Priority Setting Workshop

In this activity, you will work in small groups to apply task prioritization techniques that we discussed. This session provides a hands-on approach to help you understand how to evaluate tasks based on urgency and importance, and decide how best to allocate your time.

Activity Guidelines

1. Group Formation:

   • Divide into small groups of 3-4 participants.
     
     
     
     
     
     

2. Scenario Distribution:

   • Each group will receive a unique scenario containing a list of tasks for a typical day. These scenarios are designed to mimic real-life situations that adults might face in managing their own tasks.
     
     
     
     
     
     

3. Discussion and Analysis:

   • As a group, review your list of tasks. Discuss which tasks are most urgent and important, and which ones could potentially be delegated or delayed. Use the following techniques as a guide:
     • The Eisenhower Matrix: Categorize tasks into Urgent & Important, Important but Not Urgent, Urgent but Not Important, and Neither.
     • ABC Analysis: Assign an A (highest priority), B (moderate priority), or C (lowest priority) to each task.
   • Consider discussing:
     • How do the choices among the matrix categories differ?
     • Which method felt more intuitive for your scenario?
     • What challenges arise in agreeing upon a prioritization on diverse tasks?
       
       
       
       
       
       
       

4. Group Presentation:

   • After discussion, choose one member from your group to share the group's prioritized task list and reasoning with everyone. Keep your presentation brief and focused on your strategy and any interesting points that emerged from your discussion.
     
     
     
     
     
     

5. Facilitator Feedback:

   • As groups present, facilitators will provide feedback, highlighting strong strategies and offering suggestions for further refinement.
     
     
     
     
     
     

Follow-Up Questions

• How did your group decide on the final prioritization? Were there any disagreements, and if so, how were they resolved?
  
  
  
  
  
  
• How can you apply these prioritization techniques to manage your real-life tasks more effectively?
  
  
  
  
  
  
• What additional information or tools do you feel could further enhance your understanding of task prioritization?

Remember, the focus of this workshop is not solely to find the 'perfect' priority list, but to practice critical thinking and effective communication about managing time and resources. Enjoy the activity, and use it as an opportunity to share insights and learn from your peers!

Priority Planner Worksheet

In this worksheet, you will practice prioritizing your own tasks using the techniques discussed in the lesson. The goal is to identify which tasks require immediate attention, which can be scheduled for later, which can be delegated, and which can be postponed or eliminated. Follow the steps below to structure your thinking and create an actionable plan.

Step 1: Task List

List all the tasks you need to accomplish for today or this week. Use the space below to write down your tasks. Try to include both work-related and personal responsibilities.

Tasks:

Step 2: Categorize Using the Eisenhower Matrix

For each task, decide where it falls in the Eisenhower Matrix:

• Urgent & Important: Do these tasks immediately.
  
• Important, Not Urgent: Schedule a time to complete these tasks.
  
• Urgent, Not Important: Consider if you can delegate these tasks.
  
• Neither: Evaluate if these tasks are necessary or if they can be eliminated.

Write your tasks in each category:

Urgent & Important:

Important, Not Urgent:

Urgent, Not Important:

Neither:

Step 3: Apply ABC Analysis

Now, assign a letter (A, B, or C) to each task on your list based on its priority:

• A Tasks: Must be done today or very soon.
• B Tasks: Should be done soon but can wait if necessary.
• C Tasks: Lowest priority tasks that can be done when you have extra time.

List your tasks with their assigned letters:

Task and Priority Assignment:

Step 4: Reflection

Answer the following questions to reflect on the prioritization process:

1. Which tasks did you find most challenging to categorize and why?
   
   
   
   
   
   
2. How did the Eisenhower Matrix and ABC Analysis methods differ in helping you prioritize your tasks?
   
   
   
   
   
   
3. What changes can you make in your day-to-day planning to better manage your workload based on this exercise?
   
   
   
   
   
   

Take your time to think about these questions, and use the spaces provided to write your responses. This worksheet is designed to help you develop a personalized strategy for efficient task management.

Remember: Prioritization is an ongoing process. Revisit your plan throughout the day and adjust as needed to make sure you're focusing on what truly matters.