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Prioritize Tasks Under Urgent Deadlines 🏃♂️✅ “Things which matter most must never be at the mercy of things which matter least.” - Johann Wolfgang von Goethe 📌⚖️ When swamped with urgent deadlines, deciding which tasks to tackle first can be challenging. Here’s a strategy to help: Use the Eisenhower Matrix: Divide tasks into four categories: 1. Urgent and Important: Do these first. 2. Important but Not Urgent: Schedule these. 3. Urgent but Not Important: Delegate these. 4. Neither Urgent Nor Important: Eliminate these. This approach helps you focus on high-priority tasks, ensuring efficient use of your time and reducing stress. #TaskManagement #TimeManagement #Productivity #StressManagement

When swamped with urgent deadlines, I prioritize tasks by using a simple prioritization strategy: 1.Assess Urgency vs. Importance Urgent and Important: Tackle these tasks first as they have immediate consequences. 2.Important but Not Urgent Schedule these tasks after the urgent ones. 3.Urgent but Not Important: Delegate if possible or handle them quickly after the critical tasks. 4.Neither Urgent nor Important: Defer or eliminate these tasks.

As a Clinical Research Project Manager, when faced with urgent deadlines, I prioritize tasks based on their impact on project timelines and regulatory compliance. First, I identify critical path activities directly affecting study progress and ensure they’re on track. Next, I address tasks with immediate deadlines, especially those linked to regulatory submissions or site activation. I also assess any functions that could create bottlenecks if delayed. Clear communication with my team is essential to delegate non-critical tasks, ensuring that high-priority activities are handled efficiently to keep the project on schedule.

So here's my perspective. When I was working full-time as a Legal Assistant for multiple partners, we had a system for the workflow. Red folder was urgent (to be done immediately). Yellow folder was next in line. Blue folder was work to be completed by week's end. The best way to put in a system that works for you is to communicate with those you work with asking them what the priority timeline is for work-related tasks. I would even suggest having a system like the one that I described. Also, when you find yourself with several tasks at the same time, and you need more time, figure out how much time you need and then let them know what your solution is. Hope this helps!

Stress can be both an asset and a burden; it can drive creativity and achievement when managed properly, but excessive or prolonged stress can lead to burnout. Balancing stress levels is key to harnessing its positive aspects while avoiding its detrimental effects.

For structured approach , Here are a few additional tips to further enhance your process 1 Regular Review and Adjustment Regularly review your priorities to ensure they remain aligned with the evolving goals of your organization. 2 Leverage Data and Metrics Use data and key performance indicators (KPIs) to objectively assess the impact of tasks. 3 Assign lower-impact tasks to others if feasible. This allows you to focus on high-impact activities while empowering your team members to grow and contribute. 4 Use Technology Utilize project management tools to track tasks, deadlines, and priorities. Tools like Asana, Trello, or Microsoft Planner can help 5 Reflect and Learn After completing tasks, reflect on their outcomes.

Cuidar das tarefas importantes e não tão urgentes é o segredo para ser bem sucedido. É comum deixar para cuidar do que mais importa quando já virou urgência.

In one of my roles, I was juggling several projects simultaneously, all with tight deadlines. To manage this effectively, I evaluated the impact of each task. I prioritized those that had significant consequences for the team and the company. For instance, I focused first on a client presentation that was crucial for securing a major contract, knowing its success would benefit the entire company. By concentrating on high-impact tasks, I ensured that my efforts contributed meaningfully to the organization's success and made a real difference.

"Impactful Prioritization: When tasks pile up, it's easy to get bogged down in busywork. But what if we flipped the script? By prioritizing tasks that have a significant impact on our team, company, or long-term goals, we can create a ripple effect of success. Let's focus on the tasks that: - Drive meaningful progress - Unlock opportunities for others - Advance our organization's mission By prioritizing impact, we maximize our contributions, drive real results, and create a lasting legacy. It's time to make every task count."

While assessing urgency, it’s crucial you have to understand the impact of the tasks, higher impact tasks should be completed on priority.

La technique Pomodoro peut être combinée avec l’estimation de l’effort pour gérer les tâches longues et exigeantes. Comment l’utiliser : 1. Choisissez une tâche et estimez l’effort : • Sélectionnez une tâche et estimez le temps requis. 2. Utilisez des intervalles de 25 minutes : • Travaillez sur la tâche pendant 25 minutes, puis prenez une pause de 5 minutes. 3. Priorisez les tâches à effort élevé en premier : • Commencez par les tâches qui nécessitent le plus de temps ou de ressources. 4. Réajustez selon les obstacles : • Soyez réaliste quant aux obstacles et ajustez vos priorités en conséquence.

