "heat map" of when I'm best suited for different types of work. The results are revealing: I'm completing complex tasks more efficiently, experiencing less mental fatigue, and—surprisingly—finding more creativity in those natural energy peaks. As a Founder with an endless to do list, working with your natural cycles rather than against them might be the most important optimization of all. --------------------------------------------------------------------------------------------------- ✨ Fractional Improvement ✨ This is part of my weekly series highlighting one specific area I'm focusing on improving. Small, deliberate changes compound over time into significant growth. Have you noticed patterns in your own energy levels throughout the day? How do you align your most demanding work with your peak performance hours? #FractionalImprovement #ProductivityHacks #FractionalFinance #EnergyManagement

Everyone talks about “signal-based outbound” like it’s some cheat code: → job changes → funding rounds → new execs → tech installs → intent spikes. Here's the thing, these signals account for 𝐌𝐀𝐘𝐁𝐄, 15% of your SAM If your signal is available in a platform, it’s already too late. Josh Fryszer made a great post about this recently, give my guy a follow. 𝐓𝐡𝐢𝐬 𝐢𝐬 𝐧𝐨𝐭 𝐬𝐢𝐠𝐧𝐚𝐥 𝐛𝐚𝐬𝐞𝐝 𝐩𝐫𝐨𝐬𝐩𝐞𝐜𝐭𝐢𝐧𝐠, 𝐭𝐡𝐢𝐬 𝐢𝐬 𝐨𝐧𝐞 𝐬𝐭𝐞𝐩 𝐚𝐛𝐨𝐯𝐞 𝐬𝐩𝐫𝐚𝐲 𝐚𝐧𝐝 𝐩𝐫𝐚𝐲. A real signal has to prove pain, not just look interesting. 𝐖𝐡𝐲 𝐏𝐨𝐩𝐮𝐥𝐚𝐫 𝐒𝐢𝐠𝐧𝐚𝐥𝐬 𝐃𝐨𝐧’𝐭 𝐌𝐨𝐯𝐞 𝐏𝐢𝐩𝐞: → Funding alerts = “you have money, give me money.” → New execs = “I saw LinkedIn too.” → Intent = “your domain hit a page once.” → Tech installs = “you’re on Salesforce… like everyone.” Everyone has the same inputs. Everyone automates the same triggers. Everyone thinks they’re early. They’re not. You’re the 84th rep chasing the same tab in the same buyer’s browser. Real Signals Aren’t Signals, 𝐓𝐡𝐞𝐲’𝐫𝐞 𝐄𝐯𝐢𝐝𝐞𝐧𝐜𝐞. Most teams confuse correlation with causation. They collect data points with no operational consequence… and call it a trigger 😂. Real signals are observable evidence of a problem with some sort of financial cost: → Hospital with 7+ hour ED wait times → Manufacturer failing OSHA inspections → Fleet with expired registrations → Finance team drowning in reconciliation delays → Lender with millions in delinquent UCCs Notice this vs "Funding" "M&A" "Hiring". Why GTM Teams Keep Losing. Their scoring models overweigh on: → Basic firmographics → Generic intent → Shallow technographics → “ICP guesswork” And underweight: → Operational bottlenecks → Financial pressure → Compliance hits → Timing signals tied to real cost If your scorecard isn’t grounded in businesses you can help operationally, you're not focused on prioritization. 𝐓𝐡𝐞 𝐎𝐧𝐥𝐲 𝐑𝐞𝐚𝐥 𝐄𝐝𝐠𝐞 𝐋𝐞𝐟𝐭: 𝐂𝐮𝐬𝐭𝐨𝐦, 𝐍𝐨𝐧-𝐑𝐞𝐩𝐥𝐢𝐜𝐚𝐛𝐥𝐞 𝐒𝐢𝐠𝐧𝐚𝐥𝐬 Outbound is commoditized. Everyone has (For the most part) the same tools, same data, same workflows. 𝐓𝐡𝐞 𝐨𝐧𝐥𝐲 𝐞𝐝𝐠𝐞 𝐥𝐞𝐟𝐭 𝐢𝐬 𝐰𝐡𝐚𝐭 𝐨𝐭𝐡𝐞𝐫𝐬 𝐜𝐚𝐧’𝐭 𝐞𝐚𝐬𝐢𝐥𝐲 𝐜𝐨𝐩𝐲: custom signals built from public datasets, niche reporting, regulatory filings & first-party data. 𝐄𝐱𝐚𝐦𝐩𝐥𝐞𝐬: → hospitals whose nurse-communication scores dropped under 65% → construction firms filing mechanics liens because they weren’t paid → solar farms with PPA expirations inside 180 days → manufacturers with recent OSHA violations 𝐘𝐨𝐮 𝐜𝐚𝐧’𝐭 𝐠𝐞𝐭 𝐭𝐡𝐞𝐬𝐞 𝐟𝐫𝐨𝐦 𝐚𝐧 𝐢𝐧𝐭𝐞𝐧𝐭 𝐝𝐚𝐬𝐡𝐛𝐨𝐚𝐫𝐝. You have to build them. That’s why they work. If your outbound relies on the same signals as everyone else, good luck. You’re just automating better looking spam. Instead do this: Find tension in the business tied to real business problems, weight them, and operationalize what nobody else is willing to do.

