Workload Prioritization
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Many of us have several roles and responsibilities in our job, and at times it can be challenging to identify what to tackle first, let alone what should come next. Add to that, varying projects with timelines – some dependent on outside collaborators – knowing what to start, how to start can feel overwhelming. When we’re dealing with workload overwhelm, it can be easy to lose sight of our priorities and goals. So taking some time to prioritize and strategically tackle your workload can help you move forward with intention.
Where do I start?
Begin with the end in mind – Stephen Covey
First, identify your roles and responsibilities within your team or work group, ideally in partnership with your leader. A good time to do this is when your team identifies their annual goals. Clarity around the specific initiatives your team is focused on can help you prioritize your role in supporting the team goals.
Anticipate that there may be changes over time to these goals due to the many variables that can change the context of our work. Expect the unexpected, and be agile in your response.
Step 1: Set Priorities
Look across the year and take an inventory of your projects. These will range from ongoing tasks like meetings, emails, annual events, to more complex and dynamic projects, like comprehensive campaigns and collaborative efforts. You should also consider professional development goals and commitments, like required trainings and your individual development plan or growth plan (IDP) goals. Most people are juggling a wide variety of projects and goals. As you list your projects, it may be helpful to create a high-level workload plan to better understand your work volume. It will give you an overview of work volume, deadlines, deliverables, and timelines that are helpful to successfully executing your work.
You can go through this brainstorming process individually or collaboratively with your leader and team on a whiteboard, using Post-Its notes, or in a shared document. Collaborating can give everyone an honest look at your scope of work.
When you have a workload list, consider the following questions:
- What is urgent? Are there specific tasks or projects that will always take priority?
- What is the impact or value? Is this part of our strategic goals as a team or agency?
- What is the effort vs. outcome? Sometimes a “big” effort has a small impact.
- What’s the deadline? Are there firm deadlines coming up or can you pause on this task while more timely tasks take priority?
- Is someone dependent on your work? Be mindful of who else needs you to do your tasks to move the project forward.
- What am I saying no to if I say yes? Be okay with what will be left undone.
- How does this align professionally? Personally? With my professional development? Look for ways how your day-to-day work can help you grow and develop.
Step 2: Make Decisions
Once you’ve identified your priorities, you can make decisions about what needs to get done first. The impact versus effort decision matrix below is one method you could use:
Impact vs. Effort Prioritization Matrix
| Low Effort | High Effort | |
|---|---|---|
| High Impact | Quick wins: high priority, easy to complete, significant benefits (do first) | Major projects: require significant time and effort but deliver big results (plan and allocate resources wisely) |
| Low Impact | Fill-ins: minor tasks that are easy but don’t add much value (downtime or delegate if possible) | Time wasters: avoid or reconsider unless absolutely necessary |
Look back at your priorities list.
- Assess effort: how much time, resources or energy will this task take?
- Assess impact: how valuable or beneficial will completing this task be?
- Place tasks on grid: prioritize quick wins and major projects, and minimize time wasters.
Another matrix option, known as a weighted decision matrix, allows for you to weight and rank your choices based on criteria you identify. This is a bit more involved, but it can help you make decisions when you have multiple priorities that do not have the same level of urgency and impact.
Step 3: Assess Alignment
Check back with your leader and/or key collaborators. Are you in agreement in where you have placed these items on your decision-making matrix? If so, utilize either your email calendar or a planner to block out time on your schedule to anticipate workflow. Outlook Calendars includes a feature where you can color-code your time blocks, and communicate your workflow.
Part of your regular check in with your leader should include conversations revisiting your prioritization. It should be flexible enough to allow you to shift focus as needed and respond in a timely manner to emerging needs from collaborators and business partners. Keeping an open line of communication and a growth mindset approach will contribute to a clear understanding and alignment of your workload.
Step 4: Get Started
If you need a nudge to kick your priorities to-do list into gear and just start, consider Mel Robbins’ 5 Second Rule: count backwards from 5 to 1 and then immediately act.
"The secret of getting ahead is getting started. The secret of getting started is breaking your complex, overwhelming tasks into small manageable tasks, and then starting on the first one." — Mark Twain
Relevant Resources
- Article: Cornell University Workload Prioritization Process
- LinkedIn Learning Courses