The Art of Prioritisation: More than Just "High, Medium, and Low

Keturah Charlesworth Author

Learn how to navigate the chaos to uncover what comes next

Let’s be real: If prioritisation were as simple as sticking things into “high,” “medium,” and “low” piles, we’d all be living in productivity utopia. But life (and work) is messier than that.

Sorting the ‘claxon-blaring requirements’ from the ‘oooh that’d be nice wishlist’ sounds pretty simple. But throw in an extra claxon, the vague smell of smoke and some sort of buzzing sound and it can be harder to determine what needs your attention first.

This is where mastering the art of looking beyond the ‘high, medium and low’ comes into play.

So, if you’ve ever found yourself staring down a to-do list that resembles a toddler’s playroom after a sugar binge, then let’s talk about how to prioritise like a pro.

1. Priority Rating – How Urgent is This, Really?

We all know the drill: Some tasks are red-hot,

some are lukewarm, and others… well, others could wait until the next blue moon. Here’s the thing though: urgency can be tricky.

Sometimes, what feels like a hair-on-fire emergency is actually something that can simmer on the back burner without setting off any alarms. Ask yourself, “What actually happens if I don’t do this today?” If the answer is “nothing earth-shattering,” consider if it really deserves that high priority rank – especially if you have more pressing tasks on your plate.

But it can be hard to determine a priority ranking – especially when you have a whole host of ‘priorities’ on your radar.

To help decide on a priority rating, grab yourself a cuppa (optional) and ask yourself:

• How does this fit with or influence other projects, plans or incentives across the organisation?
• Does it relate to compliance or legislative requirements?
• Is it a ‘must have’ or a ‘nice to have’?
• Does my organisation’s strategic plan, risk matrix or goals influence the priority rating?
• What would the impact be if this was delayed by 3 hours, days, weeks, or months?

2. Regularity/Systematic – Is It Part of a Bigger Puzzle? 

Some tasks are like that one brick in a game of Jenga – skip it, and the whole thing might wobble (or collapse into a messy pile on the floor). These are your regular, systematic tasks. Maybe it’s not the most exciting thing on the list, but if it’s a critical part of a larger workflow, it likely deserves a bump up the priority list.

For example, doing your monthly internal audit checklist might not feel pressing, but if it’s part of your quality system, it’s actually the backbone of your operations. Ignore it too long, and, well… your tower might start to wobble!

To help you decide if the regularity or systemic impact will influence the overall priority, ask yourself:

• If I skip this (once, twice, or altogether) will it impact the overall outcome or impact critical timeframes?
• Is doing this regularly (daily/weekly/monthly) necessary for, or beneficial to, success?
• Does this need to be completed before other steps can be undertaken?

3. Size – Are We Talking Snack-Sized or Elephant? 

Let’s talk scale. Have you heard the saying “How do you eat an elephant? One bite at a time”? While the origin of the saying is a bit murky, the meaning is clear: even the biggest, most overwhelming tasks can be tackled if you break them down into smaller, manageable steps.

And if you’ve not only got to eat, but digest an entire elephant before a specific date (and you’re not the 2023 National speed-eating champion), then you want to make sure you prioritise making the time to chew through the process.

Even a low-priority mammoth task can need an early start if it’s so big it’ll take several bites to finish. Knowing the size helps you plan when to take the first nibble so you’re not cramming an entire elephant-sized project in the 11th hour.

Not sure if your task is jumbo sized? Ask yourself these questions first:

• How long will this task take if I break it down into manageable steps?
• How many people can support this process or take responsibility for parts of it?
• What is the risk if this isn’t consistently worked on?

4. Time – Who’s got the time? 

This is where it’s all about the time-to-completion factor. A 10-minute task might not be crucial, but if it can be knocked out quickly, why let it linger? Conversely, a high-priority task that will take five hours might need some serious calendar space blocked out. Think of it like this: a five-minute “quick win” can give you a boost, while a time-intensive task might need a strategic spot in your day or week to tackle it without burning out.

So, how can you determine priority based on time? Once you’ve determined the other factors influencing priority (ranking, regularity and size) ask yourself:

• How can I map out my time to create space for all the tasks based on how long they will take?
• Who else’s time might have I have to consider when I’m planning and prioritising this?
• If it didn’t pose any risk to my overall progress, would a quick win boost my motivation or sense of achievement right now?
• If this is an ‘elephant’ task, how can I maximise and plan my time (and anyone else’s time) to help this go smoothly?

At the End of the Day…

Prioritisation isn’t just a sorting exercise. It’s an art. It’s about looking at each task and seeing beyond “high, medium, and low.” It’s about knowing what moves the needle and understanding that sometimes, that needle is hiding behind an elephant. Or that the “high priority” task is, in fact, less critical than the medium one that’s foundational to your system.

So, before diving into your to-do list, planning your next project, or even mapping out your day, take a breath and ask yourself: Is this an emergency, a foundational step, a quick win, or an elephant I need to chew my way through? Remember, prioritising your day, tasks or workload is about progress, not perfection. So make sure you keep checking in and tweaking as you go to keep you working smarter (not harder). 

Categories: : Change Management, Planning