A LEADERS GUIDE TO PRIORITIZATION
“The question of what you want to own is actually the question of how you want to live your life.”
~ Marie Condo
Have you ever stood in front of an overflowing closet, overwhelmed by the sheer number of clothes, yet unable to find anything you truly wanted to wear? I’ve been there. The chaos in that closet mirrored the clutter in my mind, and trying to organize it only added to my stress. I realized that before I could organize the mess, I needed to let go of what no longer served me—clothes that didn’t fit, pieces I hadn’t worn in years, and items I held onto out of guilt or nostalgia. By decluttering and making those hard decisions to part with the excess, I finally felt a sense of control and peace. Only then could I effectively organize my closet, making it a space that served me well.
It’s true what the Organizational Gurus say: you can’t organize clutter. It’s not just a principle for our personal lives but a crucial mindset for leaders managing their workload and responsibilities.
decluttering vs. organizing
“Decluttering” and” organizing” are often used interchangeably, but they have distinct purposes. Decluttering is the process of removing the unnecessary—whether it’s physical items, tasks, or mental distractions—while organizing involves arranging what remains in a logical and efficient manner.
Attempting to organize before decluttering is futile. In both physical spaces and our professional lives, true organization cannot happen until we reduce what we don’t need. Leaders often try to organize chaotic workloads without first eliminating tasks that don’t align with core objectives resulting in increased stress and a sense of overwhelm.
The importance of prioritizing
“If you have more than three priorities, you have no priorities.”
~ Brené Brown
Prioritization is the cornerstone of effective leadership. Yet, it’s something many leaders struggle with. Successfully juggling numerous important tasks simultaneously is a myth. When leaders try to do everything at once, they achieve less and stretch themselves too thin, leading to increased stress, missed goals and, ultimately, burnout. Never mind the toll that creates for their team. This is why if we are going to identify our priorities and organize our workload, it’s essential to first declutter by eliminating tasks that aren’t critical.
Remember, until the 1900s, the word ‘priority’ was singular before we pluralized it.
why is prioritizing so difficult?
These factors make prioritization a complex and often daunting task for leaders.
- Cognitive Overload: The sheer volume of tasks and responsibilities vying for our attention can make it hard to see what truly matters.
- Emotional Attachments: We often hold onto tasks or projects out of obligation or emotional connection, even when they no longer serve us.
- Difficulty Saying No or Negotiating Timelines: Believing it’s inappropriate to refuse work or negotiate deadlines with higher-ups often leads to overcommitting.
prioritization STRATEGIES
As Greg McKeown says in his book Essentialism: The Disciplined Pursuit of Less, “You cannot overestimate the unimportance of practically everything.”
One of the most effective tools for prioritization is Eisenhower’s Urgent-Important Matrix. This matrix helps leaders categorize their tasks into four quadrants:
Warren Buffett’s 5/25 rule—focus on your top five priorities and avoid the remaining twenty-five—has arguably served him well.
Both approaches help leaders focus on what truly matters rather than getting bogged down by the noise.
THREE steps to streamline and prioritize your work
1. Conduct a Workload Audit: Just as I did with my closet, leaders should periodically review their tasks and responsibilities, identifying which ones are truly necessary and which can be delegated, deferred, or eliminated.
2. Embrace Mindful Decision-Making: Use tools like the Eisenhower Matrix to evaluate the importance and urgency of tasks before deciding how to handle them. Or ask yourself, “If I say yes to this, what am I saying no to?”
3. Create a “Not-to-Do” List to eliminate distractions and maintain focus on your priorities; examples include avoiding non-urgent emails, declining meetings that don’t have a clear purpose, and multitasking on critical projects.
Decluttering my closet was more than just a physical act—it was a metaphor for how I approach my work. When I took the time to remove what wasn’t serving me, I could focus on what truly mattered. The same applies to leadership. Before you can effectively organize and prioritize your workload, you must first declutter. By doing so, you’ll not only reduce stress but also create a clearer path to achieving your goals.
What tasks or projects are you holding onto that no longer align with your goals?
How do you determine what is most important in your work and what can be deferred or delegated?
What is the impact of not prioritizing on your productivity and mental well-being?
