Introduction to know the importance and definition of Priorities and prioritizing responsibilities management.
Many of us don’t have a do list for the day or the week but the big problem appears when we don’t have a list of priorities that we should work to achieve.
Priorities are tasks, ideas, people, or hobbies that worth our time and make us happy when we attain it and live respectfully according to it.
Good managers have a to-do list and priorities list but great managers empower their teams to have their own lists.
On the other hand, extraordinary and outstanding leaders hire well-organized managers to supervise and lead the execution of highly important tasks and priorities.
Outstanding leaders know who can achieve which tasks and according to the complexity, nature, and importance of a task, project, or an idea, they appoint responsible people to lead the mission without ignoring the internal and external context.
Employee empowerment is a good concept in management that focuses on training and delegation of specific tasks to efficient people according to the principle of hire right for higher profits.
So the main difference between a leader and a follower is the ability to know what you should invest in and focus on and what should be deleted.
Followers tend to work on a ready-made plan while leaders launch it in the first place.
Leaders know well which causes, resources, people, and methods that are responsible to achieve the majority of results, consequences and goals then good leaders shall eliminate all unnecessary chains, old fashioned employees, and ineffective technologies.
According to the Pareto principle, there is a common belief that only 20% of all workforce already achieve 80% of all significant results so those employees shall be the main group that gets all benefits.
By restructuring the entity any company shall reserve good resources and overcome the existence of costly subjects so that the company can use the same budget to empower and reinforce good causes, employees, and effective machines.
Setting priorities that are synchronized with your ultimate goal will boost the average annual productivity.
Priorities and the matrix of necessity and urgency
In his books first things firstly, Steven R. Covey shows us an understandable matrix that will help us know our priorities.
Two factors in this matrix are controlling the whole matrix. These factors are the degree of importance of the task(necessary) as well as the emergency level and can we postpone it or not.
So necessary means it’s important and urgent means it can’t be postponed.
First quadrant: Necessary tasks and urgent also
Second quadrant: Necessary tasks but not urgent.
Third quadrant: Urgent tasks but not necessary.
Fourth quadrant: Not urgent and not necessary tasks
|Necessary and urgent
|Urgent and not necessary
|Necessary and not urgent
|Not necessary and not urgent
First situation: Shall be executed as soon as possible and the team shall not let any task be postponed till it reach the stage of necessity and urgency like a lazy student who remembers to study before the exam immediately so that studying is turned to be necessary and urgent.
Second situation: this type of tasks shall be done quickly and don’t invest much time in it by delegating inspired employees to get things done.
Third situation: We know that these tasks can be postponed but they are extremely important and investing time in these types of tasks has great potential like reading is not urgent but extremely beneficial while knowing that no one will punish us if we don’t read daily but we will lose great benefits.
Last situation: This type should be deleted from our daily activities.
To know how to decide which tasks have a greater chance to be a top on your priority list, you should evaluate each alternative or task by analyzing the required resources for each task and the potential return on investment.
A simple costs-benefits analysis to be conducted then reprioritizes your list.
Before assigning tasks to each employee, make sure that he is qualified and supported by full requirements so that he can achieve the goal and attain its potential return on investment and after that give compelling rewards to those who deserve to be appreciated.
When little priorities demand too much of our time and effort, then big problems arise