Prioritise workload and meet deadlines

prioritise workload and meet deadlines

Make the team aware about the importance of meeting the deadlines and how they impact or. What sort of deadlines are you required to meet as both an individual and a member of a team? How do you go about successfully managing your workload to. Knowing how to prioritize work affects the success of your project, the workload and hit deadlines, here are 6 steps to prioritizing projects that.

Goethe Prioritisation is the cornerstone of good time management. It ensures that the time available to you is being spent on the most essential activities. The mistake that is most commonly made is failing to differentiate between important and urgent tasks.

Important tasks These tasks directly contribute to the achievement of your job objectives and the functioning of your organisation, in other words, the work that you are paid to do.

Work categories

This often takes the form of project work with short- medium- and long-term deadlines for completion. Urgent tasks These, if not completed very soon, will have a negative impact. However, what often happens is that tasks assume a level of urgency that is inappropriate but that may conform to the culture of the business, so everything is wanted by yesterday.

The end result is a potential crisis situation, with important tasks, crucial to the functioning of the business, now threatening to cause a major crisis if they are not dealt with immediately.

Work categories The first stage in learning how to prioritise effectively is to allocate your tasks to appropriate categories.

prioritise workload and meet deadlines

Quadrant 1 — important and urgent These are tasks that are essential to the functioning of the organisation and must be done urgently to avoid a potential crisis. These top priority tasks must be actioned ahead of all the rest. For example, you are working at your desk and the fire bell starts ringing. It is not a scheduled fire drill; there is a real possibility that the building is on fire.

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This is important and urgent; whatever else you were doing, you must now interrupt it and evacuate the building. Quadrant 2 — important but not urgent These are the tasks which are defined in your job objectives and which you are employed to carry out.

prioritise workload and meet deadlines

Often, these tasks are projects of medium- to long-term duration and therefore lack urgency. However, you should be assigning regular chunks of time to these activities in order to fulfil your job role and your annual appraisal will reflect how well you have done this. Quadrant 3 — urgent but not important These tasks threaten to cause a negative impact or disruption if they are not actioned quickly.

However, they may well be outside the scope of your job objectives and the extent to which they contribute to the functioning of the organisation may be questionable. Sometimes, the degree of urgency may have been defined by someone else, whose judgement may be inaccurate, or at least, different from yours.

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Quadrant 4 — not important and not urgent Tasks in this quadrant are not an essential part of your job objectives, neither will there be any noticeable impact to the business if they are not done at all. For example, reading trade journals and newsletters is a useful thing to do if you have time. However, if a pile of these has accumulated, all still waiting to be read, and some of them are now several months old, they could probably be discarded without causing any impact whatsoever.

The bee is praised. The mosquito is swatted. However, instead of Quadrant 2 tasks being next, Quadrant 3 urgent but not important tasks consistently jump the queue ahead of the Important Quadrant 2 tasks. An ignored Quadrant 2 task has the potential to become a crisis and move into Quadrant 1, displacing everything else. If, however, the task had been addressed earlier, before it became urgent, the crisis would have been avoided.

If you find yourself firefighting on a regular basis, it may well be that you are not giving Quadrant 2 tasks sufficient importance in your daily work allocation. By prioritizing a task or two, your employees can easily manage time and postpone other less important tasks to be accomplished later.

prioritise workload and meet deadlines

Ask the Manager to Prioritize A good communication with your immediate manager to understand the job scope, urgent business requirements always help you to be prepared for such urgencies at work. When the employees have enormous stacks of immediate tasks to be neatly accomplished at the same time, seek help from your manager to decide on the ones most important and those which could wait for sometime.

prioritise workload and meet deadlines

A manager in turn is required to be understanding and co-operative of the work deadline and support efforts of the team to accomplish the targeted deadline. Stay Flexible and Accept the Changes It is important to realize that priorities can change at any point of time, over an email dialogue or a business conversation and employees are required to be prepared for sudden urgent business needs.

If the workers have enormous workload to accomplish, remind the company that it needs a flexible worker, who is able to prioritize things and postpone some at a later point in time.

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Seek for Help If you see the employees are increasingly burdened with pressures and deadlines, ask them to seek help from a senior manager or at times, colleagues from other department who have the ability grasp quickly and learn can be great problem solvers.

During such testing times, collaboration between employees is even greater and they are more engaged at work to work in tandem and accomplish remarkable feats of success. However, if the deadlines stated are utmost unreasonable and difficult to accomplish, then ask the manager to set clearer expectations and priorities, before the employees go beserk and crazy at work with erratic working schedules.

In these fast-paced technologically advanced times, as business requirements grow so do the priorities of businesses change rapidly, at times seems like the wink of an eye. Hence, employers and HR managers should invest in training and development to upgrade the talent with necessary skillsets that meet the industry and business demands.

prioritise workload and meet deadlines

Furthermore, to achieve quality goals it would be wiser of organisations to allow some breathing space and room for creativity, innovation at work, before they commit to strict deadlines. Understand the competencies of your team, before assigning tasks and giving an affirmative nod.

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Equally value their contributions and reward them with huge benefits for all their hard work, through team lunches or weekend outings soon for the much-deserving break.

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