Tips for Prioritizing Your Workload

The harsh truth? You chose big goals, so you can't expect it to be easy. Your feeling overwhelmed, I get that. Here’s the good news: ↳ It means you’re on the right track. Your plate is full... that’s a sign of ambition. But burnout is real. And you can’t afford to ignore it. If you handle your workload wisely you: ↳ Protect your well-being. ↳ And set yourself up for sustainable success. Here are 5 simple strategies that helped me: 1. Gratitude: Why it matters: → It rewires your brain to focus on positives. → It turns challenges into growth opportunities. → It keeps you grounded in the chaos. How to: Morning Reflection: • Write down 3 things you’re grateful for. Gratitude in the Moment: • Pause and find something to be thankful for. End-of-Day Recap: • Review your day and note what went well.   2. Prioritization: Why it’s crucial: → Not every task is of equal importance. → Effective leaders focus on what matters most. How to: The Eisenhower Matrix: • Divide tasks into Urgent and Important categories. • Use Trello or Asana for task management. The 80/20 Rule: • Identify the tasks that drive results. • Use data analytics to track true impact. Time Blocking: • Allocate time for high-priority tasks. • Use Google Calendar to protect those blocks.   3. Delegation: Why it’s key: → You can’t do it all—nor should you. → Trusting your team lightens your load. How to: Identify Strengths: • Know your team’s strengths and weaknesses. • Assign tasks using Slack or Teams. Communicate Clearly: • Provide clear instructions and expectations. • Use project management tools for clarity. Follow Up, Not Micromanage: • Check in to offer support as needed. • Use task tracking to monitor progress.   4. Mindset: Why it matters: → The journey is mental as well as physical. → Being positive turns obstacles into stepping stones. How to: Reframe Challenges: • See obstacles as learning opportunities. • Use e-learning platforms to upskill. Visualize Success: • Spend time visualizing your goals daily. • Map out steps with visualization apps. Practice Self-Compassion: • Be kind to yourself when things falter. • Reflect using digital journals.   5. Balance: Why it’s non-negotiable: → Sustained success requires both hard work and rest. → A burned-out leader can’t lead effectively. How to: Set Boundaries: • Define clear working hours and stick to them. • Use RescueTime to manage screen time. Prioritize Health: • Make time for exercise, sleep, and health. • Use fitness trackers to meet goals. Schedule Downtime: • Plan breaks and vacations as you would meetings. • Relax with apps like Calm or Headspace.   Now, it's time to put them to use. Because you can cry about having a lot on your plate... But you don't have to. What’s one tool that helps you manage a full plate? 👇 Share your tips in the comments!

Sometimes I look back at my time on active duty in the Air Force and wonder how I got everything done . . . how did I get kids to soccer, stay credible in the airplane, do laundry and grocery shopping, and focus on my role as a commander and leader. The reality is that there were often times throughout my career where I felt overwhelmed by multiple competing priorities . . . there just didn’t seem to be enough time in the day to get it all done. The only way I could keep my head above water was to get serious and deliberate about prioritizing. I didn’t always get this right (in fact, many times I did not), but here are a few ideas that can help you prioritize and make the most of your time: 1️⃣ Identify Your Goals/Priorities: Clearly define your objectives to focus on tasks that align with your priorities. 2️⃣ Prioritize Tasks: Conduct a thorough analysis of your daily tasks. Determine which tasks are urgent and important, and focus on completing those first. (I didn’t know about the Eisenhower Matrix then, but I find it highly effective now for prioritizing my tasks.) 3️⃣ Delegate Responsibilities: Trust others to handle tasks not directly related to your core responsibilities, freeing up time for priorities. 4️⃣ Set Realistic Deadlines: Break down larger tasks into smaller steps with achievable deadlines to maintain steady progress. Micro/quick wins are also nice. (I personally enjoy crossing items off of my to-do list.) 5️⃣ Learn to Say No: Be selective about new commitments to avoid overloading your schedule (sometimes easier said than done, and it’s helpful to have an accountability partner on this). 6️⃣ Block your Schedule: Consider setting aside specific blocks in your schedule for strategic thinking. Creating this space ensures that you are actively working toward your goals and objectives and not just getting bogged down in the weeds. 7️⃣ Review and Adjust: Regularly reassess your schedule and priorities to ensure they align with your goals, adjusting as needed. (I use a high-tech sticky note and review/re-write at the end of each day). Whether you’re a business professional, military member, entrepreneur, or student, effective time management is key to maintaining productivity and reducing stress. #LeadWithCourage ----- 🛩️ About me: I’m Kim “KC” Campbell, a retired Air Force Colonel, fighter pilot, author, and keynote speaker. I work with organizations that want to develop courageous leaders and teams so they can overcome challenges, navigate uncertainty, and elevate performance.