Everything is urgent! Until it cost $100K in missed deliverables That's what my customer kept saying. Every email marked "ASAP" Every request needed "immediate attention" My team was drowning in priorities. Sound familiar? Here's how we turned chaos into clarity: First, we used the Eisenhower Matrix: → True urgency: System outages → Important but planned: Feature releases → Delegate: Minor updates → Eliminate: Nice-to-haves The key? We did this WITH the customer. They helped categorize each request. Their buy-in made all the difference. Without it, this would have been just another failed process. The result? ✔️ Less team overwhelm ✔️ Clearer project milestones ✔️ Happy customer (they got what mattered) But here's the full toolkit smart leaders use to prioritize: 1. Eisenhower Matrix → Urgent vs important. Know where to focus → Spend less on fires, more on impact 2. Pareto Principle (80/20) → The vital few drive most results → Focus on the 20% that matters 3. Warren Buffett's 5/25 → Choose 5 goals, ignore the other 20 → Cut distractions to stay locked on priorities 4. RICE Method → Score by reach, impact, confidence, effort → Rank smart to get maximum return 5. MoSCoW Method → Must, Should, Could, Won't → Define essentials, defer the rest 6. ABCDE Method → Label tasks A–E, focus on A’s. → Do must-do’s first, delete E’s. But what about daily operations? Here's how I use these methods to spend more time with clients: 7. Time Blocking: 2 hours of deep client work daily → No meetings, no interruptions → Pure focus on their needs 8. Eat That Frog: Tackle client deliverables first → Before inbox & admin work → Fresh mind = best solutions 9. Batching: Group operational tasks → One focused admin block daily → Everything else? Delegated or automated Result? ✔️ 3x more client face time ✔️ Operations run smoothly in background ✔️ Finally got that work-life blend right 💡 Which method resonates most with you? Share below - let's learn from each other's experiences. ✨ Want more leadership tools like these? Subscribe to my Career Freedom Weekly Newsletter: https://lnkd.in/eciagfQn ♻️ Repost to help another leader find clarity 👋 Follow Stephanie Hills, Ph.D. for leadership insights that bridge life and work

95% of Outbound & GTM teams use Clay the wrong way. They think Clay is just a fancy database. → They use it for basic search. → They use it for AI-personalization. → They pull lists and start blasting. Then they wonder why their reply rates suck. Clay isn’t just a data tool—it’s an execution engine. But most teams fail to use it for what really moves the needle: ✅ Multi-layered enrichment (not just scraping emails). ✅ Tiered prioritization (not every lead is equal). ✅ Signal-based outreach (not generic messaging). Let’s fix that. 👇 The 3-Tier Prospecting System (and How to Adjust Your Outreach) Top outbound teams don’t just prioritize leads—they adapt their messaging and strategy for each tier. Here’s how: 🚀 Tier 1 (High-Priority) – Maximum Effort ✅ Matches 3+ high-intent signals (e.g., just hired a CTO, raised Series A, hiring in Eastern Europe). ✅ Strong business alignment (right industry, right team size). ✅ Likely to move fast if the offer fits. 📌 Outreach Strategy: → Multi-channel (Email + LinkedIn + Video). → Hyper-personalized messaging based on their MAIN SIGNAL. → Every touchpoint is tailored to their immediate priority. 💡 Example: • If they just raised a Series A, they need to scale fast → focus all messaging on speed + efficiency. • If they just hired a new CTO, they’re under pressure to deliver → emphasize quick wins & de-risking decisions. 📈 Tier 2 (Medium-Priority) – Scalable Outreach ✅ Matches 1-2 relevance criteria (e.g., recently posted dev jobs but no other strong signals). ✅ Could be a fit, but needs further validation. 📌 Outreach Strategy: → Focus messaging on their strongest signal (not just generic personalization). → Semi-personalized email + LinkedIn connection. → Engagement-based filtering: If they interact, move them to Tier 1. 💡 Example: • If they hired a new Head of Sales, highlight how they can hit targets faster. • If they just started hiring in Eastern Europe, tailor messaging around scaling distributed teams. 📉 Tier 3 (Low-Priority) – Nurture & Automate ✅ Only meets basic ICP criteria (e.g., industry + revenue size). ✅ No strong indicators of urgency. 📌 Outreach Strategy: → Cold email only, no LinkedIn or manual work. → Use industry-based problem messaging, not specific personalization. → Automated follow-up sequence. 💡 Example: • If targeting B2B SaaS, talk about common dev scaling challenges. • If reaching out to VC-backed startups, focus on avoiding costly tech debt early. • If the company is e-commerce, highlight checkout speed & conversion rate optimization. Instead of treating all contacts the same, use tiering + strategic messaging to reach the right people with the right offer. How to Automate This in Clay 1️⃣ Enrich contacts with multiple layers 2️⃣ Tier 1, 2, or 3 based signals. 3️⃣ Personalize outreach based on the strongest signal. 🚀 Want the exact Clay setup for this? Drop “TIERING” in the comments, and I’ll send you a step-by-step breakdown.