When your work is fast paced and change is constant you find your priorities consistently shift. People in the organisation all have different agendas. Constant interruptions can leave you drained.
In order to manage your priorities, it is crucial you work on your ability to communicate. Most people have issues dealing with delegation and time to follow up.
Let me help you learn to deal with the unexpected, manage your competing priorities, constant high levels of stress and try to find the time to build strong relationships for success.
It may seem simple but to manage your priorities you first must take the time out to identify them. Once you have a firm understanding of what they are, you can then start to identify the things that get in the way. You can identify what you are in control of and what you have no control of.
The inability to say ‘No’ gets you dragged into more and more work. Don’t forget about the importance of clear communication. To be successful you must be able to express your needs to others who have all these conflicting perspectives and priorities for their work that crosses yours.
It is important that in order to maximise your availability you keep your diary updated. When you are interrupted and have additional work thrust upon you it is important to be clear about the ask, the expectation, the delivery date, the expected role and responsibilities and any additional resources required or being offered.
Take the time out to do a reality check on the amount of work you have on your plate and ask for help if you are beginning to feel overwhelmed. It can be hard to admit that you need assistance and help but you are best placed to understand what you can and cannot deliver.
By reaching out and asking for assistance it shows you are aware of your situation, you are giving it your best shot and that you have a commitment to meeting deadlines and do not want to fail.
Meet your manager or the leader of your group or project to discuss the situation. The meeting should be constructive where appropriate action and any reordering of the priorities can be discussed and an action plan put in place.
You are asking for help because there are too many demands placed on you and you are stressed and overloaded. When organising the meeting with your boss you will feel uncomfortable so it is important that you take the time out to prepare your thoughts, suggestions and potential solutions. This shows you have given the matter some thought and are likely to gain support in the meeting.
Put a list of all your commitments and deadlines and present them. List some alternative solutions including temporary help, extending deadlines, delegating work elsewhere. Emphasise the impact on the business if deadlines are not met, keep the conversation factual and unemotional.
In order to manage your priorities, it is a good idea to keep a time log of all your work commitments and deadlines.
Track your work daily for a week then analysis the results, ask yourself :
What you spent your time on?
What the interruptions where?
If I had more information, could I deliver the work?
Could I have delegated better?
Take some time out during the day for a quiet hour, a time when you take no calls, no interruptions, no visitors. Block out the time in your diary every day. On a day you are delivering a deadline let people know you are busy and you are not accepting any interruptions.
When you put these processes in place you give yourself a good shot at meeting all your deadlines and managing priorities.
