Mastering priorities and navigating urgency

In the words of former US president Dwight D. Eisenhower, “I have two kinds of problems: the urgent and the important. The urgent are not important, and the important are never urgent.” The constant barrage of seemingly urgent requests, amplified in this age of instant communication, poses a challenge to efficient time management

CREDIT: This is an edited version of an article that originally appeared on CIPS

Eisenhower’s approach to handling and prioritising workload offers valuable insights. Begin by distinguishing between what is important and what is urgent. Important activities align with your goals, whether in business or profession, while urgent tasks demand immediate attention but may not necessarily contribute to your objectives.

The Eisenhower matrix

Create a list of your weekly or monthly tasks and categorise them into four quadrants:

1. Important and urgent
2. Important but not urgent
3. Not important but urgent
4. Not important and not urgent

Tackling the urgent and important

For tasks falling under the important and urgent category, planning ahead is crucial. Some tasks may be last-minute due to neglect, while others may emerge unexpectedly. Allocate time in your schedule for unforeseen urgent matters to stay prepared.

Managing ongoing work

Tasks that are important but not urgent constitute your ongoing work. Organise and plan ahead to maintain efficiency in handling these responsibilities.

Learning to say “no”

For tasks that are urgent but not important, assess if they can be rescheduled, delegated, or declined. Remember, it’s okay to say “no” to tasks that aren’t aligned with your priorities.

Eliminating distractions

Tasks that are neither important nor urgent serve as distractions. Identifying and discarding these distractions is essential for maintaining focus on what truly matters.

Creating clarity in urgency

Chartered psychologist Kate Pearlman-Shaw attributes the sense of urgency to various factors, including technology and increased workload. Urgency often triggers a threat response in the brain, hampering logical thinking. Communicating the context of urgent requests and engaging the prefrontal cortex can help alleviate this challenge.

Implementing clear processes

Establishing clear processes and boundaries aids in handling urgent requests effectively. Sharon Robinson, a business transformation consultant, emphasises the importance of formal systems in determining priorities and ensuring a systematic approach.

Mastering priorities involves a blend of proactive planning, clear communication, and strategic thinking. By adopting the wisdom of Eisenhower and integrating effective processes, individuals and organisations can navigate the challenges of urgency while staying focused on what truly matters.