Unit 4 - Prioritizing tasks, Set Target & Resource allocation
Objectives:
Understand the importance of task prioritization.
Learn methods to set achievable targets.
Develop skills to allocate resources efficiently.
Principles of Task Prioritization
Urgency vs. importance matrix (Eisenhower Matrix).
ABC prioritization method.
Eisenhower Matrix:
The Eisenhower Matrix, also known as the Urgent-Important Matrix, helps in prioritizing tasks based on
their urgency and importance. It divides tasks into four quadrants:
Quadrant 1 Quadrant 2
(Urgent and Important) (Not Urgent but Important)
Tasks that require immediate attention and have Tasks that are important for long-term success but do
significant consequences if not completed. not need immediate action.
Quadrant 3 Quadrant 4
(Urgent but Not Important) (Not Urgent and Not Important)
Tasks that need immediate attention but are not critical Tasks that are neither urgent nor important and can
to achieving long-term goals. often be eliminated.
ABC Prioritization Method
The ABC method prioritizes tasks by categorizing them into three groups based on their importance and
urgency:
A Tasks: Highest priority.
These tasks are crucial for achieving your main objectives and often have significant consequences if
not completed promptly.
B Tasks: Medium priority.
These tasks are important but not as critical as A tasks. They can be rescheduled if necessary but
should not be neglected for too long.
C Tasks: Lowest priority.
These tasks are beneficial but not essential. They can be postponed or delegated if needed.
SMART criteria for setting targets to achieve productivity.
Specific – [The target should be clear, specific, and well-defined. What exactly needs to be
accomplished & Who is responsible].
Measurable – [The target should have measurable criteria or metrics that can be used to track progress
and determine when the goal has been achieved]
Achievable – [The target should be realistic and attainable within the given resources, constraints, and
time frame]
Time-bound – [The target should have a specific timeframe or deadline for completion]
Resource Allocation
Importance of effective resource allocation in meeting targets and deadlines.
Types of resources
Labor
Materials
Equipment & Machineries
Time.
Methods for Allocating Resources
Resource Leveling
Software for resource management (Microsoft Project, Primavera).
Resource Leveling
Identify Resource Constraints:
o Determine which resources (manpower, equipment, materials) are limited or have specific
availability constraints.
Create Resource Plan:
o Develop a resource histogram or profile that shows resource demand over time, indicating
periods of high and low resource usage.
Identify Overallocated Periods:
o Identify periods where resource demand exceeds resource availability, leading to
overallocation.
Adjust Task Schedule:
o Shift task start or end dates to smooth out resource demand, avoiding overallocation during
peak periods.
Optimize Resource Usage:
o Optimize resource allocation to ensure efficient use of resources without overloading them or
causing delays.
