Priorities

from Able Leader, October 2009

by Steve Kaye

Most of us have too much to do. We struggle with expanding complexities and demands. It can feel overwhelming.

So our biggest puzzle is deciding what to do.

Here are three approaches to setting priorities.

1) Most Important

Ask yourself: If I could do only one thing today, what would it be? Then make that your top priority task for the day. For example, if you have a meeting this afternoon, preparing an agenda is more important than sorting paperclips.

2) Best Investment

Time is like money. We spend some of it on necessities, and we invest the rest. Our investments serve us by providing benefits later. For example, attending a workshop on leadership skills is a wise investment because it makes you more effective and more efficient.

3) Greatest Value

You're trading your time for something. So what activities will add the most value to your business, your career, and your life? For example, if you were an entrepreneur, preparing a proposal for new business would be more valuable than adding an article your web site.

There are also five considerations.

1) Consider Focus

Most people have more things to do than they could ever accomplish. Thus, setting priorities involves more than ranking tasks. It involves discarding tasks.

You can bring clarity to making these choices by returning to basic principles. For example, you might ask yourself questions such as: What is my mission? What is my purpose? What are my values? What are my long term goals? What am I really trying to do? Why am I doing these things? How do these tasks contribute to what I want to accomplish?

2) Consider Expectations

Your priorities may not be the same as other people's priorities. This can lead to disappointments and conflicts. For example, someone in your organization may be expecting you to complete a task, which is unimportant to you.

Resolve this through candid conversations. Make sure that people understand when (and if) you will act on their requests or suggestions. If something causes you to change your priorities, inform those who would be affected by this decision.

3) Consider Reality

Other people's priorities may differ from your priorities. Thus, other people might not complete tasks when you want them to. Or, they may not complete them at all. This results in a mismatch between your expectations and their actions.

Communication works both ways in that it's your responsibility to state the importance of a task and when you need to have it completed. Then, follow up with requests for progress updates. Of course, be realistic. Recognize that everyone is setting priorities based on their needs.

4) Consider Command

If you report to a boss, it is your job to complete the work assigned to you. Similarly, if you are a boss, it is your job to assign tasks and then manage their completion. This is basic business. Also recognize that special requests, such as favors from colleagues and friends, will always receive a lower priority than direct work assignments.

All work assignments must be planned in candid conversations that define successful achievement. The boss, the employee, and other participants should resolve priorities, task expectations, and completion dates.

5) Consider Yourself

No one is a machine. Thus, you must set aside time for the activities that maintain your life and make it worth living.

These include basic things such as keeping yourself healthy so that you can deliver top performance while on the job. It also includes rewarding yourself by spending time with people who nurture you, expanding your intellect with new experiences, and enjoying energizing recreation.

PS: I have a wonderful workshop on Life Management that shows you how to set prioriites.

Much success,

Steve Kaye
714-528-1300