Setting Priorities

As a task-oriented person, I like to make lists.  Even more, I like checking off things on the list that I have completed. In fact, when I do something that is not on the list, I sometimes add it to the list so that I can mark it completed.

Lists are most effective when we prioritize the items on the list.  Most of us have more things on our “to-do” list than we have time to do.  This means that we must make choices.

There are a number of ways make choices.  Recently I came across the Eisenhower decision matrix.  This comes from a quote attributed to President Dwight D. Eisenhower: 

"I have two kinds of problems, the urgent and the important. The urgent are not important, and the important are never urgent." Eisenhower did not claim this insight as his own but attributed it to an (unnamed) "former college president."

The four quadrants of the Eisenhower matrix are urgent and important, important, urgent, and

neither. Note the diagram posted here and the appropriate actions:  Do, Decide, Delegate, or Delete.

In my coaching, I often use a simpler technique for a busy leader to make choices. I ask the person to make a list and then evaluate the list based on three questions.

First, what’s on this list that only I can do?

This decision is not made on the basis of my being special or essential but because I have the specific assignment, gifts, or ability to do this thing.  This action is core to my responsibility as a pastor, clergy leader, or administrator.  Even so, a task in this category can sometimes be delegated to others. More about that below.

Second, what is on this list that someone else can do?  This may be because it is their core responsibility.  Perhaps they can do it better than I can.  This is also the opportunity to delegate and help others develop new capabilities.  Every leader should be training someone who can step into his or her place.  We grow leaders by delegating and coaching.  For example, preaching is a primary responsibility for every pastor, but if a member of staff has demonstrated interest or shown potential in preaching, you can provide opportunities for that person to fill the pulpit and provide feedback as he or she develops skills in that area.  This requires more of an investment of time initially but can lighten one’s load in the long term.

Third, what’s on this list that no one should do?  This may be the hardest decision to make.  There are things that are “nice to do,” but they are not essential.  Occasionally, something will fall to the bottom of my “to do” list.  If it stays there for several weeks and is not completed, I often find that the apparent need has vanished.  The truth is that some things just don’t need to be done.

Making good use of one’s time is a challenge.  With practice, we can learn to choose what is important, what someone else can do, and what no one needs to do.