Overwhelmed by Your To-Do List? There’s a Method for That!

Drowning in tasks? Learn eight proven task prioritization methods to regain control and boost productivity. This list covers the Eisenhower Matrix, Getting Things Done (GTD), Kanban, and more. Discover which method fits your work style, whether you’re a busy executive or managing a complex project. Try combining methods — for example, the Eisenhower Matrix with time-blocking — to streamline your workflow and achieve your goals.

1. Eisenhower Matrix (Urgent-Important Matrix)

The Eisenhower Matrix helps you decide what to do now, schedule, delegate, or eliminate by plotting tasks across urgency and importance. It was popularized by Dwight D. Eisenhower and later by Stephen Covey¹.

The matrix uses four quadrants:

• Quadrant 1: Do First (Urgent and Important): Crises, deadlines, and pressing problems that require immediate action.
• Quadrant 2: Schedule (Important but Not Urgent): Planning, relationship building, and skill development that prevent future crises.
• Quadrant 3: Delegate (Urgent but Not Important): Interruptions and requests that can be passed to someone else.
• Quadrant 4: Eliminate (Neither Urgent Nor Important): Busywork and distractions that should be removed.

Benefits: simple, intuitive, and great for raising strategic focus. Drawbacks: subjective categorization and limited handling of task dependencies.

Tips for using the Eisenhower Matrix:

• Review and update your quadrants weekly.
• Aim to spend 65–80% of your time on Quadrant 2 activities.
• Define clear criteria for “urgent” and “important.”
• Start each day by checking your matrix and time-blocking key tasks.

2. Getting Things Done (GTD)

Getting Things Done (GTD), developed by David Allen, is a comprehensive system to capture, clarify, organize, reflect, and engage with your tasks². GTD externalizes commitments into a trusted system so your headspace is free for focused work.

GTD’s five-step workflow:

1. Capture: Collect everything that has your attention in one inbox.
2. Clarify: Decide if an item is actionable; identify the next physical action.
3. Organize: Use contexts, projects, and calendar entries.
4. Reflect: Perform a weekly review to keep the system current.
5. Engage: Choose actions based on context, time, energy, and priority.

Pros: reduces cognitive load, action-focused, adaptable to tools. Cons: initial setup is time-consuming and requires regular maintenance.

Tips: start with the capture habit, use the two-minute rule, and prioritize the weekly review.

3. ABCDE Method

The ABCDE method ranks tasks by consequence. Assign letters A (critical) through E (eliminate), then number A-tasks (A1, A2) to order them. Work A1 first and resist switching to easier lower-priority tasks.

How to use it:

1. List everything.
2. Assign A–E to each item based on consequences of not doing it.
3. Number A items and tackle them in order.
4. Review and reassign as priorities shift.

Tips: be ruthless with E items, combine with time estimates, and perform a daily review.

4. MoSCoW Method

MoSCoW (Must, Should, Could, Won’t) is a stakeholder-driven approach for prioritizing requirements and features. It’s common in project work and agile environments and helps prevent scope creep. The method traces to DSDM and agile practices⁵.

Usage:

• Define “Must have” essentials.
• Add “Should” items if time allows.
• Treat “Could” items as nice-to-haves.
• Explicitly label “Won’t have” items for this release.

Tips: limit your Must-haves, involve stakeholders, document why items receive their priority, and review regularly.

5. Kanban Method

Kanban is a visual workflow system that emphasizes limiting work in progress (WIP) to improve flow and reveal bottlenecks. Adapted from lean manufacturing and popularized for knowledge work, Kanban tools like Trello or Jira make it easy to visualize status and reduce multitasking³.

Core elements:

• Visual board with columns (To Do, In Progress, Done).
• Cards representing tasks.
• WIP limits for each column to focus work.

When to use Kanban: continuous flow work, teams needing visibility, and processes that benefit from incremental improvement.

Tips: start simple with three columns, set realistic WIP limits, use color labels for priorities, and run short stand-ups focused on clearing bottlenecks.

6. Value vs. Effort Matrix (Impact-Effort Grid)

Plot tasks by expected value and required effort to find quick wins (high value, low effort) and avoid thankless tasks (low value, high effort). This two-axis view helps maximize return on limited resources.

Tips: involve stakeholders when scoring items, focus on quick wins to build momentum, and reassess as dependencies or estimates change.

7. Eat That Frog Method

“Eat That Frog” means tackling your most important or unpleasant task first thing in the day. Completing the hardest task early builds momentum, reduces procrastination, and frees mental space for the rest of the day.

Tips: identify your frog the night before, block morning time for it, remove distractions, and break large frogs into smaller steps if needed.

8. Warren Buffett’s 25-5 Rule

List 25 goals, circle your top 5, and treat the remaining 20 as “avoid at all costs.” This forces extreme focus on what moves the needle. The tactic is widely attributed to Warren Buffett’s advice to a pilot⁴.

Tips: review your top 5 regularly, apply the method to different life areas separately, and write down the 20 to reinforce saying no.

Task Prioritization Methods Comparison

Ready to Take Control of Your Time?

Experiment with these methods to find what fits your rhythm. Combine techniques — for example, use GTD to capture tasks, the Value vs. Effort Matrix to prioritize projects, and Kanban to manage flow. Use templates like a prioritization matrix to make the process repeatable.

Related internal resources: Time blocking guide, Weekly review checklist, How to run a productive stand-up

Frequently Asked Questions

Q: Which method is best if I always feel overwhelmed? A: Start simple with the Eisenhower Matrix or the ABCDE method to quickly separate what’s urgent from what matters most.

Q: Can I combine methods? A: Yes. Many people use GTD for capture, the Value vs. Effort Matrix for project selection, and Kanban for daily flow.

Q: How often should I review priorities? A: Daily for immediate tasks and weekly for larger projects or systems like GTD.