Mastering the Art of Prioritization

A few weeks ago, I was fortunate to spend the day with the executive leadership team of a Midwestern based financial institution. This was our second session together as part of a two part leadership development series initiated by the bank CEO.

The first session was very prescribed - a 2 hour session focused on handling difficult conversations . Most people, leaders included, do not like these conversations. Often this because they haven't had positive experiences approaching them. The positive-negative-positive sandwich isn't effective, the direct but caring approach can be received like a brick, and the arguing or crying just doesn't feel good. (I will reserve another article to go deeper here!).

In our second session, we took a different approach. I began the session by asking the team to rank the topics they wanted to address in our time together. After the prioritization was complete, we addressed the first 4 topics together, and ran out of time for the 5 topic - the concept of prioritization itself!

Prioritization Should Be A Priority

Prioritization is a crucial skill for every leader to possess. It allows us to focus on what truly matters and make the most efficient use of our time and resources. But it can also be a difficult concept to grasp, especially in a busy work environment where everything seems urgent.

So what do we do?

In leadership, the ability to prioritize effectively is not just a skill—it's an art. As we navigate through the complexities and demands of our roles, understanding where to focus our energy can make the difference between good and extraordinary leadership. Here’s a simple blueprint for any leader looking to sharpen their prioritization skills, inspired by proven principles and a straightforward approach to achieving remarkable results.

Embrace the 80/20 Rule

The Pareto Principle , or the 80/20 Rule, is a leader's best friend. It’s the understanding that 20% of your efforts typically lead to 80% of your results. Knowing and focusing on these high-impact activities is crucial - and hard to admit. This principle reminds us that not all tasks are equal and that identifying which ones are truly impactful is a skill of really effective leaders.

Today, write down all of the tasks you "have" to do, and determine the impact of those tasks. Which ones actually lead to 80% of the results? Start there first! It will take major discipline to do, but the actual results are incredible!

The Singular Focus

In a world brimming with multiple tasks and distractions, the ability to zero in on the one thing that matters most is invaluable. Determine the single most impactful task at any given moment and dedicate your efforts towards completing it. This laser focus is what separates effective leaders from the rest.

Stop what you are doing right now! Not kidding. If you are reading this article - stop it. Think about the one most important thing that you need to get done. That one thing you have been been putting of all day. That one think you promised yourself, your team member, your client, etc. DO IT NOW!

Its sound simple, and it is. But it's not easy to do day after day. But when you do, the results are incredible.

The Power of Time Blocking

Time blocking is more than a time management technique—it’s a declaration of what’s important. By carving out dedicated slots in your schedule for your top priorities, you protect these tasks from the inevitable interruptions and distractions. It's a commitment to doing the work that counts.

Pull up your calendar now. How much time have you blocked out this week toward developing yourself as a leader? How much time have you blocked out toward developing a member of your team? How much time have you blocked out to prioritizing what's really important for this week and next? See my point?

Eliminate Distractions Ruthlessly

Distractions are the enemies of focus and productivity. As a leader, creating an environment that minimizes these interruptions is key. This might mean setting boundaries, utilizing technology wisely, or simply learning to say no. The goal is to ensure that your energy is spent on tasks that align with your most critical goals.

The ability to say "no" or "not right now" is an art that every leader needs in order to prioritize properly. There are time where we need to the space to get tasks completed and our open door needs to become partially closed, at least until later. Open door does not mean "open door on your time table and all the time."

Goal Setting with Precision

Ambiguity is the enemy of progress. Setting clear, actionable, and meaningful goals is foundational to any leader’s success. These goals should not only be specific but also broken down into manageable steps. This clarity transforms vision into action.

In order to really prioritize, you need to have your goals and steps written down or in a simple project management tool. When all those ideas are simply in your head, its tough to truly determine which 20% will drive 80% of the results you need to achieve. Write them down today. If you think it's silly to do so and have never written them down before, could it be why prioritization is a challenge for you?

Valuing Consistency

The journey to achieving extraordinary results is paved with consistency. It’s about showing up, day in and day out, committed to your goals. This steadfast dedication is what builds momentum and drives lasting change.

Prioritization like anything else is a daily process. Doing it daily might seem like a chore at first, but it quickly makes the days more and more productive.

Prioritizing Personal Well-being

A leader cannot perform at their best if they neglect their own well-being. Prioritizing your health, mental wellness, and relationships is essential. It ensures you have the resilience, energy, and clarity needed to lead effectively and consistently.

This is your first test in prioritization! You are the vessel of your own success. Imagine what could happen if you prioritize strengthening yourself physically, mentally, and emotionally! How would you show up for you team? How much sharper would you be for your clients?

My Final Point

For leaders looking to elevate their ability to prioritize, the path is clear. It involves a blend of practicality, daily discipline, and a commitment to one’s own health. By adopting these simple principles, leaders can not only enhance their own productivity but also inspire their teams to achieve greater heights.

In the end, your journey towards becoming a more effective leader starts with mastering the art and science of prioritization. Make this your priority today!