How to prioritize tasks when everything feels urgent

Step one: Choose a prioritization framework

Before diving into your to-do list, take a step back and assess your priorities with a structured approach. Time-tested frameworks help bring clarity to even the busiest schedules.

The Eisenhower Matrix

Use the Eisenhower Matrix method to shift from reactive to strategic. The Eisenhower Matrix divides tasks into four categories:

• Urgent and important – Do it now
• Important but not urgent – Schedule it
• Urgent but not important – Delegate it
• Neither urgent nor important – Eliminate it

By helping you focus on long-term value rather than short-term urgency, the Eisenhower Matrix gives you a clearer picture of where your attention should go.

The ABCDE Method

Use The ABCDE Method to rank tasks based on their consequences:

• A – Must do (serious consequences if not done)
• B – Should do (mild consequences)
• C – Nice to do (no consequences)
• D – Delegate
• E – Eliminate

The ABCDE Method forces you to think critically about each task’s impact, helping you resist the pull of low-value activities.

Time blocking: Protect what matters

Time blocking is a method where you assign dedicated time slots on your calendar for specific tasks or categories of work. It’s especially effective when paired with your prioritization framework.

When you time block, your schedule reflects your priorities and not just your obligations. Plan a “deep focus” block for your A-level tasks or high-urgency items and use shorter blocks to knock out quick wins or delegate follow-ups.

Step two: Put your plan into motion

Once you’ve prioritized your tasks, the next step is to take action, and Microsoft 365 can help. Microsoft 365 offers powerful tools designed to help you stay organized, manage your time, and keep your priorities front and center. For example:

• Copilot, your AI companion, helps you quickly generate task lists, summarize information, and highlight your most urgent and important items. Whether you’re applying the ABCDE Method or simply deciding what to tackle next, Copilot in Microsoft 365¹ helps turn your notes, emails, and meetings into clear, actionable plans.
• Microsoft To Do makes it easy to capture, organize, and prioritize tasks across devices. Use To Do²to divide work into manageable steps and schedule dedicated focus time, which is useful when you’re applying Time Blocking or other planning methods.
• Outlook integrates directly with your prioritization system by letting you schedule calendar blocks and set reminders that align with your Eisenhower Matrix or ABCDE priorities. Using Outlook², your daily schedule can reflect your chosen framework, keeping your highest-impact tasks front and center.
• Microsoft Planner supports teamwork by visualizing projects with boards and buckets that help organize tasks by urgency and importance. The visual approach of Planner² helps complement frameworks like the Eisenhower Matrix when you need to assign, delegate, and track work across a group.
• OneNote is your flexible workspace for collecting notes, organizing priorities, and reflecting during daily or weekly reviews. Whether you’re sorting tasks by the ABCDE Method or revisiting your Eisenhower Matrix, OneNote² helps you keep priorities organized and adjust as things change.

Keep track with Microsoft To Do

Keep all your lists handy and organized. Plus, easily share with others to get things done together.

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Step three: Review and refine regularly

Priorities change. What felt urgent yesterday might not matter today. That’s why regular review of priorities is important. Take 10 minutes at the end of the day or week to reflect on:

• What did I complete?
• What didn’t get done—and why?
• What should be moved, delegated, or dropped?

Tools like OneNote can help you turn scattered notes into clear summaries, uncover patterns, and identify what’s truly driving results.

Turn prioritization into progress

Prioritizing effectively means focusing on the tasks that solve problems, meet deadlines, and drive goals forward. A clear strategy helps you set direction. The right tools help you prioritize tasks with consistency and clarity.

Start with one framework that fits your working style. Then choose Microsoft 365 tools that support how you think and plan. A consistent framework, combined with the right tools, becomes a system that’s clear, flexible, and aligned with your goals.

From AI-driven scheduling to collaborative planning, Microsoft 365 is your daily toolkit for staying focused. Discover more ways Microsoft 365 can support your productivity.

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