Here are some steps to help with this process: 1 List Tasks Write down all tasks you need to accomplish. 2 Estimate Effort For each task, estimate how long it will take and what resources you will need. 3 Assess Impact and Urgency Evaluate how impactful and urgent each task is. High-impact and urgent tasks should generally be prioritized. 4 Compare and Prioritize When two tasks are equally important, prioritize the one that requires more time and resources. 5 Adjust as Needed As you work through your tasks, reassess and adjust your priorities based on new information or changes in urgency and impact. 6 Track Progress Keep track of your progress and adjust estimates if needed, which can help improve the accuracy .

When I had two equally urgent and impactful tasks, I used effort estimation to decide where to start. I began with the task that required the most time and resources. For example, a comprehensive market analysis report needed extensive research and detailed data interpretation, so I prioritized it over smaller, quicker tasks. By tackling the more substantial item first, I cleared a significant portion of my workload early on, which gave me a sense of progress and helped manage my time better as deadlines approached.

Nutze ich Zeitmanagement Techniken, so gilt für mich persönlich immer bereits bei der Eintragung der Aufgaben deren Länge zu erhöhen und mind. 10-15% Puffer einzubauen um entspannt auch auf Unvorhersehbares reagieren zu können. Planen wir unsere Zeiten zu knapp geraten wir zu schnell in einen Strudel aus Überbelastung. Auch Zeiten der Entspannung und Regeneration sollten wir in unseren Alltag einplanen. Dies sind für gewöhnlich die ersten Prioritäten welche wir fälschlicherweise verschieben.

Most importantly, delegate the low impact tasks so you can fry the bigger fish properly. Many people lack trust in their teams or are perfectionists, I would say to them, “suck it up and get the job done by delegating the lower impact tasks”.

Here are some key steps to ensure successful delegation: 1 Identify Tasks Determine which tasks can be handled by others. Focus on repetitive or lower-priority tasks 2 Choose the Right Person Select team members who have the necessary skills and capacity to handle 3 Provide Clear Instructions Clearly communicate the task requirements, expectations, deadlines, and any resources needed 4 Set Milestones and Checkpoints Establish regular check-ins to monitor progress, provide feedback, and offer support as needed 5.Trust and Empower Trust your colleagues to complete the tasks. Avoid micromanaging 6 Acknowledge and Appreciate Recognize and appreciate the efforts and contributions of your team members.

In a busy period, I realized that trying to do everything myself was impractical. I identified tasks that could be delegated to capable team members. For example, I had a marketing plan to draft and knew my colleague had a knack for creating engaging content. I delegated the initial draft to her, freeing up my time for strategic planning. Trusting my colleagues not only lightened my load but also empowered them and fostered a collaborative environment. Delegation became a key strategy in managing my time effectively and meeting all deadlines.

Méthode RACI La méthode RACI est un outil de gestion de projet qui aide à clarifier les rôles et les responsabilités. Comment l’utiliser : 1. Identifiez les tâches et les responsables : • Responsible (Responsable) : Qui fait la tâche. • Accountable (Rend des comptes) : Qui est responsable du résultat. • Consulted (Consulté) : Qui donne des conseils ou des avis. • Informed (Informé) : Qui doit être informé de l’avancement. 2. Créez un tableau RACI : • Listez les tâches et assignez les rôles RACI pour chaque tâche.

Delegieren kann eine enorme Erleichterung sein. Identifiziere Aufgaben, die andere in deinem Team übernehmen können, und gib ihnen klare Anweisungen. Das schafft nicht nur ein unterstützendes Umfeld, sondern gibt dir auch die Freiheit, dich auf strategisch wichtige Aufgaben zu konzentrieren.

Respect des Blocs de Temps Respectez les blocs de temps aussi étroitement que possible pour éviter le multitâche et les distractions. 1. Minimisez les interruptions : • Informez vos collègues de vos créneaux de travail et de non-disponibilité. • Utilisez des outils comme “Ne pas déranger” sur votre téléphone et votre ordinateur. 2. Prenez des pauses régulières : • Intégrez des pauses courtes entre les blocs de temps pour vous reposer et vous recentrer. 3. Soyez flexible mais discipliné : • Si une tâche prend plus de temps que prévu, ajustez votre calendrier, mais ne sacrifiez pas les pauses et les autres tâches importantes.

Time blocking is something I resisted for a while but the busier I got the more valuable it became. One thing I found helpful to kick off time blocking is to use the Pomodoro Timer.

Trabalhar em blocos de tempo ao invés de focar na realização da tarefa é uma boa estratégia a ser experimentada. A cada 25 minutos, descanse 5. Cuide para não ter distrações durante o bloco.

With a packed schedule, I turned to time blocking to organize my day. I set aside specific blocks of time for different tasks based on their priority, impact, and effort estimates. For instance, I allocated the first two hours of my day to work on high-priority tasks without interruptions. This method prevented multitasking and kept me focused. Time blocking increased my productivity and reduced stress, helping me make significant progress on crucial tasks and ensuring I stayed on track with my deadlines.

