What do you do if you're struggling to prioritize tasks and meet deadlines as a leader?

Prioritize your task based on importance and urgency. Distribute work in your team it will also helps team to empower. And set deadline for yourself and team. Time management is the most important factor to complete your task within a set period of time so focus on that factor and avoid distraction, over committing which leads to stress and affect our work. Regular check-in and follow up with your team and communicate actively so you can find out solution together.

The 7 Habits of Highly Effective People highlights the need to put the big rocks (important tasks) in the bucket first or they'll never fit. When assessing reality, what are the top 2 or 3 things that are important to prioritize? Those items have to come before all the other needs, fires, tasks. We can get caught up in taking care of the small and urgent tasks thinking that we're making progress. Meanwhile, the important items, the ones that will make a difference, end up incomplete. Spend time understanding what is really important each day. Make those the first 2-3 things to work on, and don't stop until they're done.

Begin the end in mind. What are the "non-negotiables" in successful task completion? Make a pathway back from that "end" to where you are now. Start. Let other things wait.

Is it a priority or priorities? If there are priorities means there is no priority. For me, priority means this is the most urgent thing right now, more than anything else. Rather than calling it a priority organize the things in such a manner so that all are done in different timelines. In our work we do not find priorities rather we find sets, and for us all the sets are to be there for an outcome to happen. In this set, some are easier to do today and some need more resources so that can be completed day after. Instead of putting them into priorities, which is an unnatural fit rather look at them as “ these are the things I have to complete for this specific outcome and set the timelines in which you can comfortably finish all of them.

The go to answer is mentor & delegate. Resource allocation and clear set goals will eliminate the need for you fretting over tight schedules and unfinished tasks.

Delegation is often the least developed skill amongst people in leadership positions. They should do the selling, they should market the product, they should be at every "important meeting". Make yourself as useless as possible by making those around you strong, brave and growing "ownership".

Delegate tasks to team members based on their strengths and expertise, and empower them to take ownership of their responsibilities. Effective delegation not only frees up time for leaders to focus on strategic priorities but also fosters team engagement and development.

Además de delegar tareas, es vital, el estar presente para brindar apoyo y retroalimentación a los miembros del equipo para fomentar su crecimiento. Alentar la iniciativa y reconocer sus logros puede aumentar significativamente la motivación y el compromiso del equipo.

Identify tasks that can be deligated to team members or colleagues who have necessary skills and capacity. Deligating responsibility not only lightens the workload but also help develop the skills and capabilities of your team members.

Definitivamente delegar puede ser un gran reto, a algunos lideres nos cuesta más que a otros liderar , pero para ello podemos tomar en cuenta ciertas recomendaciones, por ejemplo: 1) Acepta que aprender a delegar es una habilidad que se aprende en el liderazgo por lo tanto para delegar debes practicarlo y desarrollar la conciencia de que es necesario para poder atender las funciones de un líder 2)Mira las actividades de delegar como una oportunidad para fortalecer habilidades de responsabilidad en el equipo de trabajo y cada uno de sus miembros , además de permitir el crecimiento de cada uno de ellos en conocimiento por nuevas actividades a desarrollar. 3) Supera tener miedo de delegar ya que eso no significa que pierdes el control.

As a starting point: 1-Make your e-calendar King, so you always have a realistic snapshot of your availability. Include important activities/tasks and add 15-30+ minutes cushion time before/after. 2-Remove a day or two from your deadlines. For example if something is due on April 12, make the due date April 10 and aggressively (as opposed to passively) work toward this date as your actual deadline. 3-Figure out work you can delegate to capable people, so that you free up time to complete priority tasks that only you can handle. 4-Find ways to minimize distractions, so you focus on completing task and meeting deadlines. 5-Say “no” more, instead of saying “yes” and piling on tasks you don’t have bandwidth to complete on time.

Implement time management techniques such as the Eisenhower Matrix or Pomodoro Technique to prioritize tasks based on urgency and importance. Break tasks into smaller, manageable chunks and allocate specific time slots to focus on high-priority activities.

Según mi experiencia, inicialmente implementaría mindfulness, que me permitirá poner mi atención en los objetivos del trimestre (si no están claramente definidos, definirlos, son la brújula que ordena todas las acciones). Luego tomaría una lista de las tareas pendientes y las jerarquizaría, basándome en los objetivos y priorizándolas según su urgencia e importancia. Luego las dividiría en peque?as tareas a realizar, contemplando espacios de descanso entre cada una de ella. Esto me permitirá tener un refuerzo positivo, gracias de progreso constante, evitando fatigarme demasiado. Comenzaría a trabajar en cada una de ellas de manera enfocada, eliminando los estímulos distractores en la mayor medida posible.

