How to manage priorities during busy, overwhelming workdays

Throughout the course of a typical workday, tasks tend to be organised (or neglected) based on the demands of others or the urgency of impending deadlines. This challenge isn't limited to work – our personal lives also fall prey to the illusion of constant busyness. 

Often, we allocate minimal time to genuinely significant activities, while dedicating excessive energy to the appearance of busyness. However, the act of effectively prioritising tasks—undertaken with purpose and aligned with future objectives—has the potential to revolutionise this pattern. 

Understanding prioritisation's complexities reveals a fabric woven with threads of project success, team engagement, and effective leadership. Whether you're leading a company or working independently, these strategies can greatly enhance your daily productivity.

The value of managing your priorities during busy days

In big and complex projects, it's really important to know what matters most. The hard part is that many tasks compete to be the most important, making it hard to decide. This happens a lot in technical projects, especially when unexpected things come up or changes are needed.

The pressure of looming deadlines, tasks piling up, and substantial workloads can be rather daunting. These factors can lead to a state of being swamped and paralysed, leaving you incapable of determining a starting point and ultimately sabotaging your ability to be productive.

Fundamentally, prioritisation balances importance and urgency—an essential skill for professionals in all fields. In project management, it's crucial, underpinning LiquidPlanner’s Planning Intelligence philosophy that aligns people, objectives, and tasks.

For project managers and leaders, the pinnacle is sifting through tasks to focus on true productivity drivers. Even advanced software requires human discernment to avoid the "top priority" fallacy. As priorities shift, vigilance and project insight are vital.

5 steps to managing your priorities in a busy workday

Smart prioritising usually means making a plan, looking at tasks, and using your time and effort to get the most important things done quickly. It's good to be able to change your priorities because sometimes you have to stop doing less important stuff to handle really important things that suddenly come up.

• Catalogue your tasks: The first step is to unload your mental cargo. Create a comprehensive list of tasks, segregating them into daily, weekly, and long-term categories. Such an inventory eliminates the overwhelming feeling of a mountain of work and aligns your focus.
• Distinguish what's vital: Not all tasks share the same weight. Learning to discern between urgent and important tasks is a cornerstone. Urgent tasks demand immediate attention, while important tasks contribute to long-term goals. Techniques like the "Eat the Frog" approach or Eisenhower matrix help organise them effectively.
• Craft a priority schedule: With your priorities delineated, construct a schedule that mirrors their significance. Allocate time blocks for each task, keeping in mind your energy levels. While structure is vital, allow flexibility for unforeseen events or personal time.
• Tackle the titans first: Begin your day with the most intense tasks. These high-priority, demanding undertakings are best approached with a fresh mind. By accomplishing them early, you optimise your energy levels and set a productive tone for the rest of the day.
• Singular focus: Multitasking, often misconceived as efficient, is a hindrance to quality work. Channel your energy into one task at a time, leveraging techniques like time chunking or the Pomodoro method for enhanced concentration.

Prioritisation isn't just a strategy; it's a mindset. It's about discerning what truly aligns with our goals amidst the constant stream of tasks. In a fast-paced world, prioritisation guides us from busyness to meaningful impact.