The Art of Prioritization
By Terre Short
Prioritization means different things to different people. Some people choose to make everything a priority, some only prioritize what their boss requires, others only what is urgent in the moment. I believe Hyrum Smith was on to something in the 80s when he created the Franklin Planner. This day planner was named after Benjamin Franklin and the glimpse he offered of his personal planner in his autobiography. A key concept of what later became the FranklinCovey Planner was to start each day with “15 minutes of solitude and planning.” (PlannerTalk, 2016) This is where I believe how we prioritize varies, particularly when our plates are overflowing with competing demands.
In its simplest form, prioritization is the process of ranking tasks or activities in order of importance and urgency. Smith’s planner suggested an A, B, C rating system. This informs focus of time and resources on the most critical work first. Effective prioritization is crucial for productivity and success and requires daily attention. Here are some key tips for prioritizing effectively:
Define Priorities
The first step is to identify what needs to be prioritized. This could include tasks, projects, responsibilities, goals, etc. Make a comprehensive list of all items that are competing for your time and attention. Then categorize them based on importance and urgency to see what rises to the top.
Use Prioritization Criteria
Establish clear prioritization criteria to assess each item objectively. Common criteria include deadline, expected impact, time required, consequences of delay, effort level, and dependencies. Ensure that each priority aligns with a goal or strategic initiative – i.e. why it is important. Assign weights to each criteria based on what matters most. Items that align with key objectives and have pressing deadlines should be higher priority.
Rank Items
With your prioritization criteria defined, go through your list and rank each item on a scale (e.g. 1-5, or A/B/C). Higher scores indicate higher priority. This exercise forces you to make direct comparisons between items and assess their relative importance. Revisit and adjust rankings as plans change.
List Priorities
Once items are ranked, organize them into a prioritized list or spreadsheet. This creates a visual representation that can serve as your prioritization plan. Make sure to include all key details such as owner, timeline, effort level, and progress status. There are tons of products online to help with this effort such as Smartsheets, Basecamp, Asana, and ClickUp to name a few.
Start at the Top
Work your way down the prioritized list, starting with the highest priority items first. If this priority is complicated, break it down into smaller tasks. Focus on one task at a time, completing it before moving on. Resist the urge to multitask, as splitting focus reduces efficiency (Ophir et al., 2009). Stay disciplined in adhering to the prioritization plan.
Focus Efforts
Protect time and energy for high-priority work by minimizing distractions and unnecessary meetings. Silence notifications, close unnecessary tabs and apps, and find times when you can work quietly without interruptions. If low-priority items begin creeping up, refer back to the prioritization plan. See previous article that outlines 5 Actions for a Proactive and Productive Juggler.
Review and Adjust
Revisit the prioritization plan regularly to check status and realign as needed. Key events may change timelines and urgency levels. Be prepared to re-rank items accordingly. Don’t let the plan get outdated.
Communicate Priorities
Share prioritization plans with managers and colleagues so they understand where to direct support. Transparency also holds you accountable. Make priorities visible on task boards or roadmaps. Refer to them when delegating, and when reporting to your manager.
Say No
Politely decline or deprioritize requests that don’t align with current priorities. Pushing back protects focus for more critical work. Explain how the request conflicts with your prioritization plan. Offer suggestions like handing off or postponing.
Alice Boyles offers practical strategies to combat the urge to focus on what you perceive to be urgent to the neglect of other priorities, in her HBR article. (Boyles, 2018). When you follow the steps above, you will have considered urgency. You will have teased out everything that appears to be competing for your attention and methodically sorted these efforts into a manageable list.
There is an art to the effort of prioritization, one that you can practice and improve upon. Your efforts will pay dividends through improved productivity and effectiveness. Setting clear priorities reduces ambiguity about what to work on. It minimizes distractions, creates focus, and provides clarity when making tradeoffs. With priorities aligned to strategy, individuals and organizations optimize the use of time and resources.
At Thriving Leader Collaborative, we are on a mission to ensure leaders prioritize wellbeing – theirs and that of those they serve. This strategic initiative will lead to retention and elevated engagement. Step one is clarifying what wellbeing means to you. Step two in this process is learning the art of prioritization.
References
Boyles, A. (2018). How to Focus on What’s Important, Not Just What’s Urgent. Harvard Business Review.
Ophir, E., Nass, C., & Wagner, A. D. (2009). Cognitive Control in Media Multitaskers. Proceedings of the National Academy of Sciences, 106(37), 15583-15587. https://doi.org/10.1073/pnas.0903620106
PlannerTalk. (2016, March 31). Retrieved from Franklin Planner: https://blog.franklinplanner.com/15-facts-about-franklinplanner-history/
Need a guide to use as an example to begin prioritizing YOU? Download our Sample Wellbeing Calendar to see how you can insert wellbeing every day.
