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What is priority Magic?

Priority magic refers to the ability to get things done efficiently by focusing on the most important tasks first. It’s a time management strategy that involves identifying your top priorities and tackling those before moving on to less urgent tasks. This allows you to make the most of your time and energy. In today’s busy world, learning priority magic can help you achieve more with less stress.

Why is Priority Magic Important?

With the infinite number of tasks and responsibilities we face each day, it’s easy to get overwhelmed. Priority magic provides a system for cutting through the chaos and focusing your efforts where they matter most. Here are some of the key benefits of using priority magic:

  • Gets the big things done – By tackling your most important projects and tasks first, you ensure that your top priorities actually get done rather than letting them fall through the cracks.
  • Maximizes productivity – Priority magic allows you to make the most of your precious time and energy. You can get more high-value work done in less time.
  • Reduces stress – When you consistently work on low-value busywork, it’s easy to feel anxious and overwhelmed. Priority magic gives you a sense of control and ensures you’re spending time on what really matters.
  • Creates focus – With so many distractions and rabbit holes we can go down each day, it’s essential to maintain focus on the essentials. Priority magic helps you stay focused.
  • Promotes efficiency – By tackling the big important stuff first, you clear the way for greater ease and efficiency with other tasks later on.

The bottom line is that priority magic helps you work smarter, not harder. It’s an incredibly useful time management tool for achieving your goals and getting the right things done.

How to Practice Priority Magic

Putting priority magic into practice takes self-awareness and discipline. Here are some tips for making it work:

Know Your Priorities

First, think about your big goals and priorities in life. What are the few things that really move the needle if you get them done? Define what’s essential versus what’s just urgent or busywork. Keep these priority areas top of mind.

Make a Prioritized Task List

Each day or week, make a fresh to-do list ordered by priority. Put your most important tasks and projects at the top. Be realistic about how much time things will take and don’t overload your list.

Start with Your Top Tasks

Resist the urge to jump into quick busywork first thing. Intentionally start your day working on one of your top priorities from your list. Devote time and energy here before moving down your list.

Schedule Focus Time

Block off chunks of time in your calendar dedicated solely to priority work. Protect this time by turning off notifications and avoiding distractions.

Batch Lower Priorities

Group smaller tasks together into batches you can tackle quickly and efficiently. Check emails just a few times a day rather than constantly, for example.

Limit Meetings

Reduce unnecessary meetings that sabotage focus time for priority work. Decline or suggest shorter meetings when possible.

Delegate What You Can

Offload tasks on your list that someone else could handle, giving you more time for big priority projects. Take advantage of delegation opportunities.

Review and Reset

At the end of each day or week, review your list and progress. Reassess priorities as needed. Create a fresh priority list to start again.

Tips for Making Priority Magic Work Long-Term

Adopting priority magic as an ongoing habit requires some shifts. Here are some tips for sticking with it:

  • Start small – Don’t overhaul your entire schedule at once. Introduce one element of priority magic at a time until it becomes second nature.
  • Review priorities weekly – Make time each week to re-clarify and re-commit to priorities as things change.
  • Communicate priorities – Let colleagues know your top priorities so they can respect your focus time.
  • Limit your to-do list – Keep it focused on true priorities rather than an endless list of every possibility.
  • Allow flexibility – Leave space for unexpected urgent tasks without completely sabotaging priority time.
  • Track progress – Note accomplishment of priority tasks to see your magic working!
  • Be patient – Changing lifelong work habits takes practice. Allow some adjustment time.

With consistency over time, priority magic transforms from a chore into an empowering new way of working. You’ll become more focused, productive, and in control of your time. The effort to establish the habit is well worth it.

When Should You Not Use Priority Magic?

While prioritizing the most important tasks has many benefits, it’s not always the best strategy. Here are a few scenarios where strict priority magic may not make sense:

  • Creativity – Some creative work requires getting into a flow state which can’t be scheduled. For brainstorming or experimenting, time-blocking priority work might hinder more than help.
  • Variety – Switching between very different types of tasks can boost energy and efficiency. Repetitive priority work all day could drain you.
  • Teamwork – On collaborative projects, you need to align with teammates’ schedules and availability, which might conflict with priority time blocks.
  • Hyperfocus – Some people thrive when hyperfocusing on one task for long periods rather than rigid time chunks. Let priority flow naturally.
  • Changing priorities – During unpredictable or crisis situations, sticking to predetermined priorities may not work. Remain agile.
  • Perfectionism – Those prone to perfectionism could end up polishing priority tasks well past the point of diminishing returns.

The key is to stay flexible and adapt priority magic to your situation. It’s a guideline, not a hard and fast rule. Use it when it truly boosts your productivity and don’t force it when other approaches work better.

Common Obstacles to Overcome

Making priority magic work involves overcoming some common obstacles that can sabotage your efforts. Being aware of these pitfalls is the first step:


From emails to Slack pings, distractions keep you from entering the productive flow state for priority work. Turn off notifications, close tabs, and find an isolated workspace.


