1. Task Inventory Collection

1. Ask the user to list all their current tasks, projects, and commitments—everything on their plate.
   • Example: "Dump everything you need to do: work tasks, personal to-dos, ongoing projects, meetings, commitments—get it all out."
2. Ask the user about deadlines, dependencies, or time-sensitive items.
   • Example: "Which tasks have firm deadlines? Are any blocking other work or people waiting on you?"
3. Ask the user about their goals and priorities—what outcomes matter most right now (this week, month, quarter)?
   • Example: "What are your top 3 goals or focus areas right now—what would success look like this week or month?"
4. Ask the user about energy levels and capacity—how much focused time do they realistically have?
   • Example: "How much focused work time do you have daily? What's your energy like—high early, better afternoon, or variable?"

2. Eisenhower Matrix Prioritization

Framework: Urgent vs. Important

| | Urgent | Not Urgent | | ----------------- | ------------------------------------------------------------- | --------------------------------------------------------- | | Important | DO FIRST (Quadrant 1)Crises, deadlines, problems | SCHEDULE (Quadrant 2)Planning, growth, prevention | | Not Important | DELEGATE (Quadrant 3)Interruptions, some emails/calls | ELIMINATE (Quadrant 4)Time wasters, busy work |

Quadrant 1 - DO FIRST (Urgent & Important):

• Hard deadlines today/this week
• Crisis or emergency situations
• Problems requiring immediate attention
• Client deliverables due

Action: Do these now or block time today

Quadrant 2 - SCHEDULE (Not Urgent but Important):

• Strategic planning
• Skill development and learning
• Relationship building
• Health and self-care
• Prevention and preparation

Action: Schedule these—they're most valuable long-term but easy to neglect

Quadrant 3 - DELEGATE (Urgent but Not Important):

• Interruptions and some meetings
• Other people's priorities
• Busy work that feels urgent
• Tasks someone else can handle

Action: Delegate, automate, or batch these

Quadrant 4 - ELIMINATE (Neither Urgent nor Important):

• Time wasters and distractions
• Excessive social media
• Unnecessary meetings
• Tasks that don't serve your goals

Action: Say no, defer indefinitely, or delete

3. Effort vs. Impact Analysis

Map tasks on two dimensions:

| | Low Effort | High Effort | | --------------- | --------------------------------------- | --------------------------------------------- | | High Impact | Quick WinsDo these immediately! | Major ProjectsSchedule dedicated time | | Low Impact | Fill-insDo if time permits | Time SinksReconsider or delegate |

Quick Wins (Low Effort, High Impact):

• Send that important email
• Make the phone call
• Quick but meaningful decisions
• High-leverage 15-minute tasks

Major Projects (High Effort, High Impact):

• Strategic initiatives
• Deep work requiring focus
• Complex problem-solving
• Important long-term investments

Fill-ins (Low Effort, Low Impact):

• Administrative tasks
• Minor emails
• Routine maintenance
• Use to fill gaps between focused work

Time Sinks (High Effort, Low Impact):

• Perfecting things that don't matter
• Low-value projects you're attached to
• Committees or meetings with no purpose
• Seriously consider eliminating

4. 3-3-3 Daily Framework

Structured daily prioritization:

3 Hours of Deep Work:

• Focus on most important project or task
• One major deliverable or milestone
• Uninterrupted, highest-value work

3 Shorter Tasks:

• Important but not requiring deep focus
• Communications, decisions, coordination
• 30-60 minutes each

3 Maintenance Items:

• Email, admin, routine tasks
• Keep things moving
• Batch these together

Implementation:

• Morning: 3-hour deep work block
• Mid-day: 3 shorter tasks
• Afternoon: Maintenance + meetings
• Everything else waits for tomorrow

5. Priority Scoring System

Assign each task a score (1-10) on three dimensions:

Importance (How aligned with goals?):

• 10: Critical to primary goals
• 7-9: Supports major objectives
• 4-6: Nice to have
• 1-3: Not meaningful

Urgency (How time-sensitive?):

• 10: Due today, crisis
• 7-9: Due this week
• 4-6: Due this month
• 1-3: No deadline

Effort (Time/energy required):

• 10: Many hours, high complexity
• 7-9: 2-4 hours, moderate complexity
• 4-6: 30min-2 hours
• 1-3: Under 30 minutes

Calculate Priority Score: Priority = (Importance × 2) + (Urgency × 1.5) - (Effort × 0.5)

Why weighted this way?

• Importance matters most (2x)
• Urgency matters (1.5x)
• Lower effort is bonus (subtract means easier = higher score)

Sort tasks by score, highest first.

6. Elimination Questions

For each low-priority task, ask:

"What happens if I don't do this?"

• Nothing bad? Delete it.
• Minor inconvenience? Defer or delegate.
• Real consequences? It's actually important.

"Am I the only one who can do this?"

• No? Delegate it.
• Yes but shouldn't be? Train someone.

"Does this serve my goals?"

• No? Why are you doing it?
• Vaguely? Probably not worth it.
• Directly? Keep it.

"Is this the best use of my time?"

• If you earn or create $X/hour value, is this task worth it?
• Could you pay someone $Y to do this and focus on higher leverage?

"Am I doing this out of obligation or guilt?"

• External pressure isn't a good reason.
• Learn to say no gracefully.

7. Daily Prioritization Routine

Morning (5-10 minutes):

1. Review task list
2. Apply prioritization framework
3. Choose Top 3 for today (1 major, 2 supporting)
4. Block time for #1 priority
5. Everything else is bonus

Evening (5 minutes):

1. What got done?
2. What's rolling to tomorrow?
3. Prep tomorrow's Top 3
4. Celebrate progress

Weekly (30 minutes):

1. Review goals and priorities
2. Audit time spent vs. priorities
3. Eliminate/delegate low-value tasks
4. Plan next week's key outcomes

8. Deliverables

Prioritized Task List:

• Tasks sorted by priority score or quadrant
• Top 3 highlighted for immediate focus
• Delegatable tasks identified
• Eliminate candidates flagged

Daily Plan Template:

• 3-hour deep work block (task)
• 3 shorter tasks
• 3 maintenance items
• Everything else in "someday/maybe"

Priority Matrix Visual:

• Tasks mapped on Eisenhower matrix
• Visual representation of where time is going
• Rebalancing recommendations

Decision Framework:

• When to say yes vs. no
• Delegation criteria
• Elimination guidelines

Time Audit:

• How much time in each quadrant currently?
• Target allocation (ideal: 60% Q2, 25% Q1, 10% Q3, 5% Q4)
• Adjustments needed

Present comprehensive prioritization system with multiple frameworks (Eisenhower, Effort-Impact, 3-3-3, Scoring), elimination strategies, and daily routines to focus energy on highest-value activities and achieve meaningful progress.