Solution for Prioritizing Your To-Do List

Does time seem to fly by for you?

2025 just started, and we’re already into February. What have you accomplished so far?

Some of my clients mentioned feeling behind by the second week of January. Can you relate?

One of those clients runs both a brick-and-mortar business and an online coaching business. She’s incredibly detail-oriented, but she was feeling overwhelmed trying to prioritize her tasks.

I shared with her the way I organize my own tasks, and it gave her the clarity to finish January strong.

Here’s the framework I use to prioritize my tasks efficiently and effectively. I call it the Action Alignment Pyramid.

Top Level (Peak Focus) – Client Success

What it is: Serving existing clients and delivering results.
Why it matters: Client Success should always be your top priority because happy clients lead to referrals, repeat business, and credibility.

Second Level – Money-Making Activities

What it is: Securing clients, generating leads, and building programs on demand.
Why it matters: Focusing on Money-Making Activities ensures cash flow and sustainability for your business.

Third Level – Content Management & Thought Leadership

What it is: Creating, repurposing, and distributing content (e.g., blogs, social media posts, book writing).
Why it matters: This level helps position you as an authority and brings in organic leads and trust.

Fourth Level – Planning for Events, Launches, etc.

What it is: Preparing for upcoming engagements, product launches, webinars, or other initiatives.
Why it matters: Planning proactively helps you avoid being reactive and keeps your business moving forward.

Foundational Level – Creating, Reviewing, & Updating Systems

What it is: Streamlining client experience, SOPs, accounting, website updates, funnels, etc.
Why it matters: Systems are the foundation that ensures long-term efficiency and scalability.

How it works

1. Review your entire to-do list and prioritize tasks 1-5:

   • 1 for Client Success: Anything that serves existing clients and delivers results.
   • 2 for Money-Making Activities: Tasks that secure clients or generate revenue.
   • 3 for Content Management: Tasks focused on content creation, repurposing, and distribution.
   • 4 for Planning Events: Tasks related to launches, webinars, etc.
   • 5 for Foundational Systems: Tasks that ensure scalability and long-term success.

2. Create your weekly to-do list with tasks from each level.
   I like to block off specific days for content creation and foundational system work. These aren’t first priorities, but they’re important and can’t be ignored. Everything works together for the success of your business.

Review Check In 

I use two simple check-ins to stay aligned and prioritize effectively.

1. Weekly CEO Check-In:

Each week, take 15 minutes to reflect on your progress by asking yourself:

• Did I focus on the right priorities?
• What worked well? What felt misaligned?
• Did I spend too much time on non-revenue activities?
• What needs adjusting for next week?

You can do this through journaling or meeting with an accountability partner.

2. The Magnetic Rule (Decision Filter):

Before adding anything to your to-do list, ask yourself:

• Does this directly impact my clients or revenue?
• Can it be batched, automated, or delegated?
• Is this an urgent priority, or can it wait?
• Is it aligned with my long-term goals?

This filter helps eliminate distractions and ensures your actions move the needle.

Try it out

Give this method a try and see how it impacts your productivity! I’d love to hear how it works for you. Feel free to email me at info@weaversolutionsllc.com to share your experience or ask any questions.