Setting priorities is an important component of managing time well. Deciding between what activities are important and what are urgent can help set priorities, but only if we don’t over value the urgent.
If one doesn’t manage well, important things will tend not to get done while urgent things will consume nearly all time available. We can allow urgent things to totally block any progress on important things. Getting a handle on this could involve some of the following strategies.
1. Learn to distinguish between important and urgent.
If you don’t treat importance in a different way from urgency, you’ll do things you don’t need to, you’ll give prime time to low return activities and you’ll work well below your capability. [ExcitingFutures.com, Time Management Priorities]
It may be worthwhile to consider another spin on the ol’ saying, “A lack of planning on your part does not necessitate a crisis on my part.” That something has risen to the level of urgency may not necessarily mean that it is important–or important enough to take you away from the tasks that bring real value to you, your team, your organization, etc.
2. Create lists and schedule important tasks.
If you have an important task to do on a regular basis, some experts encourage you to decide specifically when and where you will do the task. Many claim it works for both single actions and repetitive tasks. [“The Compliance & Management Update for Supervisors,” November 12, 2010, pg. 1.]
The thought is that having a list of important activities and somewhat tightly scheduling those important activities will help prevent your day from being blow-up by supposedly urgent matters that in the whole scheme of things may not be that important.
3. Don’t lose the forest…
Yes, many have long ago grown tired of the ol’ saying, “Can’t see the forest for the trees.” However, there is some wisdom in being able to step back and see the big picture. Sometimes in stepping back from the seemingly urgent things (“trees”), we can more clearly see the bigger picture (“forest”) and that bigger picture can help inform our decisions about getting important things done.
4. Seek help from above.
No, not pray (although some days we’ll try just about anything!). Talk with your supervisor. Elicit her/his help in deciding which tasks are the important ones on which you should focus 80% of your talents and energies.
