Once you’re comfortable with the What and Self portion of the workflow, teaching yourself how to prioritize, in other words, what will be done and when it will be done, is the next step in taking back control of your time. 

Easier said than done, making a list and checking it twice, is the foundation for prioritizing tasks over time.  When I settled into my own personalized time and task management system, I would check my progress as much as three times a day.  I would check my calendar and To Do List first thing in the morning, at lunch, and again at the end of the day.  Each time, I would ask myself the same few questions, especially if I didn’t finish something by the end of the day.  I would ask, does this really need to be done, and am I the one who should be doing it?  This system worked for me, but admittedly, it isn’t right for everyone. 

I used to think of my priorities as either a glass ball or a rubber ball.  I could always drop a rubber ball because I knew it would bounce.  However, I could never drop a glass ball because it would break.  Understanding the difference between a glass and a rubber ball can be trickier than it seems.  If there were ever a time that I questioned which of my priorities was glass or rubber, I would do my best to talk to the boss, a trusted colleague, or my family, depending on what it was I was struggling with. 

In addition, once I determined a Task to be “important,” in other words, it must be done.  My follow-up question would be “How quickly can I get this done?”  If it were something that could be done quickly, it would most likely move to the top of the list.  The challenge in this type of process is that it forces a person to bounce between Tasks, which creates its own set of challenges.  However, for me, this process allowed me to accomplish a high volume of tasks; admittedly, not many were perfect, but I did get a lot done.  Again, this system worked for me, but it may not be right in every situation. 

As I reflect on my own time management experiences, I’ve learned a few thoughts I think are worth passing on.

1. Not having a time management system is a system.
2. The effectiveness of a time management system can be measured through your stress level and, subsequently, the quality of your personal and professional relationships.
3. Giving yourself permission not to do something is possibly the hardest part of a good time management system.
4. A time management system is a workflow process through a system-of-systems and can generally become more efficient when evaluated in that way.
5. A time management system will become less efficient over time as the workflow process changes.

1. 1.0 _____ Have you ever evaluated how much of what you do can be automated, delegated, or shifted to a service provider? Looking for opportunities in systems and processes is an implied task of leaders at every level.
2. 1.0 _____ Have you evaluated the little things you do to see if they can be done more efficiently? Looking for efficiencies in systems and processes is an implied task of leaders at every level.
3. 2.0 _____ Do you feel comfortable delegating responsibilities? Not everyone feels comfortable delegating responsibilities.  However, what better way is there to teach, train, and mentor a younger generation?

 _____: Assessment Grade

RuReady Resources:

1. RuReady.fyi To Do List Worksheet

 Amazon Books:

1. The 7 Habits of Highly Effective People, by Stephen R. Covey, Jim Collins, and Sean Covey. This has long been one of my favorite books.  I have used many of the lessons taught in this book throughout my career.
2. How to Get Control of Your Time and Your Life, by Alan Lakein, is a concise, energizing guide that turns time‑management into something practical and genuinely empowering. It’s one of those rare books that leaves you feeling clearer, more focused, and ready to take action.
3. Deep Work: Rules for Focused Success in a Distracted World, by Cal Newport, is a sharp, motivating call to reclaim your attention and produce work that actually matters. It’s one of those rare books that doesn’t just inspire you, it gives you a blueprint for transforming how you think, create, and succeed.
4. Essentialism: The Disciplined Pursuit of Less, by Greg McKeown, is a refreshing reminder that doing less, on purpose, can lead to far greater impact. It’s a clear, uplifting guide that helps you cut through the noise and focus on what truly matters.
5. Getting Things Done: The Art of Stress-Free Productivity, by David Allen and James Fallows, is a game‑changer for anyone who wants clarity, focus, and a calmer approach to productivity. It transforms everyday chaos into a simple, reliable system that helps you breathe easier while getting more done.
6. Who Moved My Cheese, by Spencer Johnson. I found this book to be an inspiring and thought-provoking offering, a simple yet profound lesson on embracing change.
7. What Got You Here Won’t Get You There, by Marshall Goldsmith. This is a great book, which makes us reflect on habits that may hold us back from reaching our full potential.

YouTube Resources:

1. The Eisenhower Matrix: How to manage your tasks with EISENHOWER, Andreas, founder of Eisenhower.me I think this is a great 2-minute video explaining the concept and application of the Eisenhower Matrix.
2. Franklin Covey: Big Rocks.  This is a great 4-minute video that demonstrates how, by prioritizing your time effectively, you can bring balance into your life.