Office Administration & Digital Productivity · Intermediate level

Intermediate level · Module 5: Executive Support and Priorities · Lesson 2 of 3

Managing Competing Priorities

Decide what to do first when everything seems urgent.

In this lesson you will

  • Prioritise by urgency and importance
  • Negotiate deadlines and delegate

Key concepts

urgent and importantdeadlinesdelegationnegotiating priorities

The lesson

Sort tasks by urgency and importance: do urgent important tasks now, schedule important ones, delegate urgent but less important ones and drop the rest.

When two managers want work at the same time, do not guess: ask, or refer to the person who sets priorities.

Say no politely by offering alternatives: 'I can do this by Thursday, or today if the report moves to Friday.'

Step by step

  1. List the week's tasks.
  2. Sort them by urgency and importance.
  3. Plan the day.
  4. Practise negotiating a deadline.
Troubleshooting tree

What should I do with this request?

A quick path for sorting requests by importance and urgency.

Is the request important — does it affect the organisation's goals, people, money or reputation?
  • Yes
    Is it urgent — must it be done today or very soon?
    • Yes
      Do it now. If it clashes with another urgent task, ask the person who sets your priorities.
    • No
      Schedule it: put a time in your calendar and agree a deadline.
  • No
    Is it urgent for someone else?
    • Yes
      Delegate or redirect it to the right person, or offer a later time politely.
    • No
      Decline politely or drop it; it does not need your time.

Notes

Review your list at the start of each day; priorities change as new requests arrive.

Practice activity

Prioritise the simulated week's tasks.

Expected result: A prioritised plan with negotiated deadlines.

Check your understanding

  1. What should you do with important but not urgent tasks?

    Show answer

    Schedule them.

  2. How do you say no constructively?

    Show answer

    Offer alternatives such as a later deadline or a trade-off.

Taught live by an instructor — online or in person. Free course lessons are for self-study and do not lead to a certificate — see registration options.