Do you have a “To Do List”? The biggest challenge with a traditional “To Do List” is that it does not prioritise what needs to be done and you are constantly reading and re-reading the list during the day or the week. An Action Priority List helps you deal with the day-to-day stuff that comes up and to make sure you stay focused on the important and urgent activities and tasks.
Key Takeaways
- Traditional to-do lists waste time because they don’t prioritise what needs to be done
- An Action Priority List only needs reviewing once a day and focuses on urgent, important tasks first
- Categories A through E help you sort tasks by urgency and importance
- Always complete A1 tasks before moving to A2, and finish all A’s before tackling B’s
- Block time in your diary for crucial jobs like invoicing and team meetings
Why Your Current To-Do List Isn’t Working
The advantage of using an Action Priority List is that you will only need to review your list once a day and it makes sure that you focus on the most important tasks first. You’re not constantly re-reading the same tasks wondering what to tackle next.
Personally I am a big fan of Excel and using spreadsheets because I am able to sort my data, which saves me time because I don’t have to keep on re-writing the list. If spreadsheets aren’t your thing that’s okay, you can adapt this system to your preferred method.
How to Set Up Your Action Priority List
To set up your Action Priority List these are the steps you need to go through:
Step 1: Create Your Master Data Dump
Data dump onto a main list. This should be at least a couple of pages and include all the tasks and things you need to do. Get everything out of your head and onto paper or screen.
Step 2: Categorise Using the A-E System
Categorise the items on the list into A, B, C, D or E, as follows:
- A: Urgent and important. Urgent means it needs to be done in the next seven days; important means that there are serious consequences for not doing the task or great rewards for doing it.
- B: Important.
- C: Nice to do.
- D: Tasks that can be delegated.
- E: Eliminate, this is something that you realise that you are never going to do, make peace with it and get rid of it.
Step 3: Prioritise Within Each Category
Prioritise the items in each category. Start with labelling the “A’s” into A1, A2, A3, and so on. This creates a clear hierarchy within your most critical tasks.
Step 4: Take Action in Order
Start with A1 and do not stop until you have completed it, then move onto A2. Only once you have finished all the A’s can you then move onto the B’s. This discipline is what separates high performers from busy people who never get ahead.
Many business owners I work with through my coaching programmes struggle with this step because they want to do the easy tasks first. Resist that urge. The important and urgent tasks are what move your business forward.
Step 5: Add New Tasks Strategically
Any new tasks get added to the main list if not urgent and important. If the task is urgent and important you need to immediately decide what priority it’s going to be. For example, is it an A1 or an A5?
Step 6: Prepare for Tomorrow
At the end of each day write and/or review your Action Priority List for the next day, starting with your A’s. This five-minute investment saves you hours of decision-making the following day.
Step 7: Weekly Review
Review the list at the end of each week. Look for patterns. Are you consistently avoiding certain types of tasks? Are you estimating time requirements accurately?
How to Block Time for Critical Business Tasks
Remember to block off time in your diary to do crucial jobs such as invoicing, team meetings and so on. According to the Australian Taxation Office, proper record keeping and timely invoicing are essential for cash flow and compliance.
I see too many tradies and service business owners who let invoicing slide because it’s not urgent until the bills pile up. Make invoicing an A1 task every week.
Through my Ultimate Tradie Business Transformation programme, I’ve helped hundreds of business owners implement systems like this to create clarity, confidence, and certainty in their operations.
Why This System Works Better Than Other Productivity Methods
The Action Priority List isn’t just another productivity hack. It’s based on the fundamental principle that not all tasks are created equal. While other systems focus on completion, this system focuses on impact.
Research from the Australian Bureau of Statistics shows that small business owners work longer hours than employees, yet many struggle with profitability. The difference often comes down to working on the right things, not just working harder.
Common Mistakes to Avoid
The biggest mistake I see business owners make is treating all A tasks as equally urgent. They’re not. A1 comes before A2, always. The second mistake is doing easy C tasks instead of difficult A tasks because they feel productive ticking things off.
Remember: being busy isn’t the same as being productive. Every courageous entrepreneur deserves the lifestyle they’re working towards, but that requires focusing on activities that actually move the needle.
Frequently Asked Questions
How many A tasks should I have on my list?
Keep your A tasks to a maximum of five per day. If you have more than five urgent and important tasks, you’re either not delegating enough or you’re mislabeling tasks. Most of what feels urgent isn’t actually urgent.
What if I never get to my B and C tasks?
That’s actually a good sign. It means you’re focusing on what matters most. Review your B and C tasks weekly, some may become A tasks, others might become E tasks that you eliminate entirely.
Should I use digital tools or pen and paper?
Use whatever system you’ll actually stick with. I prefer Excel because I can sort and filter data, but pen and paper works fine if you’ll use it consistently. The system matters more than the tool.
How do I handle interruptions during my A1 task?
Unless it’s a genuine emergency, interruptions go on the list and get categorised later. Train your team and clients to respect your focused work time. Most interruptions aren’t as urgent as they seem.
What’s the difference between important and urgent?
Urgent means it has a deadline within seven days. Important means there are serious consequences for not doing it or significant rewards for completing it. The best tasks are both urgent and important, that’s why they’re A tasks.
If you’re ready to stop spinning your wheels and start focusing on what really matters in your business, I’d love to help you implement systems like this. Get in touch today and let’s discuss how to bring clarity, confidence, and certainty to your business operations.