En todos los casos, se deberá incluir la revisión y ajuste de tus métodos de gestión del tiempo, Esto implica evaluar qué técnicas funcionan mejor para ti y tu equipo y adaptarlas según sea necesario.

Block time for specific types of work or activities for example designate certain hours for focus work,. meeting, email correspondence and breaks avoid multi tasking as it can decrease productivity but it will increase likelihood of errors. Minimize distraction and interruptions during focused work periods Be selective on taking on new tasks particularly if they don't align with your priorities.

Create non-negotiable "time blocks" in your calendar, and learning to say No to tasks that distract you is key. See it as the "Oxygen mask in the airplane" metaphor. You need to take care of yourself first to perform at your best.

Ser transparente sobre tus necesidades y expectativas puede inspirar a otros a hacer lo mismo, se ense?a desde el ejemplo, por ello, el comunicar tus límites también ofrece una oportunidad para fomentar un ambiente de respeto mutuo y comprensión dentro del equipo.

Evaluate your time management strategies and identify areas for improvement, reflecting on what's working and what could be done differently make necessary adjustment.

De acuerdo a mi experiencia, la revisión adecuada de avances en las tareas y plazos con los equipos de trabajo, impactan positivamente en generar un sentido de acompa?amiento sobre sus logros y necesidades, identificar en tiempo las barreras a las que se enfrentan y acompa?arles a superarlas reafirma el compromiso y confianza con el líder, además el espacio para escucharlos promueve el sentirse cada uno valorado sobre lo que dice y hace. La propuesta Scrum me parece muy enriquecedora en este sentido.

Die Herausforderung, Fristen einzuhalten, wird nicht nur durch gutes Zeitmanagement bew?ltigt, sondern auch durch die Pflege offener Kommunikationskan?le im Team. Transparenz bei der Zielsetzung und das Schaffen einer Atmosph?re, in der Feedback gef?rdert wird, sind unerl?sslich für den Erfolg und die kontinuierliche Verbesserung der Teamdynamik.

By implementing these strategies and making time management a priority you can improve your ability to prioritize task and meet deadline and lead more effectively.

Break down the tasks. See what can be done and delivered quickly. Set realistic expectations, communication is the key. Document the tasks and its timeline to present it if there is conflict raised due to deadline miss. Provide a reasonable amount of time for the task, if it is stuck and going beyond the expected timeline, switch to another task for the time being to deliver it. Try to find spaces between the tasks. If not, then involve someone else to look into it. Many times perspectives change the way of the task which is to be processed and a newer perspective might open up quick possibilities to deliver it!

If you find yourself as a leader juggling more tasks than hands, it’s time to sharpen your focus. First, get real with your current landscape—what’s urgent, what’s important, and what can wait. Embrace the art of delegation; trust your team with tasks that match their strengths. Hone your time management skills, and set clear boundaries to protect your time and energy. Always take a moment to review your progress, and don’t forget to pause and reflect on the lessons learned. This isn’t just about crossing off tasks; it’s about leading with efficiency and insight. Remember, leadership is as much about guiding others as it is about managing tasks.

In my experience, when I help leaders struggling with prioritization and meeting deadlines, I introduce them to the Eisenhower Matrix. This tool helps them categorize tasks into four quadrants: 1. Do: Urgent and important tasks they should do immediately 2. Decide: Important but less urgent tasks to schedule for later 3. Delegate: Less important but urgent tasks to assign to others 4. Delete: Neither urgent nor important tasks to eliminate By using this matrix, leaders focus their time and energy on high-impact activities while minimizing distractions and stress. With practice, they develop the skills to make strategic decisions and achieve their goals more efficiently and effectively.

If you find yourself as a leader juggling more tasks than hands, it’s time to sharpen your focus. First, get real with your current landscape—what’s urgent, what’s important, and what can wait. Embrace the art of delegation; trust your team with tasks that match their strengths. Hone your time management skills, and set clear boundaries to protect your time and energy. Always take a moment to review your progress, and don’t forget to pause and reflect on the lessons learned. This isn’t just about crossing off tasks; it’s about leading with efficiency and insight. Remember, leadership is as much about guiding others as it is about managing tasks.

Take myself out of meetings! We live in a world of meeting culture. And everyday I will look at the day and work out what meetings I am not really needed for. What ones don’t need to happen today. Any that can be quicker.