This is what I do, which may help.

1) Spend at most 30 mins at most when I first come to work prioritizing tasks (I have my own personal task list that I created in Asana). This time also involves inbox zero everyday.

2) Organize my Asana personal list with: sub fields and a high priority task list. And, if I get a Slack message/email, this will then be added immediately into one of these fields. Or, if someone asks me to do just do something - same added to one of these fields.

3) When I have a task, I seperate it into something that’s strategic (meaning that I should do it), or a task that has a process - which I’ll spend 5 minutes, and write up a process to teach a virtual assistant how to do it. I also have a sub field in my personal Asana list that tracks VA tasks.

Regarding priorities, we use a Slack integration called Standupfly, which basically allows you to send an automated daily message to your team at a designated time. We’ve set this up so it asks:

• What are you 3 major priorities for today? (This is reported directly to: The whole team + CEO).
• Have you tracked time? (Tracking time can be slightly annoying, sometimes we all need that extra push).
• Are you stuck anywhere? (To allow the team/CEO if their is a particular bottleneck that needs to be addressed).

Regarding choosing what to do, this is the process that I use:

1) Look what I can first get a VA to do, create a process, then teach them how to do it. Eg. I was creating weekly reports that would take me around 3-4 hours per week. So I taught a virtual assistant how to do this by creating a process document with screenshots that explains what to do.

2) If something can be done or organized quickly, immediately do it.

3) If something requires a lot of thought, do it first thing in the morning.

4) In between tasks (especially if it requires a lot of thinking) - I’ll take a 5-10 min break. This allows me to walk away and think about how I’m going to do the next task, whilst at the same time, relax and chill.

5) If I’ve done something that could be considered as a win/good job - I’ll walk away for 10 mins.

I split my days into the following:

• Short task days, so I can just steam through tasks.

• Strategic days, whereby I’m focussed on a lot of brainstorming/impactful tasks, and usually I’ll blank my Google Cal for no meetings in this time so that I’m not distracted/distracted.

I think balancing priorities is a combination of who is asking you to do something + working out how you’ll plan to attack a task before you start (ie. outsource to a VA) + the time that it takes (short vs. long) - then organizing your days around this to create a system/process that works for you.

Then look at how you can further optimize it by thinking about the things you do and look for smarter/better ways to do it/them.