How to Prioritise Your Work

Podcast 177

This week, I’m answering a question on how to prioritise your work and avoid getting caught up in the trivial, low importance tasks

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Episode 177

Hello and welcome to episode 177 of the Working With Podcast. A podcast to answer all your questions about productivity, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

Before we get started, just a quick apology to those of you who were listening to this podcast on Spotify. Last February I upgraded the quality of this podcast and Spotify stopped updating the episodes. It turns out Spotify will only accept the lower quality versions of podcasts which are MP3 files. I was using M4A files as part of the upgrade, 

However, I will reinstate the MP3 versions so Spotify will begin accepting this podcast once more. 

Okay, on with the show. 

This week, it’s all about prioritising and knowing what to prioritise and what to ignore—yes, I said that right, “what to ignore”. 

You see, the problem is there are far more tasks to do each day and week than time available and we are not machines. We are apt to feel tired, lethargic and distracted at times and for most of us, these times are unpredictable. 

So while we may think we are managing time, we are really better off managing our energy levels. Understanding that concept can really help us to prioritise our days better. 

So, before we get to the question, just a little reminder that I have a new bundle of courses available that will give you four of my best courses PLUS two bonus courses, which will give you a time management system that will take the stress out of everything you have to do, and give you the tools and know-how to bring in your goals and dreams. 

The Ultimate Productivity Bundle is priced at an amazing $175.00 which saves you 55% off the price of buying all four courses individually. 

If you want the complete package with lifetime access, then this is the bundle for you. You save yourself $110 and you get everything you need to build an amazingly productive and fulfilling life. 

Okay, it’s time for me now to hand you over to the mystery podcast voice for this week’s question.

This week’s question comes from Paul. Paul asks: Hi Carl, I have a lot of tasks coming at me every day and I struggle to know which ones to do. Most of them really are not that important, but I always feel I have to do them when I probably don’t. Do you know of any strategies I can use to better prioritise my work so I am working on the important things more often? 

Hi Paul, thank you for sending in your question. 

I am sure this is a common issue for many people. There is so much being pushed on us, that it can be very hard to know what to work on.

The most important part of prioritising though is planning. You see, if you are not planning then everything will seem important because you have not taken the time to look at what’s on your plate without the day to day rumble of emails, tasks and messages. It’s like you need to get off the road for a moment, climb the hill and look at your landscape and see where you are going. Without that bigger view, you will likely be travelling down roads that will take you nowhere near where you want to go. 

So, strategy one is to plan the week. Now, this does not mean spending an hour or two going through all your projects as some productivity systems recommend. You know what projects need your attention—or at least if you are paying attention to what going on in your life you should do. 

At the very least you need to know what projects are due this quarter. This bigger picture view will give you the knowledge of where you should be spending most of your attention next week. It also means that any project not due in the next three months can be ignored for now. You do not need to be wasting valuable time going through those projects. They are not due yet and you need to put your focus on projects that are due in the immediate future.

To use the car analogy again, you would not be worrying about what to have for dinner at lunchtime when your car is low on fuel. Your priority needs to be getting fuel in your car, not dinner tonight. Find the petrol station, and worry about dinner once you are refuelled. 

So, spend twenty or thirty minutes at the end of the week and go through your projects for this month and next. Clear out your inboxes and get your email cleared. Review your calendar for appointments and deadlines next week and plan out when you will do your most important tasks. 

Now, a quick warning here, when you do your first weekly planning session it will take you longer than thirty minutes. You’re going to be fumbling around trying to find things and thinking more about the process. Don’t give up. After a few weeks, it will become much more natural and you will think less about the process and will get faster. 

Again, with the car analogy, when you first learn to drive a car, it takes you a little longer to get the car started because you have to think about the process. But after a little, while you no longer need to think, you just jump in, push start and off you go. It’s the same with weekly planning. 

