When every task seems urgent, it’s easy to feel overwhelmed and reactive. But you can regain control through intentional prioritisation. Diane Hamilton’s Forbes article offers a valuable framework—here’s how to apply it to your day-to-day work.
1. Distinguish Urgent from Important
Not all urgent tasks are truly important. Use a simple two-by-two matrix—like the Eisenhower Matrix—to sort tasks into:
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Important and urgent
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Important but not urgent
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Urgent but not important
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Neither urgent nor important
Hamilton emphasises that “not all urgent tasks are important.” Recognising this distinction allows you to focus your energy on tasks that truly matter rather than chasing every alarm bell.
Read more in this article: How to Master Prioritization at Work When Everything Feels Urgent.
2. Use Structured Frameworks
Visualisation tools like the Eisenhower Matrix support clearer prioritisation. Categorising tasks helps you make empowering decisions, such as:
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“Do now” (important + urgent)
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“Schedule” (important but not urgent)
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“Delegate” (urgent but not important)
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“Drop” (neither important nor urgent)
Hamilton advises implementing frameworks to guide decision‑making, enabling you to allocate time with confidence.
3. Set Clear Goals
Define specific, measurable objectives tied to your priorities—whether daily, weekly, or quarterly.
These goals act as a compass, making it easier to say no to tasks that don’t align with your mission. Hamilton highlights that clear goals help you to focus on what truly matters.
4. Delegate When Appropriate
Many tasks feel urgent simply because we own them personally. Ask:
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Can someone else handle this effectively?
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Will delegating free up my time for higher-value work?
Delegating correctly allows you to focus on activities that require your unique expertise.
5. Review and Adjust Regularly
Urgency is dynamic. Schedule periodic check-ins—daily or weekly—to reassess priorities.
Hamilton stresses the importance of flexibility: regularly review and re-prioritise to stay aligned with evolving responsibilities.
6. Pause Before You Respond
Before jumping into every request, ask yourself:
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What will happen if I delay this?
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What tasks must I set aside to do this now?
Hamilton suggests that a brief pause—30 seconds to reflect—can prevent reactive decisions and help you choose wisely.
7. Create a “To-Decide” List
In addition to your to-do list, maintain a separate “to-decide” list.
Capture decisions that need clarity or alignment before taking action. Hamilton and other thought leaders suggest this practice reduces mental clutter and enhances prioritization.
8. Communicate Boundaries
Ambiguous goals and lack of clarity often lead to perpetual hustle.
Be explicit with colleagues and stakeholders about your current workload and timelines.
Hamilton underscores that clarity—both personal and organisational—reduces reactive fire drills and improves focus.
Putting It All Together
| Step | What to Do |
|---|---|
| Filter tasks | Urgent vs Important, using the Eisenhower or similar matrix |
| Apply frameworks | Follow structured decision‑making processes |
| Set clear goals | Define what success looks like before acting |
| Delegate wisely | Free up time for high-impact work |
| Pause and reflect | Prevent knee-jerk reactions through brief reflection |
| Keep a “to‐decide” list | Manage decisions dynamically and deliberately |
| Reassess regularly | Stay agile and responsive to change |
| Communicate boundaries | Minimise disruptions by being clear on availability |
Final Thoughts
When everything feels urgent, the real challenge isn’t time—it’s focus. By distinguishing urgency from impact, using structured tools, pausing thoughtfully, and communicating clearly, you can reclaim control of your time and align your actions with your goals.
For a deeper dive into these strategies and additional insights, check out Diane Hamilton’s Forbes article: How to Master Prioritization at Work When Everything Feels Urgent.
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