How To Prioritise When Everything Feels Like A Priority!

EPISODE TRANSCRIPT:

How To Prioritise When Everything’s A Priority

 

Welcome to "The Scale and Skyrocket Your Business Podcast," where we're all about uncovering smart ways to help you grow your business, save precious time, and skyrocket your revenue. I'm your host, Lor Bradley, and today, we're diving into a topic that hits close to home for many entrepreneurs and that’s prioritisation.

 

Imagine this: You're running a thriving business with a very talented and capable team. But - you often find yourself knee-deep in a sea of tasks, spinning plates, and juggling priorities. Everything feels like a priority, and the pressure to make the right decisions on the fly can feel overwhelming.

 

Well, you're not alone. Countless business owners, just like you, have asked me the same question over the years, and that’s:

 

"How do I actually prioritise when literally everything is screaming for my attention?"

 

In this episode, we're going to tackle this challenge head-on. We'll explore practical strategies to help you navigate the chaos and home in on what truly matters. Whether you're a solopreneur or leading a much larger team; my insights will set you on the path to growth and success.

 

So, get ready to master prioritisation, as we unlock the secrets to maximising your productivity!

 

Ok. Let's dive in!

 

The Challenge When Everything Feels like a Priority

 

Ah, the overwhelming feeling of having everything on your to-do list screaming for attention. It's a scenario that can leave even the most seasoned business owners feeling like they're drowning in a sea of tasks and its very common thing to experience when you’re successfully growing your business, but fear not because we're about to break this problem down and leave you with some smart methods to navigate your way through it.

 

So, why does everything seem like a priority?

 

Well, it's often a combination of things. You’re having a constant flow of urgent emails, you’re receiving pressing asks from your client, you have your team management responsibilities, and then there’s your relentless goal of growing your business and it can quickly turn your daily agenda into a tangled mess.

 

But here's the thing: not everything is truly a priority.

 

So, if this is you then it's time to take a step back and evaluate how you’re working.

 

Strategies for Effective Prioritisation

 

Ok so, we've laid the groundwork by understanding why everything can feel like a priority. Now, it's time to roll up our sleeves as we dive into some practical strategies that will help you prioritise like a pro.

 

The first step in effectively prioritising is to gain clarity on what truly matters to your business. So, what are your long-term goals? What are the key tasks or projects that align with those goals?

 

And by defining your priorities based on your strategic objectives, you'll be able to separate the essential from the activities that are merely urgent.

 

Now, I hear you asking, "Lor, how do I determine which tasks or projects should take priority in my business?"

 

And that’s a great question. One effective approach is using what’s called ‘the Eisenhower Matrix’, which incidentally is named after the former U.S. President.

 

This matrix helps you by categorising tasks into four quadrants:

 

Quadrant 1: Urgent and Important,

Quadrant 2: Important but Not Urgent,

Quadrant 3: Urgent but Not Important, and

Quadrant 4: Not Urgent nor Important.

 

By plotting your tasks and activities onto this matrix, you'll gain a clearer picture of where to focus your time and energy. So here, quadrant one would become your priority focus.

 

Another useful strategy is to evaluate the urgency and importance of each task.

 

Urgency refers to the timeframe in which a task needs to be completed, while importance reflects its impact on your business goals. By assessing these two factors, you can identify tasks that require immediate attention and those that can be scheduled for a later time.

 

Remember, not everything urgent is truly important, and vice versa!

 

Another valuable approach is aligning your priorities with your overarching business goals.

 

Take a moment to reflect on your vision and long-term objectives. Ask yourself: Which tasks or projects will contribute most significantly to your growth? By keeping these goals in mind, you can make informed decisions about where to direct your time and resources.

 

Now, let's address a frequently asked question:

 

"How do I strike a balance between urgent tasks and important long-term goals?"

 

It's a delicate balance, but one that can be easily mastered. So, start by demarcating the tasks that demand immediate attention and those that support your long-term vision. Create a balance by allocating time and resources to both.

