My list is now on a fresh piece of paper, neatly organized in sections. My "collaboration" tasks have the names of people I need to collaborate with next to the tasks, I've got symbols marking the tasks in different categories that have some overlap (one avoidant and two project tasks have stars, two project tasks have triangles, one easy one project and one research task have circles) so that when I'm working this out as a plan I can put stuff together (open the appropriate spreadsheets, log into the appropriate websites, etc.)
Now that I've been looking at and working on the list for days - and now that I've been marking off small tasks and things I've finished - I can see everything that needs to get done and I can start prioritizing.
My first priority was just "shove shit off my plate" - that's why I wrote the list and tackled as much easy stuff as I could as quickly as possible. Now I have less stuff on my plate and I can see what's important and what level of effort/planning is involved with each task.
I suppose it's important to note that the first way I sorted the list was by effort - there's stuff that's easy and I can do with minimal effort, there's stuff that requires asking people questions but isn't truly difficult, there's stuff that requires sustained effort and work, and there's stuff that my brain has decided is toxic sludge (for no real reason; brain just bad. Actually, I just looked at the avoidant list and realized that every single item is something I feel guilty about because it's already late; none of it is really difficult but since people are waiting I feel bad that I haven't finished this stuff and so I don't want to look at it because it makes me feel like an asshole. But avoiding it doesn't make me feel like less of an asshole and now I know WHY it has transformed into toxic sludge when these things are relatively easy tasks - also, brains are bad, when I've missed a deadline my brain goes 'it's already late so you already failed, no reason to rush now' which is MALADAPTIVE AND BAD and like, if I want to get off on a rant is a holdover from the US school system's punitive approach to homework - almost NOTHING in real life as an adult stops being relevant because you missed a deadline, and you still should complete things when you've missed deadlines but 'already failed, doesn't matter, looking at it is just going to make me hate myself and isn't going to get me a better grade or improve my situation' is something that got drummed into my head for more than a decade and is hard to work around; real life isn't homework you need to stop being an asshole and sent the stupid email even if it's late.)
ANYWAY, that aside, I can now sort tasks by priority. The metrics that I use to prioritize stuff are:
- Time Sensitivity - if there is a hard deadline it needs to be pretty high on the list. If the hard deadline is CLOSE it needs to be very high on the list.
- Collaboration - things that other people have asked me for or that I'm working on with other people need to be higher priority than most self-assigned tasks
- Impact - if I don't set up an account with a vendor next week it means that I can't buy from that vendor the week after; if I don't work to renew a client's firewall license, they will be at risk from a lack of filtering tools. The firewall needs to be higher priority than the vendor account.
Okay, so far this has all been happening in the Big Notebook of Problems, an 8.5x11" college-ruled multi-subject notebook. Once my remaining tasks are prioritized, they're going to get sorted into different places; I keep two notebooks on my desk at all times - one is a structured, pre-printed "plan of attack" notebook that I write up a sheet for each week, and one is a simple A5 spiral notebook that I use as a running tasklist to jot down things that people ask me for or phone numbers or brief meeting agendas.
Stuff that is high priority but relatively simple and won't require a long period of work will get put on the plan of attack sheet. Stuff that is lower priority and lower effort will go into the spiral notebook. Stuff of varying priorities but that will require a lot of steps - projects - will get moved to a short list on a quarter-folded sheet of paper until I get them moved into Excel planning/project documents. Anything that belongs in that category and has a high priority will ALSO get listed on the plan of attack sheet.
One thing that I'm also doing as I keep moving these tasks from sheet to sheet is knocking out stuff that's easy, or taking first steps on stuff so that the thing I write down on the next sheet of paper is step two, not step one. Basically, it takes just about as much effort for me to order a computer charger as it does for me to keep writing down that i need to order a computer charger so I might as well order it. If I need to collaborate with Bob, I might as well send Bob a message so that what gets written down on the next paper isn't "Ask Bob" it's "Follow up with Bob."
Anyway. On to the next sheets!