{"id":15024,"date":"2025-09-23T23:17:28","date_gmt":"2025-09-23T23:17:28","guid":{"rendered":"https:\/\/www.managementcenter.org\/?post_type=resources&#038;p=15024"},"modified":"2025-09-23T23:17:29","modified_gmt":"2025-09-23T23:17:29","slug":"how-to-prioritize-work","status":"publish","type":"resources","link":"https:\/\/www.managementcenter.org\/resources\/how-to-prioritize-work\/","title":{"rendered":"How to Prioritize Work: A Step-by-Step Guide"},"content":{"rendered":"\n<p>As a leader in social change, education, or governance, you need strong prioritization skills to identify what truly deserves your \u201cyes.\u201d In other words: you need to know <strong>how to prioritize work.<\/strong> Prioritization helps you\u2026 and it requires discernment, confidence, and input.<\/p>\n\n\n\n<p>This guide includes practical steps to help you identify priorities, assess their importance, and create a to-do list you feel confident about. With your priorities at the center, and your goals in mind, you\/your team can work <a href=\"https:\/\/www.managementcenter.org\/resources\/recover-restore-a-sustainability-worksheet\/\" target=\"_blank\" rel=\"noreferrer noopener\">more effectively and sustainably<\/a>.<\/p>\n\n\n\n<p class=\"has-medium-font-size\"><strong><em>Learn more about managing work effectively<\/em><\/strong><em> by signing up for our <\/em>Manage Successful Projects<em> training package for <\/em><a href=\"https:\/\/www.managementcenter.org\/bundle\/?Course=Build%20Your%20Package&amp;Type=Component_Manage%20Successful%20Projects%20Managers&amp;templateid=138\" target=\"_blank\" rel=\"noreferrer noopener\"><em>managers<\/em><\/a><em> or <\/em><a href=\"https:\/\/www.managementcenter.org\/bundle\/?Course=Build%20Your%20Package&amp;Type=Component_Manage%20Successful%20Projects%20Staff&amp;templateid=140\" target=\"_blank\" rel=\"noreferrer noopener\"><em>staff<\/em><\/a><em>! Gain the confidence, strategies, and hands-on experience you need to deliver results and lead projects with impact.<\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Step 1: Define a North Star<\/strong><\/h2>\n\n\n\n<p><strong>Grounding in your purpose <\/strong>will help you get clear on top priorities. A clear purpose\u2014whether that\u2019s your mission or this year\u2019s goals\u2014illuminates your<strong> highest impact work<\/strong>, especially when things don\u2019t go according to plan.<\/p>\n\n\n\n<p>Before getting into specific tasks, think about your broader purpose, your North Star<strong>. <\/strong>Ask yourself:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>What am I running toward?&nbsp;<\/li>\n\n\n\n<li>What would I feel proud to achieve in this role?&nbsp;<\/li>\n\n\n\n<li>Why am I doing this work?<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Step 2: Identify Big Rocks<\/strong><\/h2>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>What are big rocks?<\/strong><\/h3>\n\n\n\n<p>Big rocks are<strong> the most important things<\/strong> you need to do, the tasks or projects with <strong>the greatest impact<\/strong>. They are <strong>strategic priorities<\/strong> that represent real progress, and determine whether your day, month, or year is successful. When you accomplish them, they drive the work forward (or call for a celebration).<\/p>\n\n\n\n<figure class=\"wp-block-image alignright size-large is-resized\"><img decoding=\"async\" width=\"1024\" height=\"819\" src=\"https:\/\/www.managementcenter.org\/wp-content\/uploads\/2025\/09\/how-to-prioritize-tasks-using-the-big-rocks-method-1024x819.png\" alt=\"Two jars with small and large rocks. All large rocks represent top priorities.\" class=\"wp-image-15026\" style=\"object-fit:cover;width:541px;height:433px\" srcset=\"https:\/\/www.managementcenter.org\/wp-content\/uploads\/2025\/09\/how-to-prioritize-tasks-using-the-big-rocks-method-1024x819.png 1024w, https:\/\/www.managementcenter.org\/wp-content\/uploads\/2025\/09\/how-to-prioritize-tasks-using-the-big-rocks-method-300x240.png 300w, https:\/\/www.managementcenter.org\/wp-content\/uploads\/2025\/09\/how-to-prioritize-tasks-using-the-big-rocks-method-768x614.png 768w, https:\/\/www.managementcenter.org\/wp-content\/uploads\/2025\/09\/how-to-prioritize-tasks-using-the-big-rocks-method-1536x1229.png 1536w, https:\/\/www.managementcenter.org\/wp-content\/uploads\/2025\/09\/how-to-prioritize-tasks-using-the-big-rocks-method.png 1600w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">Illustration: Kiely Houston<\/figcaption><\/figure>\n\n\n\n<p>Imagine you have a jar, a few large rocks, and a bunch of small pebbles. If you start filling the jar with pebbles, by the time you get to the larger rocks, they\u2019re either precariously balanced near the top\u2026 or they just don\u2019t fit.