 

Then set aside focused blocks of time for your long-term goals, while ensuring you address urgent operational matters promptly but efficiently.

 

But here's the thing that trips many business owners up: Effective prioritisation isn't just about managing your tasks, its bigger than that — it's also about managing yourself.

 

Yep, you heard that right!

 

Self-discipline plays a vital role in keeping you on track. Learn to say "no" to tasks that don't align with your priorities, delegate whenever you can, and resist the urge to constantly change lanes.

 

If you can stay focused, you'll see great results during your working day.

 

How To Balance Urgent Tasks and Still Hit Your Longer-Term Goals

 

OK. We've delved into prioritisation and talked about some effective strategies to break down those never-ending to-do lists. Now, let's tackle balancing urgency with your long-term goals.

 

So, you have urgent tasks vying for your attention, but that’s not all. You’ve also got to innovate and work out exactly how you’re going to achieve your long-term business goals, and these need your focus and attention in the short-term if you are to hit those long-term goals. And it's a common dilemma.

 

So, the first thing to do is make sure you are defining and setting your long-term goals with crystal clear clarity. Whether it's expanding your presence in the marketplace, increasing your profitability, or launching new products; knowing where you're headed is key to striking that balance. And only when you have a clear end destination in mind, you can then easily chart your way ahead, and that’s going to make prioritisation much easier.

 

Now, let's address that pressing question:

 

"How do I strike a balance between urgent tasks and important long-term goals?"

 

The answer lies in both effective management of time and having a go-to method of prioritisation. So, allocate specific time blocks for both types of tasks. Designate focused periods for tackling urgent matters whilst also dedicating time for progressing your longer-term goals.

 

You’d be surprised how many business owners don’t block out time for innovation and work on the longer-term journey so if that’s you then make it a priority to put that time aside in your diary.

 

Remember, it's not about choosing urgent tasks over the other longer-term planned work. Rather, it's about integrating them both seamlessly.

 

The urgent tasks will always demand your immediate attention, but it's the progress towards your long-term goals that will define your business's and your success in the long run.

 

Ok, so what if unexpected disruptions occur?

 

Yep, life loves throwing curveballs. And that's where being adaptable really comes into play. Be ready to pivot when it’s necessary, but always keep your eyes on your longer-term goal and vision. Allow for flexibility but without compromising your focus on the bigger picture.

 

Another crucial part of balancing urgency alongside longer-term priorities is good communication. So, share your priorities and your vision with your team, and other stakeholders involved in your business because when everyone is on the same page, you’ll find that collaboration is smoother, and you'll have that support in maintaining that balance.

 

Prioritisation Tools and Methods

 

Now that we've explored the balancing urgency with long-term goals, it's time to talk about some powerful tools and techniques that are going to supercharge your prioritisation skills.

 

Let's start with the tech-savvy side of things. There are so many great project management tools and task management apps readily available to help you manage your priorities. From Trello, Asana, Monday.com and my favourite, ClickUp.

 

And these platforms can work wonders in organising your tasks, setting deadlines, and they’ll also support you to collaborate with your team.

 

So, one of my all-time favourites is the Pomodoro Technique. This is a super simple and very effective time management method that basically involves chunking out your work into time blocks, typically around 25 minutes, and that’s then followed by a short break. And not only does this approach help you to boost your focus and productivity, but it also allows you to easily tackle both urgent and long-term tasks.

 

Speaking of long-term goals, let's quickly dive into the power of setting milestones.

 

When you break down your big-picture goals into smaller, achievable milestones, the path becomes much clearer, and the journey feels more achievable. So, make sure you’re celebrating every milestone you reach, and just allow that sense of accomplishment to propel you forward.

 

OK, I have another one!