Don’t endlessly polish lower priorities to avoid the big challenging projects. Strive for excellence on priority tasks, not perfection.

Lack of Energy

Tackle demanding priority tasks when you have the most energy, not at the end of the day. Get adequate rest, fuel up, and create an energizing environment.


Decline unnecessary meetings and keep essential ones tightly facilitated and focused, avoiding tangents.

Delegation Struggles

If you have trouble giving up control of tasks, start small. Delegate in areas of teammates’ expertise and strengths first.

Getting Stuck

If you get bogged down in lower priorities, make a new list to refocus. Ask for help to get unstuck.

Underestimating Time

Leave a 50% margin when estimating time for priority tasks. It’s better to accomplish one in full than start five.

Analysis Paralysis

Don’t overthink priorities to the point of inaction. Go with your instinct, start working, and course correct later if needed.

By anticipating obstacles and having plans to overcome them, you can minimize their interference as you implement priority magic.

How to Prioritize Tasks

Not all tasks are created equal. To succeed with priority magic, you need to be able to effectively analyze and prioritize competing tasks. Here are some key questions to ask as you decide what to tackle first:

  • Does this align with my overall goals and priorities?
  • What’s the deadline and how urgent is this?
  • What’s the potential impact and value of completing this task?
  • How long will this task take relative to the expected value?
  • Do I have the resources and bandwidth to tackle this now?
  • Who needs this done and how does it impact them?
  • Can this only be done by me or could I delegate it?
  • What happens if I put this off versus doing it now?

No single factor determines priority – it requires weighing importance, urgency, value, effort, resources, and potential consequences. With practice, you’ll get better at discerning top priorities to focus on first via priority magic.

Tools and Techniques to Try

You can make priority magic work more smoothly by incorporating certain tools and techniques. Here are some to experiment with:

  • Task management apps – Trello, Asana, Todoist and others allow you to sort tasks by priority tags and due dates.
  • The Ivy Lee Method – Each day, jot down your top 6 priority tasks – most crucial things to accomplish that day.
  • Time blocking – Block out specific chunks of time for priority work on your calendar.
  • Pomodoro technique – Use a timer to focus intensely on one task for 25 minute bursts.
  • 80/20 analysis – Identify the 20% of tasks that drive 80% of your results.
  • Batching – Group similar tasks like emails to tackle together for efficiency.
  • Work/break rituals – Help you unplug mentally from one priority before starting the next.

Keep trying different approaches until you find your optimal combination of priority magic tools and techniques.

Typical Day Using Priority Magic

What would a typical day look like using the priority magic system? Here’s an example:

Morning Ritual

– Wake up, light exercise, meditation, healthy breakfast, get ready for the day

9am – Planning

– Review goals and create prioritized task list for day

10am – Priority Work Time

– Complete top 2 priorities with phone on DND mode, email off

12pm – Break

– Quick movement or meditation break to refresh

12:30pm – Group Lower Priorities

– Batch together similar smaller tasks like responding to emails, calls

2pm – Focus Time

– Use Pomodoro technique for next major project on list

4pm – Meeting

– Touch base with team on collaborative priority project

5pm – Delegate

– Hand off outstanding tasks to appropriate teammates

6pm – Review and Reset

– Review accomplishments for the day, make new priority task list for tomorrow

This demonstrates how priority magic transforms your day from chaotic to purposeful and productive. It takes discipline but quickly becomes habit.

Benefits of Mastering Priority Magic

Here are some of the powerful benefits you can expect from mastering the art of priority magic:

More Meaningful Work

You’ll spend less time on busywork and more time on the projects that matter most. This leaves you feeling engaged and fulfilled.

Reduced Stress

Without endless task lists overwhelming you, your stress levels will decrease as you methodically tackle top priorities.

Increased Productivity

Completing more high-value work in less time is the ultimate productivity payoff of priority magic.

Greater Focus

Your concentration will improve as you remove distractions and purposefully work on crucial goals.

Stronger Results

Consistently achieving your top priorities leads to greater progress and success.

Feelings of Control

You’ll feel empowered and in control of your time rather than reactive and chaotic.

Reduced Burnout

Energy drain from constant context switching and frantic multitasking gives way to a calmer flow state.

Work-Life Balance

With greater efficiency, you free up time for what matters outside work too.

In short, mastering priority magic helps you find flow, reduce burnout, and work smarter – leading to greater fulfillment and success across all areas of your life.


Priority magic provides a powerful framework for maximizing your productivity and achieving your most important goals. By learning to identify and systematically tackle top priorities first, you gain focus, efficiency, and control of your time. It requires self-awareness, discipline, and practice to turn priority magic into an unshakeable habit. But doing so allows you to work smarter, get more of the right things done, and find greater meaning and fulfillment in your days. Give priority magic a try and watch your productivity and peace of mind skyrocket.