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What do you do if your priorities and deadlines are constantly shifting?

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In the fast-paced world you live in, it's common to find that your priorities and deadlines are like shifting sands—constantly on the move. This can be frustrating and overwhelming, but it's also a reality of many professional and personal environments. Time management becomes not just about planning, but also about adapting. As you face this challenge, remember that it's your ability to remain flexible and resilient that will help you stay on top of your game, even when the goalposts keep moving.

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Wilson Borges

Gestor de Contratos | Especializado em Engenharia de Petróleo, Engenharia de Seguran?a do Trabalho e Gerenciamento de…
Maria Casti?eiras Ortega

Medico especialista en Medicina del Trabajo, Reconocimientos médicos deportivos y ergoespirometrias, Valoración del…
Vismay Dalwadi (VD)

LinkedIn Top Voice |Project Manager -EPC Projects Management Experienced Professional with expertise in Project…

1 Assess Reality

When you notice a shift in priorities or deadlines, the first step is to take a breath and assess the new reality. Look at your to-do list and calendar with a critical eye. Identify what's changed, what's urgent, and what can be postponed. This might involve renegotiating deadlines or adjusting project scopes. It's essential to communicate with your team or clients during this reassessment to ensure everyone's expectations align with the new timeline.

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Wilson Borges

Gestor de Contratos | Especializado em Engenharia de Petróleo, Engenharia de Seguran?a do Trabalho e Gerenciamento de Seguran?a de Processo | Produtor de Conteúdo.
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Após avaliar a nova realidade e identificar as mudan?as nas prioridades ou prazos, é importante manter uma postura flexível e proativa para lidar com os desafios que surgem. Em vez de se sentir sobrecarregado ou desanimado, encare essas mudan?as como oportunidades para aprender.

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Maria Casti?eiras Ortega

Medico especialista en Medicina del Trabajo, Reconocimientos médicos deportivos y ergoespirometrias, Valoración del Da?o Corporal y Peritaje Médico Legal e Incapacidades
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Debemos tener la mente dispuesta a improvisar si las prioridades cambian, nuestras tareas también. Además hay que ser realista en cuanto a los plazos establecidos y negociar con los clientes si es necesaria una mínima demora. Y por supuesto, debemos rodearnos de un buen equipo en quien confiar y poder delegar algunas tareas, especialmente si hay gran variabilidad de proyectos.

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Vismay Dalwadi (VD)

LinkedIn Top Voice |Project Manager -EPC Projects Management Experienced Professional with expertise in Project Management, Stake Holder Management, Order Management and Engineering with Customer Centric focus.
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When priorities and deadlines are constantly shifting, adaptability is key. Regularly communicate with stakeholders to stay informed about changes. Prioritize tasks based on the new requirements and adjust schedules accordingly. Utilize flexible planning techniques like Agile or Kanban to manage shifting priorities effectively. Break tasks into smaller, more manageable chunks to stay nimble. Maintain open lines of communication with team members to ensure everyone is aligned and informed. Finally, stay organized and maintain a positive mindset to navigate the challenges of changing priorities with resilience.

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Srishti Ailawadi

Employment Consultant | Corporate Soft Skill Trainer | Learning and Development specialist | RCI certified Clinical Psychologist
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If your priorities and deadlines are constantly shifting, begin by practicing flexibility and adaptability. Regularly review your task list and identify which items are most urgent or critical to the organization's goals. Communicate frequently with your team and supervisors to understand changing priorities and adjust your workload accordingly. Use project management tools to track tasks and deadlines, ensuring you can pivot quickly when needed. Break projects into manageable steps to maintain progress even amid changes. Establish boundaries to prevent overwhelm, and when unclear, ask for guidance on what should take precedence. Remember to stay calm and focus on solutions rather than stress.

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Keyur Soni

Digital Transformation and Strategy Consultant | Media Buyer & Performance Marketing | 360-degree Digital Marketing. Successfully executed and contributed to over 100 projects spanning diverse industries.
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When priorities or deadlines shift, as a consultant, the first step is to assess the new situation. Review your to-do list and calendar, identifying what's changed, urgent, and what can be postponed. This may involve renegotiating deadlines or adjusting project scopes. Communicate openly with your team or clients to ensure everyone's expectations align with the new timeline. Stay flexible and proactive, renegotiating if necessary, to ensure successful project delivery.

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2 Prioritize Tasks

Once you've assessed the situation, it's time to prioritize tasks based on their urgency and importance . Use a method like the Eisenhower Matrix, which helps you decide on and prioritize tasks by urgency and importance, sorting out less urgent and important tasks which you should either delegate or not do at all. Remember, not everything that is urgent is important, and not everything that is important is urgent. This distinction is crucial for effective time management.

