24 min

73 | Learn to Prioritize What's Most Important and Avoid Overwhelm Lean Out Your Business Podcast

    • Entrepreneurship

Do you find it difficult to prioritize the most important things in your business? If you’re like many of the clients we work with at Lean Out Method, then the answer is most likely yes. With a seemingly never ending list of things to do, how do you prioritize what’s most important when everything seems important?
It might not seem simple now but by implementing certain techniques in specific stages of business you can learn to clearly identify what is important and needs your attention now, what is important but should be delegated to someone else and what isn’t important and shouldn’t be done by anyone. 
When you get clear on your vision, your goals, your capacity and your commitments you can begin to evaluate all  tasks using the PPV (profit, passion, value) Matrix. The PPV Matrix will help you plan out all of your macro events and activities on a yearly or quarterly basis. Once you know where you’re going  in broad strokes you can begin to employ the Eisenhower Matrix to help you organize your months, weeks and days. 
In Episode 73 of The Lean Out Your Business Podcast, Crista Grasso shows you exactly how to implement both the PPV Matrix and the Eisenhower Matrix so that you can avoid overwork and increase your productivity and profitability. 
Show topics include:
2:20 what leads to overwork and overwhelm
3:08 how to invest your time and energy into the things that matter most
4:00 getting clear on your vision before you plan anything else
4:08 the 4 core inputs to helping your make good priority decisions
4:24 the #1 thing you should be prioritizing
5:30 the area you have the most amount of flex space in 
6:17 two techniques you can implement to always know you are working on the most important things
7:39 what is the PPV Matrix and why we refer to it as the million dollar idea evaluation 
8:24 techniques to help you prioritize on a micro level
8:58 what is impact vs. effort and how to use that to weed out unimportant activities
9:58 what is the cost of delay
13:55 introducing the Eisenhower Matrix
15:50 examples of important and urgent work - things that you most likely need to do as the CEO of the business
17:23 what to do with not important and not urgent work
18:15 examples of not important but urgent work - things that someone else on your team can do
21:00 one thing everyone can immediately delete from their schedules
22:49 key reason most people get frustrated when planning
Quotes from Episode 73 of The Lean Out Your Business Podcast:
“If you’re going to be doing something, you want to make sure that it’s the right thing because there is nothing more frustrating than pouring a whole lot of time or a whole lot of money into something that isn’t actually the most important thing to be working on, which you realize afterwards when you don’t get the results from it.” [3:08] Crista Grasso
“Cool. You have a million things that you want to do but how much can you realistically get done in whatever the time period is, whether you’re looking at your day, your week, your month, your quarter, your year? What is your capacity and what’s realistic, how much space do you have to actually say yes to things?” [4:44] Crista Grasso
“If you have things in your business that you can do that are a combination of high impact and low effort, you do those all day long.” [9:22] Crista Grasso
“It’s a way of looking at your activities and your work and the things that you need to do, and looking at what’s important versus what’s urgent, to decide not only what should be done at all but what should be done by you.”

Do you find it difficult to prioritize the most important things in your business? If you’re like many of the clients we work with at Lean Out Method, then the answer is most likely yes. With a seemingly never ending list of things to do, how do you prioritize what’s most important when everything seems important?
It might not seem simple now but by implementing certain techniques in specific stages of business you can learn to clearly identify what is important and needs your attention now, what is important but should be delegated to someone else and what isn’t important and shouldn’t be done by anyone. 
When you get clear on your vision, your goals, your capacity and your commitments you can begin to evaluate all  tasks using the PPV (profit, passion, value) Matrix. The PPV Matrix will help you plan out all of your macro events and activities on a yearly or quarterly basis. Once you know where you’re going  in broad strokes you can begin to employ the Eisenhower Matrix to help you organize your months, weeks and days. 
In Episode 73 of The Lean Out Your Business Podcast, Crista Grasso shows you exactly how to implement both the PPV Matrix and the Eisenhower Matrix so that you can avoid overwork and increase your productivity and profitability. 
Show topics include:
2:20 what leads to overwork and overwhelm
3:08 how to invest your time and energy into the things that matter most
4:00 getting clear on your vision before you plan anything else
4:08 the 4 core inputs to helping your make good priority decisions
4:24 the #1 thing you should be prioritizing
5:30 the area you have the most amount of flex space in 
6:17 two techniques you can implement to always know you are working on the most important things
7:39 what is the PPV Matrix and why we refer to it as the million dollar idea evaluation 
8:24 techniques to help you prioritize on a micro level
8:58 what is impact vs. effort and how to use that to weed out unimportant activities
9:58 what is the cost of delay
13:55 introducing the Eisenhower Matrix
15:50 examples of important and urgent work - things that you most likely need to do as the CEO of the business
17:23 what to do with not important and not urgent work
18:15 examples of not important but urgent work - things that someone else on your team can do
21:00 one thing everyone can immediately delete from their schedules
22:49 key reason most people get frustrated when planning
Quotes from Episode 73 of The Lean Out Your Business Podcast:
“If you’re going to be doing something, you want to make sure that it’s the right thing because there is nothing more frustrating than pouring a whole lot of time or a whole lot of money into something that isn’t actually the most important thing to be working on, which you realize afterwards when you don’t get the results from it.” [3:08] Crista Grasso
“Cool. You have a million things that you want to do but how much can you realistically get done in whatever the time period is, whether you’re looking at your day, your week, your month, your quarter, your year? What is your capacity and what’s realistic, how much space do you have to actually say yes to things?” [4:44] Crista Grasso
“If you have things in your business that you can do that are a combination of high impact and low effort, you do those all day long.” [9:22] Crista Grasso
“It’s a way of looking at your activities and your work and the things that you need to do, and looking at what’s important versus what’s urgent, to decide not only what should be done at all but what should be done by you.”

24 min