 

Have you ever heard of the ‘Swallow the Frog!’ technique? Now, before you conjure up images of hopping frogs, let me talk it through. This method was made popular by a chap called Brian Tracy, and he suggests tackling your most challenging and most impactful task first thing in the morning.

 

And, by ‘swallowing that frog’ right away, you're basically going to free up that mental space and energy to get on with the rest of your day.

 

OK, and let's not forget delegation here because as your business grows, your workload will probably start to become overwhelming so don't hesitate to delegate tasks that other people can handle just as competently.

 

So, trust your team, empower them by delegating, and you'll find yourself with more time to focus on the bigger picture.

 

Now, you might be thinking, "Lor, how do I stay consistent and committed to my priorities?" And that’s a great question!

 

Staying accountable is the answer.

 

So, share your priorities with your people, your networking peer group, your entrepreneurial community, or your business mentor because having that support and encouragement from someone who you’re accountable to will help drive your determination to stay on track.

 

And with these techniques in your toolkit, you're going to be well on your way to mastering the art of prioritisation.

 

I'm going to talk through some useful actionable tips now.

 

Prioritisation Tips

 

First and foremost, I want you to remember that prioritisation is an ever-changing process. As your business evolves and circumstances change, so too will your priorities so you’ll need to say flexible and adaptable as you grow. You’ll need to continually reassess and realign your tasks with your ever-evolving goals.

 

And for my next tip, try to avoid falling into the ‘busy trap.’ Just because you have a never-ending to-do list doesn't mean you're making progress. So, be intentional about where you’re investing your time and energy and focus on the tasks that truly move the needle and align with your overarching vision.

 

It's also so important to fiercely protect your time so say "no" to tasks and commitments that don't align with your priorities. You’ll need to protect your most valuable resource as you grow—and that’s your time—and use it wisely.

 

So, remember, every "yes" you say to a nonessential task is a "no" to something that truly matters, or might make a real difference to growing your business.

 

And to successfully grow, you’ll need to find balance in all aspects of your business and personal life because successful growth as an entrepreneur and a CEO of your own business isn’t just about prioritisation, it isn't just about work tasks; it's about intentionally creating balance and harmony in every area of your life.

 

So, make sure you dedicate time for your self-care, family, friends, and down time because a well-rounded life breeds success in all things!

 

And lastly, embrace this feeling of intention, attention, and focus.

 

When you're working on a task, give it your undivided attention. Minimise distractions, set clear boundaries, and create an environment which is conducive to deep, intentional work because the more focused and present you are, the more efficiently you'll clear your priorities.

 

I’m Often Asked…

 

Okay, before we end this episode, I’m going to answer my most frequently asked questions about prioritisation so stay tuned as these are going to be helpful. Alright, let's get started!

 

So, here’s the first one.

 

"I often find myself overwhelmed with multiple urgent tasks. How can I effectively prioritise and manage my workload?"

 

Ah, that good old feeling of being pulled in multiple directions at the same time! When you’re faced with numerous urgent tasks, start by assessing their true importance and their alignment with your business goals.

 

Prioritise them based on their impact, their urgency, and to the alignment with your long-term big picture vision. Break your tasks down into manageable chunks, set realistic deadlines, and consider delegating or outsourcing anything that doesn’t need your personal attention.

 

Next question is,

 

"How do I overcome the fear of missing out on opportunities when I prioritise certain tasks over others?"

 

Ah, the notorious FOMO (fear of missing out)! While it's natural to feel this way, it's important to recognise that prioritisation is about making conscious choices based on what truly matters to your business.

 

To overcome this fear of missing out, remind yourself often of your long-term vision, say close to your goals and to the strategic direction you've set for your business.

 

You need to trust in your decision-making process and have faith that by focusing on and sticking to your priorities, you'll create even greater opportunities and achieve the success you’re striving for.

 

Ok, next question,

 

"I struggle with saying 'no' and often take on too many tasks. Do you have any advice on setting boundaries, managing my tasks, and prioritising my well-being?"