The next strategy I would suggest is to think in terms of outcomes not tasks. Most people focus far too much on the tasks that need to occur to complete a project, yet quite often a lot of those tasks do not need to be done. Outcome thinking is far better than process thinking and always focuses you on the right priorities. 

Imagine you need a copy of a report to complete your project. So you email the person who has the report you need, but they haven’t replied for two or three days. Now ask yourself—what’s the outcome you want? Well, it isn’t to send an email, is it? No, it’s to get a copy of the report. So if you really want the report and your email was not responded to, what do you do? Call them? Drive to their office and get the report? There are far better ways to get the report faster than telling yourself—well, I sent an email. Sending the email was not your outcome. Getting the report was.

So, focus on the outcome you desire. That way you will always be able to ask better questions such as: how do I get a copy of that report this afternoon? 

You also end up prioritising your action steps. Instead of just going through the motions, you taking what Would describe as direct action to achieve the result you want.

This all links back to knowing what your priority projects are. If you know what your most important projects are and you know the desired outcome, then you will know what to do, rather than getting caught up in tasks that you know will not take you closer to achieving that outcome. 

You can ask simple questions such as “will doing this task take me closer to accomplishing my outcomes?” If your answer is “no” then consider what will happen if you don’t do the task. Will there be any consequences? 

What do I mean by this? Well, if you get a message from your boss asking you for some details, what would the consequences be if you did not drop everything you are doing right now to answer a question you know your boss could easily find out if she opened up her laptop and looking for the answer? Likely very little. 

Of course, these are your calls. When I was working in an office my priority was my clients, Not my colleagues or boss and I never got fired. I still got my bonuses each year and I increased my performance time and again because I prioritised the right thing—my clients, not impressing my boss. 

Now another strategy is to be her-aware of what your areas of focus are. I’m surprised how few people know what is important to them. If you were looking at an Eisenhower Matrix, these would be your Quadrant 2 areas. The important but not urgent things. 

So, things like your health, your finances, your relationships etc.

Why do people like Tim Cook, Satya Nadella and Dwayne The Rock Johnson wake up early to do their exercise? Because they know these areas are important. They know if they neglect this important area of focus their immense abilities would soon decline. And it’s the same for you. If you are not prioritising your health, and your relationships you will soon find yourself drowning in overwhelm and stress. You need to make sure your areas of focus are in balance and you are not neglecting them. 

If you haven’t already done so, I urge you to download my free areas of focus workbook. In there you will find a step by step guide to establishing your own areas of focus so you can build a set of daily routines that keep these front and centre of your life. These are where your daily priorities need to be. 

Once you have these three strategies in check, you will find knowing what to work on will become almost second nature. You will automatically know what something is and whether it deserves any of your time and attention. 

However, there is one more area you do need to know and understand before you can go confidently into the day knowing you are working on the right things and that is your core work. What is your core work? What are you actually paid to do? 

Now I’m pretty sure you are not paid to reply to email and Slack messages all day. You were employed to do something fundamentally more important than that. So what is it? 

If you are in sales, you are employed to maximise your sales, not to be completing sales reports and other associated admin. Likewise, if you are a doctor, your job is to treat patients, not fill out patient forms. Always remember your core work. 

I remember back in the day when I was in sales, the worst salespeople—the people who were always at the bottom of the sales league were the best at doing sales admin. Funny that. The best salespeople were hated by the admin department because their sales documentation were terrible. But the company didn’t care. They got results in the work they were employed to do—selling.

So what are you paid to do? That is where your priorities must be every day. If you are a sales manager, then your role is to serve your sales team is such a way that they maximise their sales. It is not to be constantly bothering them for updated sales reports. How does that improve your overall sales? 

So there you go, Paul. I hope that has given you some food for thought and give you some ways that will help you prioritise your day more effectively. 

Thank you for the question, Paul and thank you to you too for listening. It just remains for me now to wish you all a very very productive week.