Prioritization - how to manage your time and energy well

So… how often does your day look something like this?

  1. Read and respond to the 65 emails in my inbox.

  2. Get my donor the report and update they urgently need.

  3. Respond to my team on the welfare issue they raised and I forgot to get back to them on.

  4. Organize the next community meeting so we can agree on the grazing management plan.

  5. Review quarterly goals to see if we’re on track.

  6. [Fill in the blank_______]

We can’t give you more time in your day. But we can give you tips and tools to help you choose the right things to spend your time on, which ultimately, will lead you to success.

7 steps towards better time management

1. Know how you work best →

When during the day are you most productive? Are you maximizing those productive hours by focusing on important things rather than mundane, routine tasks? Schedule your time carefully so you do your most critical work during your most productive hours.

2. Set weekly goals →

Ask yourself, “what are the most critical things you must accomplish this week in support of your annual work plan?” HERE is a useful tool we’ve developed to help you set your weekly goals.

Here’s another simple formula: Identify 1 - 3 top targets per day, list them in order of priority, and don't do no. 2 until you finish no. 1. This is useful for both personal and organizational priorities.

3. Eliminate distractions →

Throughout the day, it's easy to get bombarded with texts, phone calls and emails. Additionally, other distractions such as interruptions from colleagues, family (especially with many of us now working from home), can take away your focus.

Find ways to eliminate these distractions to help you be more productive, e.g. turn off notifications, put your phone on silent and out of reach for periods of time, or have ‘office hours’ where people can meet with you.

4. Categorize tasks and activities  →

We love the Covey Time Management Matrix, a framework for prioritizing time and tasks for optimized efficiency and productivity. This model uses a four-quadrant system to help you categorize each task and activity, and help you decide where you should focus your time and energy. Urgency: Tasks and responsibilities requiring immediate action or attention. Importance: Those with high significance or value to goals.

5. Phase  →

Not everything has to be done at once. Often work can be broken down into multiple steps and spread over time.

6. Take time to review, reflect and adjust  →

Ensure that you take the time to think, review and reflect to understand what’s working and what’s not. What are the barriers to you and your team achieving your priorities? How can you remove those barriers?

7. Say NO! →

'Saying no' should not be just at an individual level - it should also apply at an organizational level. For example, a donor might come with additional funding to start a project not aligned with your strategy and mission. While the project might give you some short-term financing, it will sidetrack you from your overall mission. Saying no is a critical recipe to ensuring that your organization wins in the long term. 

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Wanjiku Kinuthia