During my time as a Principal TPM in the Oracle Cloud Infrastructure team, I learned firsthand that knowing what to de-prioritize is equally crucial as prioritization. Prioritization is a delicate dance every Technical Program Manager performs daily. It's not just about crafting a to-do list; it's about making strategic choices that propel your projects and teams forward. Mastering this art can mean the difference between smooth sailing and utter chaos in the whirlwind of technical program management. It's all about feeling empowered by the decisions you make. Imagine your workload as a juggling act – not every ball is the same size, and not every ball needs to be caught immediately. 🤹♂️ Early in my career, I was juggling a major product launch, a team restructure, and a handful of smaller projects. Trying to do everything at once was a recipe for disaster. After a near-miss with a critical deadline, I started each day by listing my tasks and categorizing them into "urgent and impactful," "can be done later," and "delegate." The change was immediate and profound. Not only did I meet my deadlines, but my team also became more cohesive and efficient. 🎯💪 Some popular prioritization strategies that have helped me and many others include: Eisenhower Matrix, which categorizes tasks into four quadrants based on urgency and importance(Do First, Schedule, Delegate, and Don't Do). 📊  The MoSCoW method (Must have, Should have, Could have, and Won't have) is another excellent approach, especially for managing project requirements. 📝  Ivy Lee method, where you list the six most important tasks to complete the next day and focus on them in order of priority. Each method can provide a clear framework for deciding what needs immediate attention and what can wait. Understanding the power of saying "No" can be transformative, allowing you to focus on what truly matters and avoid unnecessary stress. So, the next time you're feeling overwhelmed, remember: it's not just about what you do, but also about what you choose not to do. Share your prioritization hacks, challenges or stories in the comments! 👇💬

How to Prioritize When Everything Feels Urgent 👇 Ever feel like everything on your to-do list is "urgent"? As Product Managers, this feeling can be overwhelming. But the truth is, not everything is equally important. Today, I’m sharing simple strategies and personal methods to master prioritization even when everything feels urgent. 1. The 80/20 Rule (Pareto Principle): Focus on High-Impact Tasks When everything feels urgent, it’s easy to confuse "busy" with "productive." How it works: The 80/20 Rule states that 80% of results come from 20% of the work. My Approach: Identify the 20% of tasks that will create 80% of the impact. Ask, "If I could only accomplish one task today, which one would have the biggest impact?" Ruthlessly cut or postpone "low-impact" tasks until essential work is done Example: Instead of responding to every email immediately, I’ll spend the first hour of my day working on the most critical task like preparing a roadmap presentation for stakeholders. 2. One Big Thing" Method: Reduce Cognitive Overload When everything feels urgent, decision fatigue sets in fast. How it works: Focus on just one "big thing" per day and make it your primary goal. My Approach: Every morning, I ask, "If I could only achieve one thing today, what would it be?" I write it down at the top of my planner and prioritize it over everything else. Once it’s done, I’ll move on to smaller tasks or "urgent" requests. Example: If I need to finalize a product strategy document, that becomes my "One Big Thing" for the day. Only after it's complete will I review smaller tasks like answering Slack messages or attending low-priority meetings. 3. The 2-Minute Rule: Avoid Task Accumulation Tiny, quick tasks have a sneaky way of building up until they feel "urgent." How it works: If a task takes less than 2 minutes, do it now instead of delaying. My Approach: I’ll address simple requests (like approving an expense) as soon as I see them. This prevents my task list from filling up with low-effort items that drain my mental bandwidth. Example: Instead of saving 5 tiny Slack requests to "do later," I’ll handle them at the moment if they take less than 2 minutes. Prioritization isn’t about doing everything. It’s about doing the right things.   Which of these 3 methods do you use most often? #productmanager #productmanagement

