Professional juggling How to handle multiple competing priorities

Professional juggling

How to handle multiple competing priorities under pressure

by Erin Saunders, ON Services

Valentin Salja and Kathy G. Johnson There are things we can do with a little organization, planning, and strategic multitasking that can help us get through the busy times without missing a beat.

There’s also science behind the power of the list. Daniel Levitin, the author of The Organized Mind explains, “Most people can only hold about four things in their mind at one time. List-making takes that mental juggling out of the picture. You don’t have to think about what you have to do, and you’re not distracted since it’s written down in front of you (Basu, 2016).”

Lists are a way to understand the tasks ahead, capture new things as they are thrown at you, and take the pressure out of trying to remember what you need to focus on.

2. Next, prioritize your list. Consider the urgency or deadline associated with each deliverable. Understand the impact of focusing on the task vs. delaying it. How important is it that you tackle that action item? Once you understand the urgency and importance, you can decide what to focus on first.

Customers are calling. Deadlines are

looming. Employees have questions. Positions are open. We’ve all been in situations where we feel like there is more on our plate than we can possibly tackle in one sitting. These times can feel overwhelming and stressful.

There are things we can do with a little organization, planning, and strategic multitasking that can help us get through the busy times without missing a beat.

1. First, understand what is really in front of you. Make a list of all the things you need to get accomplished. This is most likely going to be a fluid list, as demands are going to change. Lists create a tangible way to track our priorities and tasks ahead of us.

Don’t forget the power of tackling those small or quick items on your list. Studies have shown that each time we cross off a task on a list, our brains release a small amount of dopamine, a chemical in our brain that helps with motivation and positive reinforcement (Saez, 2019).

It also matters whether you like the task you’re completing. If there are things you don’t like to do, or are dreading, it’s best to complete them all at once. In her Yale Course, the "Science of Well Being," Professor Laurie Santos explains, “If you have a horrible problem set that you don’t want to do, do the whole thing at once. Don’t break it up into 15-minute things where you take a break, because every time you go back to it, it’s going to be bad (Santos, 2019).”

When you tackle unpleasant tasks all at once, and cross things off your list, it’s going to reward your brain and make you more motivated to continue.

3. Make the big small. Have a problem in front of you that feels unwieldy or insurmountable? Break it into pieces. It can help to take a step back and think about what individual things need to be done to comprise the whole of the challenge. This can also help you figure out when you need to include others, when you need additional information, and when you can delegate pieces of the project.

4. Make sure you’re carving out time in the day to be able to focus on

tasks and action items. Block time on your calendar specifically to tackle things on your list. This will help prevent you from being caught up in so many meetings or unplanned tasks that you can’t focus on what you need to get accomplished for the day.

5. Be on the lookout for problems.

Many of us work through our tasks hoping that problems won’t arise. While this may be true for some activities, it’s unrealistic to expect that every project will be problem free.

Instead, be on the lookout for potential problems or challenges. This will help you spot them early and minimize their impact.

6. Get feedback. Lots of it. Loop in the people who are affected by your work. If it’s customer focused, reach out to your client and let them know your plan. Manage their expectations and get input from them on your timing or approach.

The same thing holds true for internal stakeholders. Help your teams determine what’s important to focus on. When they are struggling, help them understand how to prioritize their day. When appropriate, delegate tasks to those on your team. By getting feedback, not only are you letting people know you are focused on the results, but you’re also making sure everyone is clear on next steps and included in the process.

Finally, be flexible. As much as you plan, change is inevitable. When you know to expect it, you can adjust to it quickly and calmly. When expectations shift suddenly, it can be disconcerting. Counter the effects of stress by taking a step back and focusing on being calm. Shift your workload as needed, remembering to focus on what is most immediate and most important.

When work feels overwhelming, view it as a challenge to be tackled. With a little organization and strategy, you can tame the unwieldy and restore balance to your professional life.

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About the author Erin Saunders is Director of Human Resources with ON Services in Norcross, GA.

P: 770-457-0966 E: Esaunders@ONservices.com