Here's how you can efficiently prioritize tasks to meet project deadlines.

I had a wonderful boss once who was always adding things to my ToDo list... far more than I could possibly complete. He explain to me that he trusted that I would prioritize and do the most important things, and that most things would wait, and some would fall off the bottom. If there is not more to do than you can do, you aren't imagining things very well. Some tasks need to age before they are ready. Some ideas quickly sour, and work done to manifest them is unnecessary. There is no substitute for understanding each task and its role in the mission. If you can't see how everything fits, why not? If someone is blocking your vision, they are not helping. Fix your vision first, they doing the right things first is easier.

I would say my daily routine is a mess. I have multiple tasks in the pipeline every single day including: - Article writing for my clients - Studying machine learning - Working on my personal projects Now the question is how do I get so many things done by the end of the day? Well... Smart prioritizing. I plan my day ahead, putting things like client's work at the beginning of the day. Why? Because it pays my bills. The rest of the things are prioritized based on my interest and mood (a very bad thing but still...) Now for the deadline part. Simply start with the easiest task becuase it won't take you longer. Then move on to the next one.

I’ve found that diving in projects or tasks without a clear plan can lead to stress and wasted effort. For me, taking a moment to assess the urgency and importance of each task makes all the difference. I like to use a simple framework, MoSCoW Method: This framework categorizes tasks into four groups: 1. Must have: Essential tasks that are critical to project success. 2. Should have: Important tasks that add significant value but are not critical. 3. Could have: Nice-to-have tasks that can be included if time and resources allow. 4. Would have: Tasks that are not a priority for the current project but could be considered for the future.

Identify Key Deliverables: Begin by listing all deliverables essential to the project's success. Prioritize tasks that directly contribute to achieving these key outcomes. Use a Prioritization Framework: Apply the Eisenhower Matrix to categorize tasks: Urgent and Important: Do these tasks first. Important, Not Urgent: Schedule these tasks. Urgent, Not Important: Delegate these tasks. Not Urgent, Not Important: Consider dropping these tasks. Consider Dependencies and Risks: Map out task dependencies using a Dependency Matrix. Prioritize tasks that are prerequisites for others, and assess potential risks that could affect task completion. Continuous Reassessment: As the project progresses, regularly reassess priorities.

I used to struggle with prioritising tasks. What I found helpful was giving each task a rating out of 10 on how urgent it is. And this would help me prioritise the task and schedule them accordingly. I rate my tasks depending upon the deadline and the importance. If the task involves a customer than the customer sentiment also comes into the picture. Rating tasks can vary depending upon person to person but depending upon your work and your skill set you should be able to rate the tasks once you start doing it. The more you do this the better you would get at the process.

Task breakdown is a vital skill that not only dev but everyone which need to finish a project can adopt. For example you can break any tasks to make it less intimidate and more clear. When you break tasks you're also establish steps to concrete the task and also you're showing exactly what you want from the tasks.

If the task at hand is a big one breaking it down into smaller tasks will definitely help do it quicker and better. When you do a smaller task, it helps relive some of the pressure that you would have felt when you try to do the task as a whole. This change is perspective helps a lot. Also when you break tasks down into smaller parts you can do them with varying speeds and prioritise them accordingly.

Create a Work Breakdown Structure (WBS): Decompose the project into deliverables, and then further break these down into smaller, manageable tasks or work packages. Define Task Requirements: For each task, clearly define the deliverables, resources, and time required. Ensure that each task is specific, measurable, and achievable. Assign Ownership: Assign tasks to specific team members or groups, ensuring alignment with their skills and availability. Clearly communicate the expectations and deadlines for each task. Identify Task Dependencies: Determine the sequence of tasks by identifying dependencies, such as Finish-to-Start (FS) or Start-to-Start (SS) relationships. Use Precedence Diagramming Method (PDM) to visualize these dependencies.

First of all, break down the tasks in chunks that can be estimated. Depending on what level of estimate is required, these chunks can be bigger or smaller, ranging from a high level idea of how to solve the task to a detailed breakdown in manageable chunks (e.g. 1 hour to 8 hours at most). Next, based on the identified tasks, start creating your estimate. It's important to identify the general tendency you have in estimations: I'm usually optimistic, so I know I need to add a bit of buffer. Last, dependent on what the estimate is for, it could be that extra buffer is needed. E.g. in some cases you might want to be more precise whilst in other cases you might want to add more buffer.

Estimate Task Duration: Use historical data from similar projects, Expert Judgment, or techniques like Analogous Estimating to estimate the time required for each task. Apply Estimation Techniques: Utilize Three-Point Estimating (Optimistic, Most Likely, Pessimistic) to calculate an expected duration for each task. Consider using PERT (Program Evaluation and Review Technique) for more complex tasks. Factor in Contingencies: Include a buffer or contingency time to account for uncertainties. Typically, a 10-20% buffer is added depending on the project's complexity and risk. Validate Estimates: Review estimates with team members and stakeholders for accuracy. Adjust based on their feedback and any new information that may affect task duration.

What has helped me in scheduling tasks perfectly is using calendars and reminders. I add all my tasks on my calendar for every ticket I handle to every analysis I do. When the task is put on the calendar it helps me to understand how much time I have and also helps me plans things properly. When all your tasks are laid out on your calendar it gets very easy to plan your day out. I use color codes on the calendar to mark different kinds of tasks and it has helped me a lot. This also helps make sure I don’t miss anything and with reminders it always keeps me alert.

Sequence Tasks: Arrange tasks in the correct sequence based on dependencies. Use Critical Path Method (CPM) to identify the sequence of tasks that will take the longest to complete. Develop the Schedule: Input tasks, durations, and dependencies into a project management tool like Microsoft Project or Asana. Generate a Gantt Chart to visualize the schedule and timeline. Allocate Resources: Assign resources to tasks based on availability and expertise. Ensure resource leveling to prevent overallocation or conflicts in scheduling. Set Milestones: Establish key milestones within the schedule to monitor progress. Review and Optimize: Review the schedule for any potential bottlenecks

Define metrics for tracking progress, such as Earned Value Management (EVM), which includes Planned Value (PV), Earned Value (EV), and Actual Cost (AC). Conduct regular status meetings or check-ins to review progress against the schedule. Use tools like Kanban Boards or Burndown Analyze Variance: Use Variance Analysis to compare planned progress with actual progress. Identify any Schedule Variance (SV) or Cost Variance (CV) and analyze the root causes. If deviations are identified, implement corrective actions. This may involve re-prioritizing tasks, reallocating resources, or adjusting the schedule. Keep stakeholders informed of progress, particularly any changes to the schedule or scope.

I believe flexibility is crucial. Unforseen changes - whether with in our control or not - can impact our plans, and it's essential to regularly evaluate our progress against expectations. By staying adaptable, we can respond effectively and ensure we remain on track towards our goals.

I agree. You have to be flexible and be ready to make changes as along the way many problems might arise which might force you to change your original plans. Being ready to adapt to the changes will always help you meet the deadlines.