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Wilson Borges

Gestor de Contratos | Especializado em Engenharia de Petróleo, Engenharia de Seguran?a do Trabalho e Gerenciamento de Seguran?a de Processo | Produtor de Conteúdo.
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Lembre-se de que o tempo é um recurso limitado e valioso, portanto, ao priorizar suas tarefas, concentre-se em alinhar suas a??es com as metas e valores, garantindo que você esteja investindo seu tempo e energia nas áreas que realmente importam para o negocio que você está envolvido.

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3 Stay Flexible

Staying flexible is key when dealing with shifting priorities and deadlines. This means being willing to adjust your plans as needed. You might have to switch between tasks more frequently than you'd like, but being adaptable will help you manage the changes more effectively. Keep an open mind about how you approach your work and be ready to pivot when necessary. Flexibility also involves being proactive about potential changes, anticipating them when possible.

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Sofia Sanchez Trinker

Business Operations Specialist | Gestión de operaciones y cambio organizacional
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En la medida en que exista comunicación abierta, es mucho más facil adoptar esta flexibilidad, ya que todo el equipo estará alineado.

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4 Communicate Clearly

Clear communication is paramount when dealing with changing priorities. You need to keep stakeholders informed about shifts in your schedule or project timelines. This involves being transparent about what can be achieved and by when. If you foresee delays or conflicts, it's better to communicate these early on rather than waiting until the last minute. Regular updates can help manage expectations and reduce stress for everyone involved.

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Julio Chacaliaza

Facilitador de aprendizajes I Learning Designer I Coach I Docente I Impulso el desarrollo personal y organizacional a través de experiencias de aprendizaje innovadoras.
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Mantén a las personas interesadas al tanto de tus avances. Respetar el tiempo propio también implica respetar el tiempo ajeno, así que si nuestro plazo para entregar algo se verá ampliado, es mejor comunicarlo para que las otras personas puedan decidir cómo afrontar la situación. Los avisos de última hora de algo que sabíamos que no íbamos a poder cumplir son un acto de descortesía.

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Sofia Sanchez Trinker

Business Operations Specialist | Gestión de operaciones y cambio organizacional
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Siempre es muy útil contar con algún documento (SOW, por ejemplo) en el que se definan alcances y expectativas claras. Cuando existen cambios, debemos regresar a este documento inicial para recalcular tiempos de entrega. Aquí yace la importancia de un POC que mantenga la comunicación tanto dentro del equipo, como de cara al cliente

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5 Use Tools Wisely

Leverage technology and tools designed for time management to keep track of shifting deadlines and priorities. Tools like digital calendars, project management software, and task lists can be invaluable for staying organized. They allow you to adjust schedules quickly, set reminders for upcoming deadlines, and share updates with team members. Proper use of these tools can save you time and help you stay on top of your workload.

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Julio Chacaliaza

Facilitador de aprendizajes I Learning Designer I Coach I Docente I Impulso el desarrollo personal y organizacional a través de experiencias de aprendizaje innovadoras.
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Manténlo simple. Muchas veces por querer aplicar todas las herramientas que conocemos nos saturamos y gastamos tiempo en la planificación y no pasamos a la ejecución. Ve incorporando herramientas a tu propio ritmo y distingue las que son útiles para ti de las que no lo son.

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Sofia Sanchez Trinker

Business Operations Specialist | Gestión de operaciones y cambio organizacional
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Lo más útil a veces es regresar a lo básico - con esto me refiero a que debemos evitar las herramientas si lo que hacen es distraernos más que ayudarnos.

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6 Reflect Regularly

Finally, make it a habit to reflect on how you manage shifting priorities and deadlines. Consider what strategies worked well and where there's room for improvement. Regular reflection can help you refine your time management skills and develop strategies that work best for you in a dynamic environment. This ongoing process of learning and adapting will enhance your ability to handle future changes with greater ease and confidence.

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Sofia Sanchez Trinker

Business Operations Specialist | Gestión de operaciones y cambio organizacional
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Siempre recomiendo hacer retrospectivas respondiendo a estas 4 preguntas: Qué funcionó? Qué NO funcionó? Qué aprendí? Qué dudas tengo?

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What do you do if your priorities and deadlines are constantly shifting?

1

2

3

4

5

6

7

1 Assess Reality

2 Prioritize Tasks

3 Stay Flexible

4 Communicate Clearly

5 Use Tools Wisely

6 Reflect Regularly

7 Here’s what else to consider

Time Management

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What do you do if your priorities and deadlines are constantly shifting?

1

2

3

4

5

6

7

1 Assess Reality

2 Prioritize Tasks

3 Stay Flexible

4 Communicate Clearly

5 Use Tools Wisely

6 Reflect Regularly

7 Here’s what else to consider

Time Management

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