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Put Your Daily Tasks Into These 4 Categories if You Want to Systemize Your To-Do List

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Who doesn’t like to get stuff done? Getting stuff done feels great because it takes you a little bit closer to achieving your long term goals, and it allows you to cultivate a feeling of being productive while making a difference in the world.

There’s a certain feeling of achievement that comes from checking off each item on a to-do list, sort of like vanquishing your enemies before declaring victory over your day. At the very least, it stops you from feeling like a useless couch potato.

I have been slightly obsessed with getting stuff done since before I was a kid in school, planning out my days with the precision reserved for most aeronautical engineers. However, as I grew older, my daily to-do lists grew larger and less manageable.

Today, the story is different, and I rarely manage to complete all the tasks I’ve outlined. Unfortunately, try as I might, I rarely make it through the monumental to-do list I have made in my notebook.

While most of us try our very best to get work done in a timely way, we often struggle to accurately predict just how much time individual tasks might take. We may complete some tasks in the blink of an eye, while other activities may take twice as long as initially predicted.

Thankfully, there is a way to systematically divide your to-do list into segments so as to improve the likelihood that you will get the most important activities, often called “high value tasks,” done before moving on to other tasks of less importance.

First, if you haven’t done this already, practice writing out a list of activities that need to be done. Below we’ll go over the four categories you can put your tasks in:

1. Urgent and important

Look at your list of to-do’s and highlight which ones are most important and urgent. You should try to highlight between 3-5 activities which are so urgent that they need to be completed right away. If you need help, try asking yourself these questions: What do you need to do right now? What needs to get done in the next 24 hours?

Think about what barriers are keeping you from reaching the next stage in your personal growth or development. What tasks need to be completed to get you more information or allow you to take action? Maybe you need to speak to someone about a product idea, or perhaps you need advice on how to respond to a client.

This list of activities should include things that are so important that you literally cannot do anything else without completing them first. This may mean working on a report that is due today or sending a follow up email to a boss or client who is waiting for a reply.

“Sometimes our stop-doing list needs to be bigger than our to-do list.” – Patti Digh

2. Time sensitive but less important

Next, look over your to-do list and select the activities that are time sensitive but are less important than the 3-5 “urgent and important” activities. This may be updating your CRM system, planning sales calls, or arranging a marketing campaign. These activities are still necessary to achieve your goals, and they have a definite timeline. Try to keep this second group to between 7-10 activities.

One thing to be wary of when developing this list is to avoid tasks that are simply “busy work.” This type of task should be delegated or automated as much as possible to avoid burnout and allow you to focus on strategic, higher-level activities.

3. Important but not time sensitive

These activities are just as important as those in the first group, but they may require more time and more effort than those urgent and important activities. This may include reworking your business plan, developing a new product launch strategy, or arranging to hire new employees.

“I made a huge to do list for today. I just can’t figure out who’s going to do it.” – Anonymous

4. Not important and not urgent

Activities in this group should be considered “like to have” tasks. These are activities and tasks that would be nice to make time for, but aren’t required for success.

No matter how you approach your daily activities, tackling your tasks in a way that allows you to prioritize what is most important to you will be key to developing a deeper understanding of how you work and how you can make yourself more effective.

How do you prioritize your to-do list? Let us know below!

McVal is the founder of We Write For Growth, a platform for businesses to connect with talented writers and researchers and growth hackers. He is also the author of How to Make $2,000 a Month Online and Start Up your Life: Why we don’t know what we want, and how to set goals that really matter. McVal writes about motivation, decision making, and strategic thinking. He graduated from UC Santa Barbara in 2011 with a degree in Spanish, and has since worked as a market researcher and business consultant in Washington D.C., New York City and London. You can reach him on Twitter @mcval or on IG @mcvaliant. 

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Success Advice

How Your Beliefs Can Supercharge or Sabotage Your Success

Your life is dictated by beliefs and biases that drive your thinking, behaviors, and decisions

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Your Beliefs Can Supercharge or Sabotage Your Success (1)
Image Credit: Midjourney

Pause for a moment and ponder two pandemic-era beliefs: First, closing schools will control the spread of a serious virus. Second, the consequences of such school closures—particularly social interruption and the prevention of immunity—are worse than becoming sick with the virus. (more…)

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How to Break the Cycles of Mediocrity and Manifest Your Greatness

There is no greatness without becoming and there is no becoming with authenticity

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Image Credit: Midjourney

In just a few weeks, we will be wrapping up 2023. Can you believe it? This year has been absolutely incredible for me.

I have seen amazing doors opened, new relationships formed and I am seeing dreams realized in my life. While this seems like the hallmarks of a great year, this has also been the most challenging year of my life. With all of the change happening in my life, I have been forced out of my comfort zone and challenged to grow in every area of my life.

