How I Prioritize Projects When Everything Feels Urgent

Feeling Overwhelmed by Competing Priorities

I’ve been there—multiple projects screaming for attention, deadlines looming, and stakeholders wanting updates yesterday. It’s easy to feel overwhelmed when everything seems equally important. But I’ve learned that prioritization is less about doing everything and more about doing the right things at the right time. Let me walk you through the steps I use to prioritize projects when the pressure is on.

Table of Contents

• Feeling Overwhelmed by Competing Priorities

• Step 1: Start with the Big Picture

• Step 2: Use the Impact-Effort Matrix

• Step 3: Talk to Stakeholders

• Step 4: Look for Risks and Dependencies

• Step 5: Don’t Be Afraid to Say No (or Delay)

• Step 6: Review Priorities Weekly

• Making It Work for You

Step 1: Start with the Big Picture

First, I ask myself, “How does this project align with our broader goals?” I’ve found that when I focus on the bigger picture—such as the company’s long-term vision—it becomes clearer which projects truly matter. For example, if sustainability is a key company goal, I’ll prioritize initiatives that reduce our environmental footprint.

Action I take: I create a quick list of the company’s top priorities and use it as a filter for deciding which projects to tackle first.

Step 2: Use the Impact-Effort Matrix

This tool has been a game-changer for me. I categorize each project by its potential impact and the effort it requires. High-impact, low-effort projects naturally rise to the top of my list. On the other hand, tasks that are high-effort but low-impact often get postponed or delegated.

Example: During a facility upgrade, I focused first on a minor improvement that increased worker safety while requiring minimal resources. This quick win helped build momentum before we tackled larger projects.

Step 3: Talk to Stakeholders

When I’m unsure about a project’s urgency, I reach out to the stakeholders involved. I ask questions like, “What happens if this gets delayed?” or “How does this impact your team’s goals?” These conversations often reveal which projects truly need immediate attention and which can wait.

What I’ve learned: It’s better to clarify expectations upfront than scramble later to meet unspoken priorities.

Step 4: Look for Risks and Dependencies

Some projects depend on others being completed first, and ignoring these dependencies can derail an entire timeline. I map out the key steps and look for potential bottlenecks or risks that could slow things down.

Example: While coordinating a new equipment installation, I noticed multiple tasks needed to happen in a specific order. By creating a clear timeline and communicating it to the team, we avoided delays caused by overlapping work.

Step 5: Don’t Be Afraid to Say No (or Delay)

This took me time to learn, but saying no—or even “not yet”—is an essential skill. When I push back, I frame it as protecting the quality of the work. For instance, I might say, “I’d love to take this on, but finishing Project X first will give us the bandwidth to deliver this with the attention it deserves.”

Pro Tip: When I decline a project, I offer an alternative timeline or solution to keep things moving.

Step 6: Review Priorities Weekly

Priorities change—sometimes faster than I’d like! That’s why I set aside weekly time to review and adjust my to-do list. What felt urgent last week might no longer be critical, and new projects often pop up unexpectedly.

My routine: Every Friday afternoon, I spend 30 minutes looking at my tasks and reshuffling them based on the week ahead. It keeps me focused and prepared.

Making It Work for You

Prioritizing projects isn’t always easy, but it’s essential for staying productive without burning out. If you’re feeling overwhelmed, try starting with a simple step: look at your current projects and categorize them by impact and effort. It’s a small action that can make a big difference.

Thank you for reading! I hope these strategies help you prioritize more effectively. If you’re facing a specific challenge with project management or prioritization, feel free to connect with me on LinkedIn—I’d love to hear from you. See you next Saturday!