Sprechen wir über Timeblocking und feste Strukturen ist es mindestens ebenso notwendig auch über die Freiräume dazwischen zu reden und diese sinnvoll zu nutzen. Gerade "tote" Zeit ist ein Thema welchem wir uns annehmen sollten. Ständige Reflektion der Nutzung dieser "toten" Zeit kann dazu führen, dass wir unseren Alltag deutlich effektiver gestalten können. Die Stunde im Arztzimmer kann in unserer heutigen Zeit dazu dienen effizient etwas für uns zu tun. Sei es sich bewusst mit dem eigenen Stressmanagement auseinanderzusetzen oder effektiv arbeiten zu bewältigen. Lernen wir diese Zeiten bewusst wahrzunehmen und zu nutzen, dann steigt unsere Leistungsfähigkeit deutlich.

Every day, my workout acts as a bridge between work and personal time. It gets me energized and ready to unwind. After showering, I settle into my comfy armchair and let my mind wander through the day's events. Initially, these reflections tended to dwell on missed opportunities. Now, I take the time to appreciate what went well and identify areas where I can grow or maintain positive habits. 1. Create a Transition: find an activity that signals the shift from work to personal time. 2. Find Your Quiet Space: settle into a comfortable and quiet environment. 3. Let Your Mind Wander: allow your thoughts to freely flow over the day's events. 4. Shift Your Focus: guide your reflection towards the positive. What went well?

Experimentar estratégias novas, refletir sobre o que funcionou para você e implementar mudanças no que não funcionou faz parte do desenvolvimento contínuo.

Every evening, I took time to reflect on what I had accomplished that day and planned for the next. This practice allowed me to adjust my priorities based on any new developments. For instance, after completing a major report, I reviewed the next day's tasks, considering any changes in urgency or impact. This daily reflection helped me stay organized and maintain a positive outlook despite the pressure. Recognizing my achievements each day also boosted my morale and kept me motivated to tackle the upcoming challenges.

.From Mr. Demir Bentley and Ms. Carey Bentley of the Life Hack method, choose one task that will make the whole entire next week easier. This is called leveraged priority. When this is done, celebrate in some small meaningful way. You just made your next day or week easier. This adds up the more times you do it, until life becomes relatively smooth sailing.

Nimm dir am Ende des Tages ein paar Minuten Zeit, um über das Erreichte nachzudenken und den nächsten Tag zu planen. Diese Reflexion hilft dir, den Überblick zu behalten und sicherzustellen, dass du dich immer auf die wichtigsten Aufgaben konzentrierst. Es ist auch eine gute Gelegenheit, deine Erfolge zu feiern und motiviert in den nächsten Tag zu starten - klappt bei mir super!

Sometimes it helps to take a 5 minutes break, calm down, breathe deeply and be kindly compassionate towards yourself and automatically you will find a way out thereafter.

Nadie que quiera salir de viaje en su coche lo hace con garantías sin antes haber revisado lo esencial, frenos, refrigeración, combustible, etc. Sería una imprudencia. De igual manera asumir el abordaje de tareas sin ser consciente del nivel y calidad de la energía personal disponible en ese momento y activarla o gestionarla de la manera más eficiente, también es una imprudencia, y su impacto el elevado nivel de estrés y enfermedades asociadas a este que los profesionales muestran.

Les situations d'urgence nous submergent quotidiennement. La gestion du stress et la stabilité émotionnelle sont des enjeux importants à prendre en compte pour pouvoir décider de l'urgence des taches à accomplir. L'intelligence émotionnelle nous permet de développer des capacités pour faire face aux pressions de l'environnement. Ainsi, apprendre à gérer son stress est un levier pour décider des importants, s'organiser et éventuellement déléguer.

Two of the things I tend to consider prioritizing tasks are: 1 The urgency value of the work/s. On which among these are needed to be done right away; and 2 The realistic factor in getting certain tasks done. Some jobs can be done easier which helps some workers keep them going instead of struggling around the most urgent yet at the same time, the time consuming one. But of course, number 2 can only be done better if they'll be more mindful of the tasks at hand.

Oftentimes, when the nervous system is overtaxed with stress, it becomes difficult to prioritize things by urgency or level of importance, because our amygdala is activated in fear response, and so our prefrontal cortex can’t access the logic and reasoning skills necessary to do that prioritization work. If you feel frozen in your decision-making process, I recommend doing some nervous system regulation work first before diving into the work of figuring out what to do when. This will move your mental focus out of the amygdala and back into the body and the prefrontal cortex. Nervous system regulation work can look like jogging or walking, breath work, meditating, EFT tapping, or any other kind of somatic experiencing work.