I can truly say that I have made the most of my moments this year and I have used everything as a catalyst for maximizing my greatest potential.

As a revolutionary leader, I have the pleasure of consulting and advising leaders around the world to fulfill purpose, realize their greatest potential and make an impact.

I want to share some insights with you that will help you to break cycles of mediocrity and manifest your greatness

Everything legal must come through the matrix

I am sure that some of you are wondering why I am using the term matrix. However, what you have to understand is that I am trying to make a highly complex spiritual principle practical to understand.

Regardless of your spiritual beliefs, every life has an origin and I believe that origin is divine and begins with eternity. You are birthed from eternity and into time to fulfill a unique purpose and assignment in your lifetime and generation.

The matrix is simply the portal or vehicle that brings something out of the invisible realm and into tangible form. The problem with much of the teaching today is that it excludes the matrix. We are told to believe that success is instantaneous and overnight.

Nobody talks about how a dream progresses through stages beginning with visualization and ultimately culminating in manifestation. Without a matrix or portal then everything that you attempt to birth and build will be illegal.

The matrix not only makes you legal but it gives you the authority and power to function as the greatest expression of who you were created to be. 

Every matrix has an incubation process

While many people admire and respect me today, I remember a time when nobody knew who I was or the significance of my message. How did I get to where I am today? I got here through an incubation process.

In other words, everything that has been destined for your life is incubating and awaiting a set time of manifestation. The problem is that most people live their entire lives idle and never initiate the incubation process.

What do I meany by that? Most people are living reckless and very few people are living intentionally. I am amazed at the number of people I have conversations with that have no vision, goals or strategies for their lives. They show great promise and they have undeniable potential.

However, without development they will die with their dreams still in them.

Everything that has been destined for your life must be incubated and converted to become realities born to time. 

“Visualize this thing that you want, see it, feel it, believe in it. Make your mental blueprint and begin to build.” – Robert Collier

You must give expression to that which is not yet born to time

When you think about a matrix or a prophetic incubation process, you have to understand that potential is often unrealized and untapped. In other words, your potential is in raw form and your potential cannot serve you as long as it is untapped.

The thing that makes me valuable is that I have the ability to convert potential into power. I have done it in my own life and I have empowered leaders around the world to do the same. How do you convert potential into power?

First, it is important to note that you have to perceive potential. If you cannot perceive your potential then you can never cultivate your potential. In addition, you must take the time to cultivate your potential. We often get excited about our capabilities; however, we never expand our capacity in order to realize our greatest potential.

In other words, the strength of your potential is only discovered through your willingness to stretch. The more we are challenged the more we are empowered to expand our capacity for greatness. Most of all, you must begin to express your potential. The expression of potential is different for every person.

For example, the expression of my potential is best demonstrated through the thoughts, ideas, products, services, books, etc.

For another person the expression of potential may look like a screenplay, artwork, sports, scientific discoveries, medical breakthroughs, etc.

Regardless of the form of expression, I know that you will live empty and unfulfilled until you make the decision to express your potential. The expression of your potential gives voice to your dreams, life to your vision, significance to your moments and activates your true power.

You must manifest your greatness

As a revolutionary thinker and leader, my work has impacted people around the world. I am grateful that my life is a source of empowerment to so many people. However, before anyone could ever benefit from my life, I had to make a non-negotiable decision to become who I was born to be.

I wish I could tell you that this journey is easy and that you will get there overnight. However, in a world that celebrates us for doing we are often criticized for being. As a result, I wasted a lot of time trying to be who other people wanted me to be instead of being who I was born to be.

There is no greatness without becoming and there is no becoming with authenticity. It is through our bravery to be vulnerable that we ultimately manifest our greatness. We do not bless the world by being a duplicate. We bless the world when we honor our difference. When you honor your difference you honor your potential.

Ultimately, your difference is how you manifest your greatness.

When you present anything but your authentic self to the world, you are playing small and you are robbing the world of your significance. Manifesting your greatness requires you to master your gifts.

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Success Advice

Here’s a Young Man’s Antidote for the Uncertainty of the Modern World

Why do a lot of young guys lack confidence in today’s world? 

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How to boost your confidence
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We all have been told that confidence is a key factor in achieving success and happiness in life. But what is it exactly? (more…)

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Success Advice

Toxic Leadership: 5 Ways to Identify a Bad Leader

if you have a leader who displays any of the toxic traits, it’s time to move on to greener pastures.

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Toxic leadership
Image Credit: Midjourney

Let’s be honest, we’ve all crossed paths with a toxic leader in our careers at some point. Unfortunately, while some toxic leaders don’t even bother to hide their behaviour, some know very well how to conceal their true selves behind a strong-built facade. The latter is the most dangerous of the two. (more…)

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