All too often we end up with long lists of tasks that we’re responsible for. This in itself may not be a problem, although shorter lists can be less of a psychological burden. The real problem is that it’s not always clear how prioritising tasks can help manage the cognitive load of long lists.

We need a framework for making choices about which tasks we need to complete, and in what order. In other words, we need a guide for scheduling tasks that are important and tasks that are urgent.

A good starting point for prioritising tasks is the Eisenhower matrix (there are others but this one is simple):

1. If a task is both Important and Urgent, do it now (I schedule these tasks in my first two 90 minute sessions for the day).
2. If a task is Important but not Urgent, plan for when you will do it (literally, go and add it to your calendar or diary immediately).
3. If a task is Urgent but less Important, delegate it to someone else (if you don’t have this luxury schedule it for a time when you’re low on cognitive energy).
4. If a task is neither Urgent nor Important, eliminate it.

Remember, the goal isn’t to complete every task on your list – it’s to complete the right tasks at the right time. By using the Eisenhower matrix to make thoughtful decisions about your tasks, you can reduce the mental burden of a lengthy to-do list while ensuring that your most meaningful work gets the time and attention it deserves. This simple framework is your first step toward creating the head space you need for calm, focused academic work.

Want to build on these principles and develop a foundation for managing your academic workload? The Time Management for Academics course takes you step-by-step through creating sustainable workflows that align with your natural rhythms and academic responsibilities.