Juggling priorities.

Every business leader faces the age-old issue of managing time. The truth is, we have all been given the same 24 hours each day. So we can’t actually manage any of it. It’s set, it’s solid, non-negotiable. No matter how much we try, the next hour will still kick over in exactly 60 minutes time. What we can change however is how we prioritise the activities during that hour, that day or that year.

​Richard Branson has the same 24 hours as you or I - he just prioritises what he does with his a little differently.
The very best approach to priority management that I have ever come across are the 4Ds:
1. Do it.
2. Dump it.
3. Delegate it.
4. Decide when.

I have no idea if this is what Richard Branson uses, but as I come across a task, an email, a project, an action or anything, I try my very best to apply one of the above. 

Let me explain.

Every single “thing” we come across will fit into one of these 4. There are no other alternatives. This seems simple, but is quite a game changer once you get the hang of it.

1. Do it.
When a task can be completed quickly, efficiently and does not require additional resources, get it done. In it’s entirety. If it’s a decision, ensure the right people are informed. Then get on with your day. No need to come back, don’t second-guess yourself. Move on.

2. Dump it.
If a task really has no value, simply dump it. Hit delete, throw it in the bin, remove it from this planet. Don’t waste any more energy or time on it by putting it aside for later. These are the tasks, items, mail or activities that don’t add any value to your life.

3. Delegate it.
If a task, decision, project, activity, email or request is better placed with someone else, then delegate it onto them. Remember to delegate properly with the required resources, accountability and empowerment. You can delegate upwards, side wards, down wards, whatever suits. Ensure the person you have delegated it to knows they have the reigns on this one now.

4. Decide when.
Once you get the swing of it, this is hardest one to master. Well I found it to be anyway! The next task that doesn’t fit into 1, 2 or 3 needs to be scheduled in. Now if it is a big task, get out your diary and schedule it in. Remembering, if you are planning something in advance, you can always move it around a bit if required. So don’t over invest time making the decision of when it will be done. If it is a large task and requires multiple sessions, schedule them all in. If it is a small task, and writing it in your diary or digital calendar will take more time that it’s worth, put it in a group with other similar sized tasks. Then schedule time in to work through that group of tasks. The trick is not to create a “to do” group that is weeks worth. The aim is to get through the tasks and only devote your time to those that need it.

As with all new skills, practice makes perfect. I’m not perfect at this, but I’m getting better. I find that it has increased my efficiency and focus. I’m no longer sitting with a massive pile of work that will literally take days to get through. I’m scheduling in power hours, getting focused, chunking my time and getting on with it. I’ve also found that I’m not just dealing with urgent jobs, I’m dealing with important jobs. In the past, these important but non-urgent jobs would have been sitting somewhere deep in my “to do” pile!

I didn’t invent the 4Ds. And I don’t know who did. But thank you whoever you are. You have assisted my priority management ninja skills! How can you make the 4Ds work for you?