How to Classify Work to 5x Your Productivity

Everyone has the same 24 hours in a day, but why are some people more productive and successful than others? The secret lies in their ability to classify tasks and manage their time well. Let’s explore the secrets of task management in the content below.

1. What is job classification?

Job classification is a system designed to categorize all jobs within a company and place them on a standardized scale, based on the overall duties, responsibilities, salary levels, and tasks related to a specific job. From there, job classification ranks or levels are assigned to each job and allocated to each individual in the company.

2. How to classify jobs effectively and quickly

2.1 The Time Management Matrix

This is not a new topic, but it is one that is always mentioned by busy managers. Whether time is money depends on whether you are a master or a slave to time. To learn how to use time effectively, you need to understand what kind of person you are and what you want to achieve in life, have a clear grasp of your basic work goals, organize your tasks well, develop relationships through communication, and control your time by focusing on tasks, minimizing interruptions, and knowing how to make good use of free time.

In short, a good time manager is someone who knows how to organize their tasks into specific, logical groups. They know which groups require less time, which require more, and which can be completed faster. They know how to decline unhelpful, time-consuming requests to focus on more useful tasks, which then allows them to have more moments of comfortable rest.

The first thing to do is to list all the tasks that need to be done; only then will you have a basis for classifying them. One of the common tools for rational time classification is the time management matrix, which is said to have been proposed by the 34th President of the United States, Eisenhower.

See more: Multitasking – Is it the solution to the productivity problem?

2.2 The Four Groups of Tasks

This time management matrix is a way to manage tasks by dividing them into groups based on their level of importance and urgency. Important tasks are those that directly contribute to your duties, values, and goals; completing them brings you closer to your objectives. Urgent tasks require immediate attention and timely execution, and often involve other people.

• First is the group of important and urgent tasks. These are tasks that must be done immediately and often cause the most crises. They can be tasks with predictable deadlines, such as paying off a debt, a company anniversary, or backlogged tasks due to laziness or “forgetfulness” like submitting work reports or preparing a speech for the company.
  They can also be sudden, unpredictable events, such as dealing with a workplace accident, resolving a customer conflict, or organizing an emergency meeting on an important issue.
• Second is the group of important but not urgent tasks, often related to health, family, career, friends, etc. For example, exercising to maintain health, learning a foreign language or additional management skills, and building relationships. This group does not require immediate action, but all tasks must be completed. It requires building a habit of patience, overcoming moments of low motivation, and dedicating significant time. It is also necessary to create a detailed plan for implementing this group of tasks.

>> See also: Top 9 Best Free Team Task Management Software

Third is the group of not important but urgent tasks. The characteristic of this group is that although they need to be done immediately, they have no significant impact on your set goals. These could be pointless meetings, unnecessary reports, unimportant emails or messages, etc.

Finally, there is the group of not important and not urgent tasks, as they do not bring any significant benefits. This could be excessive drinking, excessive entertainment, gossiping, or sharing fake news. To avoid wasting time, managers must not only learn to say “no” to this group of tasks but also build a habit of eliminating them from their employees’ work hours.

The content above has introduced users to how to classify tasks quickly and automatically. Applying the time management matrix will help you identify the most important tasks a manager needs to do and optimize the use of your time professionally and efficiently.

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According to Saigon Entrepreneur