Actionable Strategies: How to Prioritize in Uncertain Times (Part 2!)

Last week, we explored how to help your team prioritize effectively to prevent burnout and overwhelm. But what happens during times of change or upheaval? This week, we dive into strategies for prioritizing—even when it feels like the sky is falling.

If effective prioritization in the workplace is valuable at the best of times, it’s absolutely critical in times of change or upheaval.

But many well-intentioned productivity habits go by the wayside in these moments. Whether it’s navigating a company buyout, a shift in leadership or the effects of a global pandemic, how can you keep your team productive and able to prioritize when things go sideways?

Let’s dig into it.

The Resilience, Recovery, and New Reality Framework

As covered in Part 1 of this series on prioritization, using a structured approach to help guide your team through this process is incredibly helpful.

I like the Resilience, Recovery, and New Reality Framework from KMPG in these scenarios. It helps prioritize tasks in a way that first acknowledges the importance of safety and security before moving on to the actual prioritization. In this way, employees feel that their most critical needs are met before the process begins. This creates a sense of safety and the reassuring presence of a standard protocol. 

Here’s how it works:

1. Resilience: Prioritize Critical Items

Sit down as a team and communicate that in times of upheaval, focusing on what matters most is crucial. When the group is able to hone in on the top priorities (vs trying to take on everything), they feel stronger and more capable of taking on the next steps. Then move on to other high-level priorities like evaluating changes in business needs and supporting the technology required.

2. Recovery: Reallocate Resources

Once your team has identified the top priorities, focus strategically on what resources are needed to support those priorities. Being flexible with resource allocation can lead to innovative solutions you may have not thought about before — instead of being stuck in who does what today, think about what skills and type of resource is really needed to support that top priority. Then assess “who” would be best equipped for that role. Same goes for budget — it’s helpful to take a step back and think about other possibilities to support the priority from a budget perspective. Do you still need to fund certain programs that are now lower priority? Can you defer one program to shift budget to support the higher impact and more timely activities? 

3. New Reality: Data-Driven Decision-Making

Finally, as you navigate a new reality, continuously refine your initial priorities. Utilize data-driven decision-making to guide your actions. In my experience, integrating data analytics into our planning processes allows us to pivot quickly and effectively, ensuring we stay focused on the programs that really matter. Remember, flexibility and informed decisions is the name of the game!

Most of us spend too much time on what is urgent and not enough time on what is important. – Stephen R. Covey

Empowering Accountability through Quarterly Strategic Reviews: The 3E Model

You now have a solid framework for effective prioritization. But how will you hold your team accountable for carrying out the next steps? This piece is one of the hardest things for leaders to do. Quarterly strategic reviews are the answer!

I have found the 3E Model for quarterly strategic reviews to be an extremely beneficial tool. This model is from the Great Prioritization Playbook, a free downloadable PDF by Christopher Fussell, Chris Jones and Jennifer Keister of the McChrystal Group.

The 3E Model in Detail

During your quarterly strategic review, apply the following three elements:

1. Expectations: Setting clear expectations for your team is vital. Clarity reduces anxiety and increases productivity. Make sure everyone on the team understands their roles and responsibilities when it comes to delivering the outcomes.
2. Empowerment: Empower your team members to make decisions by providing them with the resources, tools and authority to fulfill their objectives. This builds confidence and encourages ownership of their work.
3. Equity: Ensure fairness in your processes. Treating everyone with respect fosters a positive work environment and promotes collaboration. Aim to create a culture of fairness where everyone’s voice is heard.

Embracing Decision-Making Strategies

Another roadblock to effective prioritization in times of stress is decision fatigue, which is very real! Adopting systematic decision-making processes can help alleviate the overwhelm.

Research published in the Journal of Behavioral Decision-Making supports this approach, showing that a structured method improves outcomes and helps prioritize tasks effectively. Decision-making tools like a decision matrix, scoring models, or cost-benefit analyses to evaluate and rank your options.

The Neuroscience of Prioritization

Remember, effective prioritization isn’t just a productivity hack; it optimizes brain function. When we prioritize tasks, we enhance cognitive control, leading to better focus and performance. I recall moments when I felt overwhelmed, only to realize that taking a step back to prioritize helped clear the mental fog.

Lastly, let’s bust a myth: prioritization does NOT stifle creativity. In fact, having a structured framework allows room for innovation to flourish. When we know what needs our attention, we can allocate time for meaningful brainstorming and creative problem-solving.

Extra Resources for Managers: 

Time (Priority) Management – Part 1 (Hall Of Fame Guidance) (Managertools.com)

Prioritization: How To Maximize The Success Of Your Team (Forbes.com)

5 Tactics To Help Your Team Prioritize Work That Matters (Forbes.com)

Mastering Prioritization: 7 Steps to Optimize Your Workload (LinkedIn)

Managing Conflicting Priorities – Keeping People Satisfied (mindtools.com)

How to Set Clear Priorities For Your Team (ThoughtfulLeader.com)

Matching the right projects with the right resources (McKinsey.com) 

There’s no shortage of methodologies and ideas for prioritization — I find that it’s helpful to experiment and leverage what resonates best for your unique circumstances. Choose one simple exercise to try —whether it’s setting clearer expectations, reallocating resources, or refining your priorities using data and see if it makes a difference.

Any other prioritization tips? I’d love to hear about them!