Harvard Business Review found that employees spend 41% of their time on tasks that add little or no value to their organization. So, how do you cut through the noise and focus on what matters most? Follow these 7 steps to master prioritization and take control of your workload: 1. Trying to keep track of tasks in your head is a recipe for stress and forgetfulness. Studies show that writing down tasks increases goal achievement by 42%. 2. Not all tasks carry the same weight. Use the Eisenhower Matrix to help sort tasks into four categories: ✅ Urgent & Important: Do these first. 📅 Important but Not Urgent: Schedule them. ➡️ Urgent but Not Important: Delegate if possible. ❌ Neither Urgent nor Important: Eliminate or postpone. When you assess importance, you shift from reactive work to strategic action that aligns with your long-term goals. 3. Once you’ve identified what matters, ranking tasks helps ensure you tackle the most impactful work first. A study in the Journal of Applied Psychology found that employees who prioritize based on long-term impact (rather than immediate urgency) boost their productivity by 25%. 4. Beware: Parkinson’s Law states that work expands to fill the time available for its completion. If you give yourself too much time, you’ll take it. The key? Set deadlines based on urgency and complexity. Research from Harvard Business School found that professionals who set clear deadlines and stick to them are 46% more likely to meet their goals. 5. Many people fall into the trap of handling easy, low-impact tasks first, but this creates the illusion of productivity without real progress. Instead, try this: Identify your top 3 priorities each day and commit to finishing them before moving on to less critical tasks. This shift can dramatically improve efficiency and effectiveness. 6. Priorities shift. If you don’t review and adjust, you’ll end up stuck in yesterday’s plan instead of adapting to today’s needs. A weekly review can increase productivity by 46%, according to Harvard Business School. 7. Multitasking might feel productive, but research from Stanford University shows it reduces efficiency by up to 40%. Instead, try: ✅ The Pomodoro Technique:work in focused 25-minute sprints ✅ Time Blocking: dedicate chunks of time to specific tasks ✅ The 2-Minute Rule: if a task takes less than two minutes, do it immediately Yes, we all want to get things done, but mastering prioritization is about getting the *right* things done. When you focus on high-impact tasks, set clear deadlines, and avoid distractions, you’ll reduce stress, increase efficiency, and make better decisions. #TimeManagement #Priorities #Productivity #Efficiency #Leadership LaTour Leadership Academy

Burnout… let's talk about it When everything feels urgent, it’s hard to know where to start. Especially when you care deeply about your work. That’s where the Priority Ladder comes to the rescue. What’s that? It’s a simple technique to help you: 1.   Sort your tasks 2.   Focus on what really matters 3.   Let go of the rest Let’s walk through how you can use it. 1.    To start, grab a pen and paper. Or just your notes app. Take 10–15 minutes to list everything you need to do. Work tasks, personal errands, emails… Doesn’t matter if it’s big or small — just get it all down. Getting it out of your head and onto paper is the first step to clarity. 2.    Now, go through your list and categorize your tasks: →    Top Priority: Urgent or essential tasks tied to your goals →    Mid-Level Priority: Important but not immediate tasks →    Low Priority: Non-urgent tasks that can wait—or might not need to be done at all 3.    Alright! Now let’s focus on one step at a time. Start with the top-priority tasks and work your way down. Avoid multitasking or jumping between levels. This helps you stay focused and build momentum. 4.    Now, take a look at the low-priority tasks on your list and ask: →    Can someone else handle this? →    Does this really need to get done, or can I let it go? Why do this? Because freeing yourself from unnecessary tasks lightens your load. 5.    At the start of each day, take a minute to reassess. What do I mean? I mean: →    Move tasks up or down based on deadlines or your energy levels →    Adjust as needed — it’s meant to be flexible For example, when I sleep poorly, I’m not as productive as when I sleep well. Luckily, it happens rarely, but it does. In those cases (like literally yesterday), I adjust my plan to match my energy. I focus on tasks that need less mental energy. Because let’s be real, burnout isn’t just about time — it’s an energy game. We talk a lot about time management. But what about energy management? Now, why does the Priority Ladder work? It works because burnout thrives on overwhelm. The Priority Ladder breaks your workload into manageable steps. It helps you focus on what truly matters — and let go of what doesn’t. So, energy management — underrated? Yes or no? “Let’s build a world where everyone belongs through the power of wellbeing!” – Matty

