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Mastering the Skill of Prioritisation in the Workplace

Hi,

I’m Alix and it’s my mission to help as many as possible work in jobs that meet their passion and purpose, allowing them to reach their full potential, thereby making them happy and fulfilled adults.

By providing support and hand holding where you may not have any, our website is here to offer you a virtual mentor support system where you can pop in and find easy-to-read articles at your own pace.

So, grab a snack and join us today as we investigate the skill of prioritising in the workplace and then dive deep into ways you can excel in mastering it…

What does prioritisation mean?

Prioritisation is the process of deciding the relative importance or urgency of tasks and then allocating your time and resources accordingly. But it’s not just about getting things done - it's about getting the right things done, at the right time, in the right order.

In our modern workplace - where deadlines are tight, responsibilities are numerous, and information flows constantly changing priorities - knowing what to focus on first is not just helpful, it's essential so that you don’t struggle and become overwhelmed and risk missing a critical deadline.

Demonstrating prioritisation in the workplace means consistently identifying what tasks need your immediate attention, executing them with clarity and efficiency, then organising your remaining priorities so you stay on top.

Your ability to prioritise effectively can mean the difference between thriving or merely surviving.

This skill is, of course, closely tied to time management, decision-making, and strategic thinking. It requires not only a deep understanding of your own responsibilities but also those of your team’s objectives along with your organisation’s broader mission.

And it allows you to leave the office and switch off knowing all’s under control, giving you the break you need (and deserve) overnight.

Why prioritisation matters…

The ability to prioritise has a ripple effect across nearly every aspect of your work and, of course, can spill into your home life.

Here’s some reasons as to why it’s so valuable:

Boosts productivity: focusing on the most impactful tasks leads to higher output and better results, releasing pressure on you while impressing management

Reduces stress: when you’re clear on what needs to be done and by when, you avoid the anxiety of being overwhelmed – possibly resulting in less ulcers

Improves time management: prioritisation helps you use your time wisely, preventing wasted effort on low-value activities that add little, or no, value

Enhances decision-making: when you know your priorities, it becomes easier to say ‘no’ and to delegate effectively so that you can focus on what you’re best at doing

Increases visibility and trust: managers notice employees who consistently tackle critical issues and meet key deadlines or, let’s be honest, definitely notice when you don’t

How to demonstrate prioritisation at work…

Whether you're a junior team member or in a leadership role, prioritisation is a visible and measurable behaviour.

So, let’s look at some concrete ways for you to demonstrate it in a professional setting:

Set clear goals and align tasks accordingly…

Start with a solid understanding of your goals - personal, team, and organisational. Use these goals as a guide when deciding what to do first.

When you're aligned with broader (team) objectives, your prioritisation naturally supports the success of your team and people will notice.

Example: If your team’s goal is to improve customer satisfaction scores, prioritising tasks that directly impact customer experience, before you tackle internal administrative duties, will show you’re not only a team player, but know how to prioritise.

Use tools and frameworks…

Adopt prioritisation tools to structure your decision-making until it becomes a natural process.

Search online for project management tools that could work for you to help keep priorities clear and visible to you and your team.

Communicate your priorities transparently…

One of the most powerful ways to demonstrate prioritisation is by communicating it.

Keep your manager informed about what you're focusing on and why.

During team meetings or one-on-ones, discuss priorities and seek input to ensure your reading of them is right. For team meetings this will ensure everyone is clear.

Example: ‘So, we’ll focus on finalising the client proposal this morning, as it’s due by end-of-day. Once that’s done, we’ll shift to preparing the monthly performance reports.’

This way, when you get the nod, you’ll know what to start with, or, if you’ve misheard or misunderstood, your supervisor has the opportunity to guide you.

Be willing to re-evaluate and adapt…

Prioritisation isn’t static - it evolves. It’s easy to find that you have your whole day planned out, only to have another thrown into the mix, changing everything. It only takes the receipt of one email for you to have to re-plan your entire day.

Demonstrate flexibility by reassessing your priorities regularly based on new information, deadlines, or business needs. If priorities shift, make sure to communicate the changes to all involved and adjust accordingly.

Avoid the ‘urgency trap’…

Not everything that’s urgent is important. Learn to distinguish between true priorities and distractions masquerading as emergencies.

Just saying ‘yes’ to every request when you can say ‘no’ can dilute your focus and reduce your effectiveness.

Being selective shows that you're thoughtful and strategic, not disengaged.

Delegate when appropriate…

Knowing what to prioritise also means knowing what not to personally handle. Delegation is a form of prioritisation.

By empowering others to take on suitable tasks, you free yourself to focus on the high-impact work that only you can do.

Under this heading also comes ‘micro-managing’. Micro-managing is delegating a task, then practically standing over the person to make sure they do it right.

Note: I worked for a small firm of accountants and, when junior staff handed over their work to their manager for his quick review, he would literally go through every step they had to make sure it was right. This was not only a total waste of time, and money as the firm couldn’t fee for double the time the work took but the staff felt undermined. There were no positive results from handling delegation this way.

Track your time and results…

Regularly assess how you spend your time and check whether it aligns with your priorities. Tools like time logs or activity trackers can help you reflect and refine your approach when written down in black and white.

Example: In accountancy, time sheets are logged so management know what to charge a client. If you’re told you’re taking too long to finish a task, analyse why, and learn from it.

Prioritisation and leadership…

For managers, team leaders and mentors, prioritisation isn't just about personal effectiveness - it's about setting an example and guiding others.

Leaders should:

Set and communicate clear team goals

Help team members understand their individual priorities

Encourage regular check-ins to adjust where needed

When a member is struggling, reassign where necessary, and, importantly,

Recognise team members who consistently meet top priorities – ie don’t take it for granted – it’s a skill that should be acknowledged

A team that prioritises well is more focused, less reactive, and better equipped to achieve success. That success should be recognised and the boost in morale will lead to yet more success.

Overcoming common prioritisation challenges…

Even the most capable professionals can struggle with prioritisation, especially when:

There’re too many competing demands: use manager input to clarify what’s most important – they know the bigger picture and should guide you

There’s a lack of direction: ask for guidance rather than making assumptions

Everything feels urgent: step back, breathe, and apply a framework to make the right choices

You’re afraid to say no: learn to assert your current priorities respectfully when you’re approached to take on more and offer alternatives or timelines. By offering a response date that fits with your current list and respectively explaining that you have other obligations that you need to fulfil first, the person in front of you will be able to make a decision about whether the date is acceptable or if he needs to look elsewhere. And always overestimate the response date. It’s okay to deliver earlier, but not later

Conclusion…

Demonstrating the ability to prioritise in the workplace is one of the most valuable skills you can possess. It enables clarity, efficiency, and purpose in an environment often full of complexity and distraction.

By mastering and demonstrating this ability, you not only become a more effective employee, but you’ll also position yourself as a leader and/or mentor - someone who understands what truly matters and acts accordingly.

As the workplace continues to evolve, the professionals who prioritise well will be the ones sought after to lead projects, influence decisions, and drive meaningful results.

And releasing the pressure on yourself not only makes the workplace more appealing but will filter through to your homelife and mean you’ll be able to switch off, and, of course, you can use the same skills when dealing with conflicting homelife priorities.

Win-win all round.

Good luck,