As an emergency manager, you have to deal with multiple tasks, projects, and deadlines in a fast-paced and high-pressure environment. How do you prioritize your work and manage your time effectively? Here are some tips to help you cope with competing demands and deliver results.
The first step is to assess your current situation and identify what tasks you have to complete, when they are due, and how important and urgent they are. You can use a simple matrix to classify your tasks into four categories: urgent and important, urgent but not important, important but not urgent, and neither urgent nor important. This will help you focus on the most critical and valuable tasks and avoid wasting time on trivial or irrelevant ones.
The Eisenhower matrix is surely a go to matrix when it comes to prioritisation and time management of multiple deadlines. It clearly illustrates how one should navigate through a complex maze of tasks and to-do list.
WIN = Whats Important Now Don’t get caught up in things that don’t really help. Focus on the priority. Ask yourself, what is the most important thing that I can have the greatest impact on right now?
The next step is to plan your actions and allocate your time and resources accordingly. You can use a calendar, a planner, or a software tool to create a schedule that outlines your tasks, deadlines, milestones, and dependencies. You should also set realistic and specific goals, break down large tasks into smaller and manageable steps, and prioritize your daily, weekly, and monthly activities. You should also leave some buffer time for unexpected issues, emergencies, or changes.
An updated calendar is essential for a good priority management. One of the most common mistakes people do is to book times in the calendar only for meetings, and try to juggle their work on their "free blocks". What I found is more efficient is to book time blocks even for the different tasks that we have to do. At the beginning of the day, look at your tasks, look at your calendar and start booking time blocks for when you are going to tackle each one of them.
The final step is to execute your plan and follow through with your tasks. You should stick to your schedule as much as possible, but also be flexible and adaptable to changing circumstances. You should also monitor your progress and track your performance, using feedback, data, or indicators to measure your outcomes and identify areas for improvement. You should also communicate effectively with your stakeholders, team members, and clients, and keep them informed of your status, issues, or needs.
One of the biggest challenges of managing multiple deadlines is dealing with stress and distractions. You should find ways to cope with stress and maintain your physical and mental well-being, such as taking breaks, exercising, meditating, or seeking support. You should also minimize distractions and interruptions that can affect your focus and productivity, such as emails, phone calls, social media, or noise. You should also learn to say no to requests or commitments that are not aligned with your priorities or goals.
Another important aspect of managing multiple deadlines is reviewing and learning from your experience. You should evaluate your results and outcomes, and reflect on what worked well and what didn't. You should also solicit feedback from others and learn from their insights and suggestions. You should also celebrate your achievements and reward yourself for your efforts. You should also identify areas for improvement and development, and seek opportunities to enhance your skills and knowledge.
Finally, you should apply some best practices and principles to manage multiple deadlines more effectively and efficiently. Delegate or outsource tasks that are not within your core competencies or responsibilities; collaborate and coordinate with those involved or affected by your tasks or deadlines; utilize technology and tools to automate, streamline, or simplify your tasks or processes; focus on one task at a time; start your tasks as soon as possible to avoid procrastination; anticipate and prepare for potential risks, challenges, or obstacles; and seek help or guidance when needed.