The other week I was chatting with an industry mentee who was feeling the heat 🔥 (and not the good kind!). His event portfolio was overflowing, the holiday season was gearing up and he was starting to feel that all-too-familiar anxiety creep in. 😥 We've all been there, right? 🙋♂️ So, I paused, channeled my inner zen master ( 🧘♂️ kidding... kind of!), and walked him through some of my favorite prioritization methods. Because let's face it, in the whirlwind world of event marketing, staying organized and keeping our mental well-being intact is essential. 🌪️ Here are a few techniques that I shared that always help me conquer the chaos: 1. Eisenhower Matrix (aka Urgent-Important Matrix): This classic method helps you categorize tasks based on urgency and importance. "Do, Decide, Delegate, Delete" - it's like magic! ✨ Seriously though, delegate those "Do Later" tasks, my friends! You don't have to do it all. 2. Red-Amber-Green (RAG): Who doesn't love a good color-coding system? 🌈 With RAG, you can visually prioritize tasks: Red for urgent (🚨), Amber for those needing attention soon (⚠️), and Green for the "I've got this" tasks (✅). Think of it as a traffic light for your to-do list.🚦 3. Kanban Board: This visual workflow system is a lifesaver for keeping track of your projects and identifying any bottlenecks. Plus, moving those sticky notes across the board is oddly satisfying. It's the little things, right? 😉 (If you have a project management tool, this may already be a template) Prioritizing effectively not only boosts productivity but also protects your mental health (Gotta keep that top of mind!). Remember, you can't pour from an empty cup. ☕️ So, take care of yourselves, event pros! 💖 Now, tell me, what's your go-to prioritization method? 🤔 Share your tips and tricks in the comments below! 👇 Let's help each other out! Jitter Garcia Mimi Abdulkadir Lauren Singer Perry Maggie Barton Baird, CMP Kathy Kaden, CCTE, GLP, CMM Shayna Anderson, CMM Carol Rossi Nicole Kovacs, CMP #eventprofs #eventplanning #prioritization #mentalwellness #leadership #productivity #eventmarketing #corporatevents #anxiety P.S. I STILL can't believe I am someone's mentor LOL

Hi again, Topic of the day: "Managing Multiple Priorities in Project Management" When you're juggling daily high-priority tickets, larger strategic work (rocks), and those unexpected small requests, it can feel overwhelming to balance it all. Let's break it down so you can manage everything without losing your mind. 1. Workload and Capacity Planning Workday: 8 hours Buffer for meetings and admin work: ~20% of time Available capacity per person: 48 hours (after buffer) Total Team Capacity: 144 hours 𝑾𝒉𝒚 𝑪𝒂𝒑𝒂𝒄𝒊𝒕𝒚 𝑷𝒍𝒂𝒏𝒏𝒊𝒏𝒈? To balance workload, avoid burnout, and ensure consistent progress across different priority levels. 2. 𝐏𝐫𝐢𝐨𝐫𝐢𝐭𝐢𝐳𝐚𝐭𝐢𝐨𝐧 𝐅𝐫𝐚𝐦𝐞𝐰𝐨𝐫𝐤 𝐟𝐨𝐫 𝐌𝐮𝐥𝐭𝐢𝐩𝐥𝐞 𝐖𝐨𝐫𝐤𝐬𝐭𝐫𝐞𝐚𝐦𝐬 Managing multiple priorities effectively requires a balance between urgent, important, and routine tasks. Urgent-Important Matrix: High-Priority Daily Tasks (~40 hours): Immediate, urgent tasks that require quick resolution. These take precedence but should not derail strategic progress. Strategic Projects (~80 hours): Long-term objectives crucial for overall success. These are planned and tracked to ensure steady progress. Unplanned Work (~24 hours): Ad-hoc requests or unforeseen issues. Team members should assess urgency before addressing them. Objective: Balance immediate responses while maintaining progress on critical goals. 3. 𝐃𝐚𝐢𝐥𝐲 𝐒𝐭𝐚𝐧𝐝𝐮𝐩𝐬 𝐟𝐨𝐫 𝐏𝐫𝐢𝐨𝐫𝐢𝐭𝐲 𝐌𝐚𝐧𝐚𝐠𝐞𝐦𝐞𝐧𝐭 Share quick updates: What was done, what's next, blockers. Identify urgent, high-priority tasks that need immediate attention. Re-evaluate workload balance if urgent tasks disrupt strategic projects. Use time-boxing techniques to focus on essential tasks while minimizing distractions. Purpose: Maintain visibility, adjust priorities swiftly, and ensure balanced workload management. 4. 𝐌𝐢𝐝-𝐒𝐩𝐫𝐢𝐧𝐭 𝐂𝐡𝐞𝐜𝐤-𝐈𝐧 𝐟𝐨𝐫 𝐀𝐝𝐣𝐮𝐬𝐭𝐦𝐞𝐧𝐭𝐬 Evaluate progress on strategic projects. Ensure high-priority daily tasks are manageable and not overwhelming. Assess if unplanned work is creating bottlenecks or delaying planned tasks. Redistribute workload if any team member is overloaded. Purpose: Adapt to changing priorities while maintaining steady progress on strategic goals. 5. Retrospective and Continuous Improvement for Better Prioritization Reflect on how well priorities were managed — what went well, what didn't? Discuss workload challenges openly to identify potential adjustments. Gather feedback to optimize workload distribution and priority handling. Objective: Enhance team collaboration, efficiency, and prioritize smarter for future cycles. Do you see this as a good plan to follow? . .  #SprintPlanning, #Agile workflows, and #Scrum methodologies #ProjectManagement#TeamCollaboration#GoogleProjectManagement#PMI#pmp#capm#csm