Setting priorities

A colleague recently complained about the list of things he had to do and how little time there was for the task. For most, it is so common a concern, it is no longer spoken. But it is good to be reminded every once in awhile or we might forget the need to consciously set priorities, and not just “take ‘em as they come” because there is no way to reach the end of a list that grows daily.

As a result, we look for help in methods or tools that can help us catch up; not ultimately effective, but better than wishing we could add an hour or two to the day. We can’t.

For the last five or six years, technology has been the bigger part of the story told about the giant leap in personal productivity. It is as easy to see why as it is to curse the outcome.

The combination of a single, converged network capable of carrying everything we might we receive; and a wireless network capable of connecting it all from anywhere has let every minute to count.

The cursing comes because, now that we have allowed every minute to count; our colleagues, clients and customers measure our commitment to them by the speed of our response, timed by the sweep and tick of the second hand. There seems little time to think, less to confer and none to anticipate. Sure wish I could get those extra couple of hours.

Unchecked, our day becomes a non-stop drive from crisis-to-crisis, fire-to-fire, ending with a list of “to do’s” longer each night than the night before -- and offering fewer tangible results. The effect on satisfaction, morale and commitment are obvious -- and negative. Knowing the problem exists, though, it gets us nowhere near halfway to a fix.

That’s because whether we are ambitious, self-confident, out to make a point or just want to be loved, our default answer to almost any question is “yes.”

A better answer cannot be found in (more) technology, (new) processes, (increased) training or even (additional) staffing – the most natural responses of the corporation. Neither can we hope for some breakthrough. The nature of breakthroughs – faster, smaller, longer-lasting – only accelerate the day’s pace.

The best answer is in the ability and willingness to set conscious priorities. Answer this question: What matters? Then do what helps get you there.

Don’t worry about how to do more in the fixed 24 hours of the day. Worry about what ought to be done. It is not as necessary to pick up the pace as it is to set priorities. It is also a heck of a lot harder. It is easier to just add to your list, a lot harder to admit that some things don’t belong on the list in the first place.

It begins with a sharp sense of your business goals. The things that get you closer to those goals get on the list, the things that won’t, don’t. From that list should be culled those things best done by others. And what remains then needs to be winnowed and prioritized by a filter comprised of a number of factors including relative business value, customer commitment, company culture and personal reputation.

The best hope for the future can be found in ourselves. The only chance we’ve got to gain some control over a business life driven by others – those colleagues, customers and clients we covet – is to focus on what should be on our list, what is best done by others and what is best not done at all.

We may choose the heroic path of the anxiety of long days, but a better approach – for ourselves, others and the sanity of all -- is to set and keep the right priorities. Try it.