10 proven methods for prioritizing tasks

Being productive at work isn't about staying busy—it's about staying focused on what matters most. With endless tasks, emails, and meetings, knowing how to prioritize well can be the difference between progress and burnout. Prioritization gives structure to our efforts and helps us invest time where it counts.

But how do you decide what to tackle first? Which tasks truly move the needle, and which ones can wait? That's where task prioritization methods come in. Below, we explore ten well-known approaches, each with its strengths. Whether you need a visual system, a data-driven score, or a better way to start your day, you'll find a method to support how you work.

Why prioritization matters

Work quickly becomes reactive without a clear system for deciding what to focus on. You end up responding to the most recent message or the loudest voice, not the task that drives progress. This type of scattered focus creates inefficiencies, increases stress, and, over time, contributes to burnout.

Prioritization offers a way to take back control of your time. It reduces decision fatigue by helping you know what to work on next. It allows you to channel your energy into the most valuable tasks instead of spreading yourself thin across everything. With the right method, prioritization can help you carve out time for deep work—those uninterrupted stretches where meaningful progress happens.

1. Kanban method

The Kanban method uses visual boards (digital or physical) to represent the flow of tasks through various stages—like "To Do," "In Progress," and "Done." Each task lives on a card, and you move it across columns as you work.

This method is excellent for managing tasks across multiple projects or teams. It helps you see bottlenecks at a glance and encourages work-in-progress limits, which keep you from overloading yourself.

If you prefer structure but don't want rigid time blocks, organizing your tasks with Kanban provides clarity without pressure.

2. RICE scoring model

The RICE scoring method is often used in product development but is just as valuable for decision-making across marketing, operations, or content planning. RICE stands for Reach, Impact, Confidence, and Effort. 

Each task or idea gets a score based on how many people it will affect (Reach), the scale of the outcome (Impact), your certainty (Confidence), and how long it will take (Effort). The final score helps you compare competing priorities objectively.

When your to-do list includes multiple "important" items, the RICE method can help you prioritize ideas based on potential outcomes—not just urgency.

3. Eat the frog

If the first thing you do each day is your most challenging or most important task, everything after feels easier. That's the idea behind "Eat the Frog”, a phrase popularized by Brian Tracy. The "frog" is your most daunting task—you tackle it before emails, meetings, or distractions get in the way.

This method is beneficial if you find yourself procrastinating on big goals. Starting your day with a win boosts focus and momentum. Eating the frog helps eliminate avoidance and build discipline by prioritizing what matters.

4. Pareto principle (80/20 Rule)

Named after economist Vilfredo Pareto, this principle describes how 80% of your results come from 20% of your input. In work terms, a small number of tasks are usually responsible for most of your outcomes.

The challenge is identifying those high-impact actions and giving them priority. Are you writing reports no one reads? Could a five-minute call replace a two-hour meeting?

By applying the 80/20 rule to task management, you start asking the right questions—and allocating your effort where it delivers real value.

5. MoSCoW method

This technique organizes tasks into four categories: Must have, Should have, Could have, and Won't have (for now). The MoSCoW method is beneficial for planning sprints, features, or meeting agendas where you need to make trade-offs.

Rather than viewing your task list as one long stream, this method encourages critical thinking: What must be done today? What can wait?If you're leading a team or managing projects, the MoSCoW method is a practical framework for making tough decisions visible and shared.

6. ABCDE method

This simple but powerful method, created by time management expert Brian Tracy, helps you sort your tasks by priority using five letters:

A = must do B = should do C = nice to do D = delegate E = eliminate

What makes this method so effective is its clarity. You aren't listing tasks—you're organizing them at a consequence level. It's a fast, intuitive way to create order from chaos.

The ABCDE method gives structure to your list and helps you act with intention.

7. OHIO method (Only Handle It Once)

Small tasks can build up fast. The OHIO method addresses this by encouraging you to deal with a task the first time you touch it—especially if you can do it immediately. Think of clearing your inbox: if reading an email takes 30 seconds but you revisit it five times, you've spent more time than you saved by postponing. OHIO is about efficient action and minimizing clutter.

When applied consistently, the OHIO method reduces rework and mental load, helping you stay mentally clear and task-focused.

8. Getting Things Done (GTD)

Getting Things Done is a powerful system for managing overwhelm and freeing up your brain.

Created by David Allen, GTD is a comprehensive approach to organizing all your tasks, ideas, and projects into a trusted system. It includes capturing everything that needs doing, processing it into the next steps, organizing those steps, reviewing regularly, and doing what's actionable. It's ideal for knowledge workers or anyone juggling complex responsibilities. GTD takes time to set up, but once in place, it gives you confidence that nothing is falling through the cracks.

9. Ivy Lee method

At the end of each day, write down the six most important things you need to do tomorrow. Rank them in order. When the next day starts, begin with task #1 and move on only when it's complete.

This method forces prioritization and helps you avoid multitasking. It works well for people who want a clear, focused start to their day. The Ivy Lee method builds daily momentum, helping you begin with purpose and end with clarity.

10. Pomodoro technique

This time-blocking method breaks your work into 25-minute sprints (Pomodoros) followed by short 5-minute breaks. After four Pomodoros, you take a more extended break. It works well for tasks that require deep concentration but where energy wanes over time. It also gives your brain space to reset without losing flow. The Pomodoro Technique encourages focus and prevents fatigue, especially in remote or digital-heavy environments.

Prioritize better with Doodle

Doodle is a scheduling platform designed to help individuals and teams simplify the process of planning meetings and events. By reducing the time spent coordinating calendars, Doodle gives you more freedom to focus on your most important tasks.

With the Booking Page, you can let others book time with you based only on your real-time availability—minus the back-and-forth emails. Group Polls make it easy to find the best time for meetings with several participants, while 1:1 scheduling allows you to share a curated selection of available times. If you're running workshops or time-sensitive sessions, Sign-up Sheets help you manage attendance and keep everything organized. Doodle connects with tools you already use, such as Google Calendar, Microsoft Outlook, and Zoom. You can even integrate Stripe to collect payments during scheduling. This level of automation keeps your schedule aligned with your priorities, reduces context switching, and supports a more focused, productive workflow.

Choose the method that works for you—and let Doodle handle the when.