Come quick. It's urgent!! • 3 min read
Research from 5 separate experiments shows that we typically prioritize tasks with the shortest deadlines, even if those tasks are less important (tasks with objectively lower payoffs).
In 2018, a group of researchers from 3 Universities in the U.S. found that even unimportant tasks with a spurious urgency (i.e. an illusion of a deadline) were prioritised ahead of important tasks (tasks with objectively higher payoffs). This is known as the “mere urgency effect”.
Introduction
One of the biggest challenges we face on a daily basis is to make time for the important tasks that are not considered urgent. Our priorities often fall down the pecking order because we are drawn towards less important but time-specific tasks.
In this post we’ll look at how we can focus on what’s important, not just what’s urgent.
Important strategies
We want to introduce 5 IMPORTANT game changers!
1. Learn to say 'no'
Don’t be afraid to say ‘no’ to the unimportant tasks that take you away from the areas that matter most. If you are a critical component for certain tasks, aim to complete them at a date and time that works best for you.
2. Block off time in your calendar
It’s difficult to prioritise tasks unless they are scheduled. Be sure to block off time in your calendar and give yourself more time than you think you need, especially for tasks that are not considered routine as they are bound to take longer than you expect.
3. Remove distractions
Yes, that includes your phone! If you are not comfortable leaving it in another room, at least leave it out of arm's reach. Turn off notifications on both your phone and your laptop if you really want to focus on the important tasks.
4. Find your peak performance time
Work on important tasks during your peak productivity hours. Some of us work best in the mornings while others function better later in the day.
5. Ask yourself, "does this add value?"
One simple but effective question you can ask yourself is “does this add value?”. That value can be related to customers or colleagues or the company. Does it trump the important tasks that are key for your role?
“This is all well and good…” you say.
We know...don’t worry, we have some practical examples below!
Putting it into practice
Here are some practical examples to help you prioritise effectively:
1. Learn to say 'no'
What have you already committed to, and is there any one else that can help them?
“I’m afraid I can’t work on this as I’ve already committed to preparing for the monthly check-ins with my team. Is there anyone else that can help you?”
If agreeing to take on a task in the future, be sure to communicate that you need to complete your priorities first.
“I can look at this on Monday afternoon after I finish making my client appointments.”
2. Block off time in your calendar
Try using a calendar subject/title like below:
“Working on my weekly priorities - please do not book any meetings in”
3. Remove distractions
Begin by removing your phone and switching off notifications for 30 minutes. If both you and your colleagues manage to survive this time apart, try 45 minutes next time!
4. Find your peak performance time
When do you function at your best?
If it’s morning, save your most important tasks for then. If it’s later in the day, block off time in the afternoon.
5. Ask yourself, "does this add value?"
If something “urgent” comes in that risks taking you away from your most important tasks, a great question to ask yourself is:
“Does this task add value to what I’m/we are trying to achieve?”
Key takeaways
Block off time in your calendar for important tasks during periods where you typically operate at peak performance (i.e. in the morning or afternoon). Remove any potential distractions and turn off phone and laptop notifications.
Learn to say ‘no’ or if necessary, ‘yes’ but at a date and time that works best for you. When communicating with colleagues, be sure to explain why you can’t do something right now (i.e. a one-liner to say that these are the important things you’re working on right now).
When trying to determine if something is important or not, remember to ask yourself: “Does this add value?”
Think big. act small
When you think about the one area of your role that can be improved, how can you ensure you prioritise it?
Content sources
Forbes, 13 Savvy Tips Leaders Can Use To Get Better At Prioritizing, Expert Panel
Forbes, Eight Critical Prioritization Tips When Everything Seems Important, Expert Panel
Harvard Business Review, How to Focus on What’s Important, Not Just What’s Urgent, Alice Boyes
The Mere Urgency Effect, Journal of Consumer Research, Meng Zhu, Yang Yang, and Christopher Hsee
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