 

Ok, so setting boundaries is crucial for maintaining your well-being and avoiding burnout. I have a great episode where I talk about how to set better boundaries in your business.

 

So, what do you do?

 

Start by identifying your core priorities and the tasks that align with your own expertise and your strategic goals. Learn to say 'no' to tasks that don't align with these priorities or ones that can be delegated to others. Make sure you’re communicating your boundaries clearly and assertively, with both your clients and your people.

 

Remember, saying 'no' allows you to say 'yes' to the tasks that truly matter and will contribute to your business growth.

 

And for my last question,

 

"How can I ensure I master prioritisation like a CEO?"

 

Well, consistency is key! You need to establish a leadership routine that underpins your prioritisation efforts. Review your priorities regularly, adjust them as and when you need to, and track your progress.

 

Find an accountability partner, a business mentor, or a mastermind group to share your goals and hold you accountable. Celebrate your achievements and milestones along the way and that’s going to help you to stay motivated.

 

Remember, consistency breeds success!

 

Putting Prioritisation Into Action

 

We've covered a lot of ground today; we’ve explored the art of prioritisation and given you some valuable tools and insights. Now, it's time to put all this knowledge into action and I’m going to tell you how.

 

Let's dive into the action steps.

 

Action Step 1: Reflect and Refocus

 

Take a moment to reflect on your current priorities and assess their alignment with your long-term goals. Are there any tasks or commitments that can be stopped or delegated? Refocus your attention on the most impactful and value-driven tasks that are going to drive your business forward.

 

Action Step 2: Implement a Prioritisation System

 

Choose a prioritisation system that resonates with you, whether it's a task management app, a project management tool, or a simple pen-and-paper method.

 

Establish a system that helps you categorise tasks, set deadlines, and track your progress. Consistency is key here, so commit to using your chosen system consistently!

 

Action Step 3: Break It All Down

 

Break down your goals and projects into smaller, manageable tasks. This makes them feel less overwhelming and more achievable so create a roadmap with milestones to track your progress and celebrate every milestone you reach.

 

Remember, progress is built on small, consistent steps.

 

Action Step 4: Time Blocking and Pomodoro Technique

 

Choose and implement a time-blocking technique to allocate specific time slots for different tasks and projects. Dedicate focused blocks of time to work on your priorities, eliminate distractions and maximise your productivity.

 

Consider using the Pomodoro Technique with timed intervals to maintain your focus and boost your productivity.

 

Action Step 5: Practice Saying 'No'

 

This is a tough one nut you’ve got to embrace the power of saying 'no' to tasks and commitments that don't align with your priorities.

 

Practice setting boundaries and communicating them to your people. I keep saying this but if you take away nothing else today, remember this, every 'no' allows you to say 'yes' to what truly matters.

 

Prioritise your well-being and protect your time for the tasks that are going to shift the needle in your business.

 

Action Step 6: Get Accountable

 

Find an accountability partner, a business mentor like me, or join a mastermind group to support you on your prioritisation journey.

 

Share your goals, progress, and challenges with them. Having someone to hold you accountable and keep you motivated will help  you stay focused on your priorities.

 

Action Step 7: Evaluate and Adjust

 

You need to regularly evaluate your priorities, your tasks, and your progress. Adjust them as needed so you’ll stay on track with your growing business.

 

Be flexible and adapt to changes while staying very connected to your longer-term vision. The secret is continuously recognising what’s working and making regular adjustments will ensure that your priorities always remain relevant, and effective.

 

So, you now have a roadmap to prioritise your way to success. Take these action steps and put them into practice with intention and don’t forget, consistency. Remember, prioritisation is a lifelong skill that will serve you well on your business growth journey.

 

So, that wraps up today's episode. Thanks for joining me. I'm Lor Bradley, and I’m cheering you on as you prioritise your way to greatness. Until next time, keep prioritising, keep taking action, and keep growing your business!