Time Management – Prioritizing your priorities at work

“You need to get your priorities in order…” is a statement we have probably heard many times. When we live busy lifestyles its often hard to get things done on time, let alone in order of priority.

To be technically correct, Priority literally means “To arrange or deal with in order of importance”. This statement gives an assumption that one thing is more important than the next.

One of the first things we are taught in business (and in life) is to set priorities. Get the important things done first then move down the list to the least important ones. I agree it is important to have a clear picture of what needs doing in your day to day, week to week, or month to month routine, however I am not a believer in prioritizing my work in a huge way. In preference to prioritizing I schedule my day with the activities that need to be done. I work through the schedule until it is completed.

I also keep a 6th day schedule, which I work through if I finish my work earlier than expected.

For example; If on a Monday I complete my daily tasks 3 hours early, I will look at my 6th day schedule to see what I can complete on it – given the time I have left in my day.

Prioritizing work puts the important things on top of the list of activities. What we then find is we have a group of lesser priorities that failed to get done due to giving priority to the items at the top of the list.

Keeping a 6th day schedule ensures you only schedule things that WILL get done on a day to day basis. Lesser items can be added to your 6th day schedule.

One issue with setting too many priorities is we begin to think ahead to the next thing on the to do list before we complete the current task. If you were to have surgery, would you want your surgeon thinking of his next operation while he still has the scalpel in you?

Setting your daily workload to three quarters of what you could typically manage will ensure you get things completed without having to roll priorities over to the next day. A three-quarter schedule also allows for appointments or unexpected situations you did not plan for. If you have no interruptions, move into your 6th day schedule when time allows.

In summary, don’t belittle the second, third, fourth or fifth item on your to do list by making number 1 your priority. Give each thing you have to do the same priority level and schedule your time to ensure you get things done.

May 21, 2010  Tags: , ,   Posted in: Uncategorized

One Response

  1. Juhana - August 16, 2010

    I agreed fully. It is absolutely crucial to be able to set the priorities. However, what is actually important? I have been using a fairly simple way of thinking to set my priorities during several years. Works good for me, but requires a bit of thinking to make yourself clear what you actually want in long term. If you are interested have a look at my recent blog about priorities and time management at my website:

    http://www.rework365.com/first-things-first-time-management-for-dummies/

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