How to Get Your Priorities Right

Posted on: January 14th, 2019 in Mindset by Pat Mesiti | 12 Comments

I am often over-committed. I frequently find myself working across more than a dozen projects simultaneously. I risk burning myself out. People think I work across so many projects at once because I’m an over-achiever, but I will tell you a secret. I struggle to prioritise my workload. I can’t commit to the most important projects and cut the less-important projects. I instead make the mistake of doing it all. Sometimes I find myself exhausted and stressed. Sometimes my excessive workload impacts on the quality of my work. It would be cleverer to instead prioritise and just choose to do the most important and worthwhile task. But how do you go about prioritising?

I love this definition of prioritising – prioritising means making time your friend not your enemy.

Make a to-do list

To prioritise you need to list all of your projects – the large and the small, the complex and the simple, the urgent and non-pressing processing projects.

Identify which are time-critical projects

On your to-do list order the projects in terms of urgency. That means projects you need to attend to NOW go at the top of the list. What will the consequences be if you don’t attend to them? Next on the list are the most important projects to you or your organisation. 

Re-assess the importance of these projects

Re-read this list and ask yourself if everything on the list is really important to your organisation and is time-critical. Or have you snuck a few items on which are dear to your heart? I’m always picking up passion projects. I like to help others, but please beware. Are you doing so many favours for others that you are struggling to keep your head above water? You know I believe in generosity, but you also have to be realistic. Do you need to put a limit on the number of volunteer projects you take on in any month? Don’t stop being magnanimous but limit yourself to only a few passion projects every month. You can keep a list of passion projects for the future.

This list needs to be fluid

If you can’t order all the projects because some items have equal importance, then do the easier, least demanding jobs first so you can cross them off the to-do list. Also aim to be adaptive. You should expect the unexpected. Situations will change, problems will come up and you will be forced to frequently re-order your to-do list, however commit to completing the most urgent tasks regardless of what comes up. At the same time put a limit on the numbers of hours you work in the day and don’t skip the gym or exercising because you feel compelled to complete pressing tasks. Exercise and time out for your mental health is also a priority!

Push back when you have to

I want you to say the following word out loud. It is a short word; it is a simple word, but still you may struggle to say it. Okay, let’s say it together, “NO!”

‘No’ means I’m sorry, but I don’t have capacity to help you because I’m overloaded and not on top of my current workload. ‘No’ means I’d love to help you but I just can’t. Tell the person you can put their request on your ‘reserve’ or ‘waiting list’ of volunteer projects.

Remember you must use your time to create success not failure. You must identify your priorities and do what it takes to succeed. 

Reassess your life priorities if struggling to set daily priorities

If you are struggling to come up with an organised daily to-do list, it may be time for you to review your life priorities. Forget about your daily challenges and instead ask yourself where you want to be in a year. What would you like to achieve in 12 months from now? How will you achieve those goals? What do you need to do to get there? Write down monthly goals, then weekly goals and finally some daily goals.

Another way to identify priorities is to look back at your life. When were you particularly productive? Why were you so productive? Can you replicate that experience? What do you need to do to replicate your most productive week, month or year? How did you prioritise during that period?

Set aside time to prioritise

We prioritise our work when we are particularly busy. But because we are so busy we are reluctant to take time out of our day, however sometimes we are more effective and productive when we spend some time contemplating the big picture. Think about what is most important to you and your overarching goals. Is it building relationships with clients or stakeholders? Is it solving technological challenges? Is it building up a strong team? Decide how to best spend your time and energy. 

At the start and end of every day plan and review your to-do list. This might include preparing for meetings, or just ordering your day. Ask if everything on the list needs to be completed by you. What items can you reject?

You also need to schedule time to get things done. Put aside blocks of time in your diary to complete certain tasks. Would it be helpful to colour code your calendar indicating when you are doing urgent or important work?

Examine what is holding you back

We all need to invest some time on self-assessment but do not overdo it and become self-focussed or obsessed. Periodically ask yourself what is holding you back. Are you a procrastinator? Are you spending too much time talking to other people? Do you avoid some tasks because they are challenging?

Time management expert Brian Tracey in his book Eat That Frog recommends completing the hardest item on your to-do list at the start of the day so it’s not hanging over you. The book gets its name from Mark Twain saying: “If you eat a live frog first thing in the morning, you have got it behind you for the rest of the day, and nothing else looks so bad.”

Seek support to complete your to-do list

Tell your family and co-workers about your priorities. Perhaps your nearest-and-dearest can support you by periodically asking if you are making progress. However at the end of the day it is down to you. I think the key to prioritising is actually working out what doesn’t need doing. We all have a tendency to take on too much (present company included). I think this year I should learn how to shed a few tasks and not overload myself. I’ll keep you posted on whether I succeed. 

ABOUT PAT MESITI

Pat Mesiti is a best-selling author, coach and educator in the area of personal development. Having built some of Australia’s largest people-driven organisations, Pat understands the power of harnessing human potential. He has shared the stage with some of the world’s great business minds and has sold over millions of copies of his books and materials.

 

  1. John Kilcoyne says:

    Hi Pat,
    Thank you for the above eye opener. Its comforting to know that even successful people need to sometimes take a step back.
    I’ve started the frog diet by the way!!!!!!!!!

    Hoping you have a great day,
    John.

  2. Graham Seldon says:

    Hello Pat, I feel for you, I don’t have the kind of problems that you have. My wife and I have recently moved house to another area, my priority at the moment is setting up a new workshop so that I can continue with my hobbies. That said, we have to carry on with domestic things and everyday life. We are ordinary people with families that are important to us, we are getting to know our new surroundings and enjoying life. It doesn’t get much better.
    Regards.

  3. Dave says:

    Great advice Pat, we all know the principal of prioritising but fail to take those steps in our business especially sole traders that are wearing too many hats trying to do it all on their own.

  4. Martin Parrock says:

    Pat, I agree with everything you have said. However, on the 25th January I go into hospital (prostate cancer) which is my reason for not taking this any further. I saw you at the O2 when you were last here and was impressed so I do realise what a good coach you are; but as I say I have this hospital appointment which, with the state of our NHS, there is now way I am going to miss. Have a successful weekend on the 25th – I wish you all the best.

  5. Kuve Bradley says:

    great advice

  6. helen glen says:

    Thank you Pat, awesome article!
    This is very useful information to start the New Year with.
    As a multitasking woman, I’m guilty of overwhelm, taking on too much and not knowing what to prioritise…Food for thought. Have a very successful trip to London with the rest of your events.
    Cheers Helen.

  7. APRIL says:

    Hi Pat, Im printing your blog out and putting it in a folder of its on to refer to often..Thank you for the extra tips. . I use two columns in my diary page… one for appts through the day and any notes related and then in the second column I have URGENT at the top, then IMPT below that and finally… REMINDERS coming up with dates about two days or so ahead…. it is really helpful to have it all out of the brain and on paper…. so right in sync with you and as a carer Ive had to say no to a lot that Id love to personally do, but now endeavour to bring into my caring role so I don’t feel I’m missing out on the fun things in life…. I’m getting better at mastering my time…. and learning that my over enthusiastic heart/ love centre needs to be tempered with realism to be a balanced soul journeyer! I hope to catch up with you again sometime this year Pat. Best wishes for another wonderful year April

  8. Elaine M says:

    Hi Pat, this is me in so many ways. I’m going to be back in our office starting Monday 4th February, so will take all of your advice and put it into action.
    Thank you.

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