We receive a new request, or are assigned a new task, or come up with an idea for a new project. We know we need to prioritize this new thing. That means we add it to a list of things we need to do. Sometimes it’s a physical list and we actually slot the new thing between or on top of the existing items on the list. Sometimes it’s a mental list where the new thing gets thrown in with a bunch of stuff that’s already in there. Either way, it’s now on our list to get done and part of the burden we carry.
And maybe it gets done… or not. And the same goes for the other things on that list. As time goes on, more things get added to the list. And maybe they get done… or not. What’s going on here?
Part of the problem is how we manage that list, or what sometimes feels like a mound. Every time a new thing pops up, it gets added to that mound and the mound keeps growing. Eventually, the mound is a mountain that’s too daunting to tackle. We feel overwhelmed, ineffective and stressed.
And we think we need to get better at time management so we can do everything that needs to get done. Or we think we need to be better organized so we don’t miss things that are on our list. Or we think we need to push back because our bosses and peers make too many demands of us and our time.
But maybe the first thing to think about is prioritization, or more accurately, deprioritization. When considering a new thing for your to do list, ask yourself a few things:
- Should this new thing really be on my list? Is it important enough for me to invest my time and effort in? Am I the right person to do it? If the answer is no, then don’t take on the burden. Say no (and explain why) or delegate it to the right person to take it on. Instead of getting prioritized, this thing gets deprioritized and never makes it on your list.
- If this new thing needs to be on my list, what’s already on my list? What needs to be removed or rescheduled to make space for this new thing? Don’t keep adding to the pile but actively and intentionally curate the pile. Is this something that’s so important that everything else would have to be put on hold? Are there things on your list that will have to wait or be removed altogether to make space for this new thing? Are there things on your list that are not better delegated to someone else? You have a finite amount of time and energy so you cannot have an endless to do list. Adding something means removing or rescheduling other things. Prioritizing something means deprioritizing something else.
- Now that I’ve created space on my list, where – or rather when does this new thing belong? Is it important and urgent enough to be dealt with right now? Or is it something that can wait? Don’t just add it to the mound. Be aware of when it needs to get done and free yourself from having to remember this. If this is something that needs to be done now or soon, put it on your schedule. If this is for later, add a reminder for it. Not only are you adding it to your list but you’re also scheduling it, effectively setting aside the time for it. You’re making it a priority for some specified point in time and deprioritizing what used to be there.
Every time you get a new thing to prioritize, check with yourself and identify what you can deprioritize first. This helps you manage both your workload and stress levels. It also gives you more control of your time and you’ll actually get things done.
