How I Manage Multiple Priorities

Are you overwhelmed with trying to manage multiple “top” priorities? Do you feel you’ve overextended yourself? Is the pressure more than you can stand? If you can fog a mirror these days, you probably answered yes to at least one of those questions.

Full CalendarI’ve felt the same way many times. For the record, I manage 16 stores in 6 states (two of those stores are under construction). I’m a husband, a father to three children, an occasional adult Sunday School teacher, a homeowner, and a blogger who is averaging 6,300 page views per day (this month) and posts an article 6 times per week. I graduated with a 3.82 GPA from a US News and World Report “Top Tier” graduate school as an MBA two months ago. I know and understand what it’s like to be busy. Believe me, I get overwhelmed too. I frequently wonder how I’m going to get everything done and it’s then that time management takes on a whole new meaning.

I’ve been asked so many times how I manage all these multiple priorities, I decided to use this information as a blog post and list a few techniques I use to help me manage time more effectively.

First, I establish what really ARE my priorities.

No more than one thing can be my top priority at one moment in time. It is a physical and mental impossibility. Dozens of people will disagree, but there is no way I can give my full attention to driving and sending a text message at the same time. There is no way I can listen to my client’s instructions and take notes on what the boss is saying at the same time. I can quickly change my priorities between subjects, but if I try to do more than one thing at a time, something will suffer. For me, I can only be “white hot intense” on one thing at a time. It’s called focus.

I ask myself, if there was only ONE thing I could accomplish today, what would I want it to be? This “thing” must be:

  • Measurable and specific.
  • Compatible with what’s going on in my day at the time.
  • Time specific or have some sort of deadline.
  • Written down on a To Do list or be written on a goal sheet.
  • Something that I own, that I’m accountable to accomplish.

If that ONE thing doesn’t fit these criteria, it shouldn’t be a “priority.” Next I ask myself, if I could accomplish just one more thing today what would it be. That item becomes my second priority. I carry this out for ten or more items each day. I don’t always get to all of them, but I give it my best shot and if I fail, it can always go on another day’s list.

If I keep having the same item listed at number 8 and I never seem to get to it, should it really be on the list anyway?

Second, I eliminate things in my life that really don’t matter.

Believe it or not, there are some things you can live without. Television, newspapers, certain social activities all take a lot of time but do nothing to help me reach my goals and accomplish my priorities. Television can be ignored with the right tools.

I also eliminate those items that never do get around to being done, those number 8′s if you will. If it never rises to the top five, no matter how many times I neglect it, it isn’t a priority I should be concerned with. I’m trying to manage multiple priorities, not multiple “hope to get to it one day” tasks.

Third, I take some items and delegate them.

With item such as travel arrangements, it isn’t critical that I alone handle them. I ask our operations assistant to make those arrangements and thereby free myself to accomplish my higher priority items. Other delegable tasks could be filing, generating reports, data entry, or anything that is a time consuming task easily completed by another staff member.

Delegation is a difficult thing to do sometimes, especially when the GPS unit I requested in my rental car isn’t reserved and I’m left with a 5 year old map of a city I’ve never visited, but when I’m managing multiple priorities, I have to let go of some things. Then I let the chips fall and regroup where necessary.

I never, ever delegate something that is a critical component to my success.

Otherwise, I could go from managing multiple priorities to managing one: finding a new job! Deciding what to delegate isn’t always easy for me, though it does get easier over time when you have a highly competent staff. One thing I’ve learned is that if a staff member is constantly coming to me requesting further instructions, either I wasn’t clear in the beginning or the task may be too big for them to handle. At that point, I have to take it back and show them what I want done and how to do it.

Fourth, I use my discretionary time wisely.

I use down time in airports to catch up on reading, conduct some online research, or to check on a store’s progress. If I call someone and get put on hold, I use that time to review and respond to emails. If I have 15 minutes between meetings, I use that time to somehow move me closer to finishing one of those multiple priorities. Every minute is precious. If I’m managing multiple priorities, time is a scarce resource that I must properly manage, just like any other asset. You may manage inventory, cash, equipment, software, or trucking routes. You must also manage time.

Fifth, I always remember that procrastination is a thief.

What does it steal? Time. Productivity. Peace. I once held a position where I was the single point of contact for 28 outside salespeople. I was constantly bombarded with requests to get something done for this sales person’s customer or that house account. My rule was: Do It Now. If I waited, there was the possibility I would forget, so I learned to avoid procrastination like a co-worker with the flu. If you can get a task accomplished in less than two or three minutes, go ahead and do it right then and there. If it will take longer, write it down on your calendar right then and there. Take some sort of action (even recording it is an action) immediately.
If you’re faced with having to closely manage your time because you’re managing multiple priorities, give these ideas a try. Leave a comment on what works for you as well as what doesn’t. This site was established to become a sounding board for ideas and I would love to hear from you.

Final note: Insure that you have a good work life balance. I use these tips and techniques in my your work life, but I have to make sure I schedule some time for myself and my family. When managing multiple priorities, always schedule in your top priorities.

[tags]manage, managing, multiple, priorities, priority, time management, delegation[/tags]