<\/p>\n\n\n\n<p>But, if you <strong>put the largest rocks in the jar first, <\/strong>not only do they all fit, there\u2019s still space for the small pebbles to fill in the cracks.<\/p>\n\n\n\n<p>This jar represents your valuable, limited time and energy. The rocks and pebbles are the projects and tasks on your plate. The <strong>big rocks represent your highest impact priorities,<\/strong> while everything else is proportionally less important or urgent.<\/p>\n\n\n\n<p>It can be tempting to do small, easy-to-tackle tasks first, because they\u2019re easier to start and it feels good to check stuff off a list. But, have you ever reached the end of the day and realized that you (yet again) haven\u2019t made progress on that important, looming project? When that happens, you\u2019re putting pebbles in the jar first. Choose your big rocks first to <strong>make headway<\/strong>. Most of the time, the pebbles still fit.<strong> <\/strong>(See Step 3 if they don\u2019t.)<\/p>\n\n\n\n<p><em>Credit to Stephen Covey for popularizing the \u201cbig rocks\u201d prioritization framework.<\/em><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>How to identify big rocks for your to-do list<\/strong><\/h3>\n\n\n\n<p class=\"has-text-align-left\">Your big rocks should complete this statement: \u201c<strong>Even if I do nothing else [in X time period], I will be successful if I ______.\u201d<\/strong><\/p>\n\n\n\n<p>The scale of your big rocks will depend on the<strong> timeframe.<\/strong> For example, your yearly big rock could be an annual goal, while your quarterly big rock is a specific campaign or step that meets that annual goal, and your daily\/weekly big rocks are individual tasks associated with the campaign\/project.<\/p>\n\n\n\n<p>You should identify and prioritize big rocks at <strong>every level of your work<\/strong>\u2014like a Russian nesting doll of priorities! For your<strong> <\/strong><a href=\"https:\/\/www.managementcenter.org\/resources\/daily-list-sample\/\" target=\"_blank\" rel=\"noreferrer noopener\">daily<\/a> or <a href=\"https:\/\/www.managementcenter.org\/resources\/weekly-plus-list-sample\/\" target=\"_blank\" rel=\"noreferrer noopener\">weekly<\/a> <strong>to-do list,<\/strong> your big rocks will likely fall into these <strong>categories:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Tasks associated with major projects. <\/strong>These are the projects that, once completed, represent your biggest accomplishments. They\u2019re usually connected to your goals or listed as key responsibilities in your role description. These projects typically involve lots of tasks spread out across days, weeks, or months.&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Building or refining systems. <\/strong>These are tasks that build or maintain the processes that are <em>critical<\/em> for supporting or streamlining the rest of your work (e.g., learning a new software, troubleshooting website issues, automating data collection, etc.).<\/li>\n\n\n\n<li><strong><em>For managers: <\/em>tasks associated with management, goal-setting, and planning. <\/strong>Examples include: <a href=\"https:\/\/www.managementcenter.org\/resources\/sample-performance-evaluation-form\/\" target=\"_blank\" rel=\"noreferrer noopener\">preparing for evaluations<\/a>, setting annual goals, giving feedback, or budgeting.<\/li>\n<\/ul>\n\n\n\n<p>Once you identify your big rocks, boost them to the top of your to-do list and place other tasks in a separate section below. If other important to-dos have an urgent deadline attached, they may rise to the level of a big rock just for the day.<\/p>\n\n\n\n<p>If it feels difficult to start a big rock, try breaking it down into<strong> smaller, more doable steps <\/strong>in your to-do list.<strong> <\/strong>Smaller tasks, like scheduling a workblock or starting a document, can build the momentum you need to keep going. Use our <a href=\"https:\/\/www.managementcenter.org\/resources\/daily-list-sample\/\" target=\"_blank\" rel=\"noreferrer noopener\">Daily List Template<\/a> to get started.<\/p>\n\n\n\n<p class=\"has-medium-font-size\"><strong><em>Want to learn best practices for prioritizing your big rocks?