The Urgent vs. the Important

“I get completely caught up in day-to-day priorities and can’t find the time to advance my longer-term goals and projects.” This is a complaint that I hear over and over again from clients in senior positions and management roles. This is the frustration you feel when the “urgent” crowds out the “important.” It’s particularly difficult for leaders and managers transitioning into new roles. There is so much to learn and do, but not enough time to get it all done. There are some strategies that can help.

Clear Long-Term Priorities

The first is being clear and realistic about your longer-term priorities. If you are familiar with the Kison program , use the tools we have provided you with. A few essential checklists you should always have handy: personal goal setting, personal time use evaluation, prioritizing your activities, planning priorities, and weekly planning worksheet. We place a large emphasis on priority management because we know it is the key to achieving greatness and reaching the next level.

Delegate More Effectively

A second strategy is to delegate more effectively. Don’t let your direct reports off-load problems or tasks they should be taking on. Any time a subordinate brings you a problem, ask yourself, “Is this really something that I need to be involved with?” If not, tell them to come back with a strategy for dealing with the issue (not a solution, just a strategy).

Defend Your Boundaries

A third strategy is to establish and rigorously defend your boundaries. Set aside some time, even if it’s just an hour each day, when you let voicemails, emails, and texts sit in the “waiting room” until you are prepared to address them. Before you get drawn into something “urgent,” take a step back and ask yourself, “What is the best use of my time right now?” Is this truly urgent? What will happen over the next day, week, or month if I don’t do this now? It’s often surprisingly freeing when you realize you are making this a bigger issue than it needs to be. Vigorously protect your boundaries because no one else will.

Sometimes you must make yourself the priority!

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