About Handling Multiple Priorities

I received a note from a POE Participant some time back, and thought I should put up my response to the question “how do I handle multiple priorities?”

 

Here’s the exerpt of my reply:

 

Your experience is not different from anyone else who has responsibilities. I think the most important thing we have is to choose whether we want those inadequacies to keep improving us, or to shut us down.

 

When you have a whole host of things clamoring for your attention, what do you want most?

 

I started off running my own businesses by looking at things that I could focus on and the things I did not need to focus on. Over time, I realize that there are some things that we must focus on even though we don’t want to.

 

"Conscientious Organizing" is the concept I would use to create this priority over things. I'm not the most organized person in the world. Still, with that limitation, I also have learnt that putting the attention where it matters is what matters.

 

During the first few weeks of the business, it was easy because the drive was there and the focus was clear - get the business off and running. There were many areas where I could say I was successful, such as planning, proposals and the like. However, I always ended up neglecting something.

 

The problem then was that I did not have a conscientious awakening as to what I ought to be paying attention to. As a result, my relationships suffered a great deal, and I didn't have the ability to have 'third person objectivity' anymore. I felt easily irritated and didn't stop to think about my emotions before they happened.

 

All that changed when I had about 5 minutes alone. It was quiet, on a Sunday morning, and I was in the office. The first question that came up was: "What am I doing in the office on Sunday?"

 

That time, I had many good reasons for it. The reasons were for higher values such as friendship, freedom for the future, pride in my work, etc. rather than need to get my work done, have to keep my job, etc.

 

Over time, this reflection faded into the background because I did not focus on it. Later on, I discovered that my reasons were missing. At points of time where I had to get work done, I was literally going on automatic pilot and forgetting the things that were really important for me. Career seemed to selfishly take over the rest of my life.

 

As a result of that, I had to stop and take stock. I realize that conscientious attention being paid to each and every item in my life is important to start off the day. I realize that (even up till now) I put off many things if I don't deal with it NOW, especially the small things.

 

It's a challenge having to do all these things at one go. But I think it's worthwhile considering that (1) we have many things to do, (2) some things mess up our original plans, (3) we have to reschedule.

 

What this means is that we need to (1) know what we are supposed to do and the focus on the right reasons for it, (2) understand the things that clamor for attention and how to flexibly prioritize and have a great way to manage that, (3) a mental scheduling system that will get us going every day.

 

(1) Know what you are supposed to do.

 

I think this is fairly standard. It gives you greater control when you can see and feel what you are supposed to do for the day. I think no one should ever have to be uncertain about what they have to do. Nowadays, there is great software in Outlook that allows you to synchronize your schedule easily. With palm devices, all this can be managed at our fingertips.

 

I highly recommend quiet time to get away from the 'noise'. 5 minutes of reflection and planning won't take too much time. I allude to the old adage 'if you fail to plan, you plan to fail'.

 

(2) What are the important Values areas that affect my life today?

 

This exercise you did in assessing your values. What is it that is important in your life? For myself, the things that are important include gathering or creating knowledge (I can lose sleep for this), friendship (I enjoy it very thoroughly when I get to meet up with friends and have little nice discussions), and money (this is a means value which helps me fulfill the other two values).

 

So, there are several categories of Values you need to pay attention to:

- Family

- Friends

- Career

- Health

- Spirituality

- Lifestyle

 

I guess you can sub-categorize them as you want, but each of them carry a very important part of our lives. Do you know what they are? Sometimes, some people end up focusing a lot on the things that they like. I for one, never really paid much attention to lifestyle as a goal. It wasn't until I found out how much (real $ amount) it was costing me by not paying attention to my expenses that I started to become 'conscientious' about it and made sure that my focus was locked in there.

 

One of the secrets I have discovered is that instead of just tipping the balance all the time (one day jogging, one day career, one day spouse...), if I pay attention to each area for just 30 minutes a day with my full heart and soul, I feel much freer.

 

The other thing is called 'dovetailing'. When you know you have to pay attention to your spouse and your health, what do you do? You go jogging together, or some kind of exercise that helps maintain your health. Is it possible to dovetail three or more things at the same time? You're a smart guy, so go figure! ;)

 

(3) Mental scheduling system

 

There's a concept known as 'time distortion'. We use this all the time, but we have no conscious control over it. Unless we are trained, of course. By speeding up your thought processes and focusing on the inside, you generally slow time down on the outside because you are moving faster than anyone else. Sometimes, the opposite occurs (waiting in a queue) where time seems to stand still. By stretching time, you can have more time.

 

Also, I think if things happen to get in the way, you just have to find ways to optimize the amount of time you have. It's about the creative ways we do things and get many things done at the same time.

 

Your question is simple, yet, there are profound implications. I think the reality of the situation is that few people actually pay that much attention to the obvious. The fact you are starting to be conscientious about this shows that you are already beginning to gain better control.

 

In sum:

1. 30 minutes a day in all key areas of your life.

2. Plan what you need to do by first knowing what to do (intent and outcome).

3. Taking distractions and weaving them into your plan (dovetail).

4. Mentally schedule and rearrange your tasks effectively.

 

I'll probably touch up my thoughts and arrange it in a modeling report, since you have triggered my neurons. :)

 

Let me know if this helps!

 

Stuart

www.stuarttan.com

 

 

 

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