<\/em><\/strong><em> Enroll in our Foundations training for staff, <\/em><a href=\"https:\/\/www.managementcenter.org\/schedule\/cat-28-foundations-for-staff\/\" target=\"_blank\" rel=\"noreferrer noopener\">Working for Change<\/a><em>! Gain the confidence, strategies, and hands-on experience you need.<\/em><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>What about other important tasks?<\/strong><\/h3>\n\n\n\n<p>Big rocks are not your <em>only<\/em> priorities. There are other<em> <\/em><strong>important <\/strong>tasks, such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Miscellaneous (including stuff you owe other people!). <\/strong>Whether it\u2019s filling out timesheets, reviewing someone\u2019s draft proposal, or preparing for a performance evaluation, these tasks may not be directly mission-critical, but they need to get done.&nbsp;<\/li>\n\n\n\n<li><strong>Personal care and sustainability. <\/strong>You might have non-work related big rocks, because\u2014let\u2019s face it\u2014important personal to-dos (like finding a mental health provider or booking a trip to visit family) can affect every part of your life. Even the ones that seem small in the moment, like scheduling a lunch break every day, can have a big impact on your personal <a href=\"https:\/\/www.managementcenter.org\/resources\/recover-restore-a-sustainability-worksheet\/\" target=\"_blank\" rel=\"noreferrer noopener\">sustainability<\/a>.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Step 3: Assess Urgency and Importance<\/strong><\/h2>\n\n\n\n<p>Struggling with priority overload?<strong> <\/strong>If everything<em> feels <\/em>like a big rock, use the <strong>Eisenhower Matrix <\/strong>to identify your <strong>most important to-dos.<\/strong><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Using the Eisenhower Matrix with your team<\/strong><\/h3>\n\n\n\n<p>The Eisenhower Matrix divides tasks into four quadrants, based on their urgency and importance.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Take inventory<\/strong> of your current tasks, projects, and commitments.<\/li>\n\n\n\n<li>Reflect on whether a task is <strong>urgent<\/strong>:\n<ul class=\"wp-block-list\">\n<li>Does it require your immediate attention?<\/li>\n\n\n\n<li>Will there be a clear, time-sensitive consequence if you don\u2019t prioritize it now?&nbsp;<\/li>\n\n\n\n<li>If you avoid it, will it snowball and create more stress later?<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Reflect on whether a task is<strong> important:<\/strong>\n<ul class=\"wp-block-list\">\n<li>Is it one of the big rocks you identified in Step 2?&nbsp;<\/li>\n\n\n\n<li>Will doing it help you advance your most important work?&nbsp;<\/li>\n\n\n\n<li>Is it squarely within your goals?<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Populate the quadrants<\/strong> to determine what to do, schedule, delegate, do in \u201cgood enough\u201d mode, or drop.<\/li>\n<\/ul>\n\n\n\n<p>Looking for help with <strong><em>reprioritizing <\/em><\/strong>when your capacity or circumstances change? <a href=\"https:\/\/www.managementcenter.org\/resources\/how-to-actually-reprioritize\/\" target=\"_blank\" rel=\"noreferrer noopener\">How to Reprioritize Work<\/a> complements this article.<\/p>\n\n\n\n<h4 class=\"wp-block-heading has-text-align-center\"><strong>The Eisenhower Matrix<\/strong><\/h4>\n\n\n\n<figure class=\"wp-block-table is-style-stripes\"><table class=\"has-fixed-layout\"><thead><tr><th><\/th><th class=\"has-text-align-left\" data-align=\"left\">Urgent<\/th><th class=\"has-text-align-left\" data-align=\"left\">Not Urgent<\/th><\/tr><\/thead><tbody><tr><td><strong>Important<\/strong><\/td><td class=\"has-text-align-left\" data-align=\"left\"><strong>Urgent &amp; Important<\/strong><br><br><strong>Do <\/strong>these first<strong>. <\/strong>Put them on your <a href=\"https:\/\/www.managementcenter.org\/resources\/daily-list-sample\/\" target=\"_blank\" rel=\"noreferrer noopener\">to-do list<\/a> as big rocks.<\/td><td class=\"has-text-align-left\" data-align=\"left\"><strong>Important &amp; Not Urgent<\/strong><br><br><strong>Schedule<\/strong> time to work on these and set clear deadlines. Priorities like creating a building evacuation plan, implementing <a href=\"https:\/\/www.managementcenter.org\/resources\/recover-restore-a-sustainability-worksheet\/\" target=\"_blank\" rel=\"noreferrer noopener\">sustainability practices<\/a>, or cultivating community relationships need attention before they become urgent\u2014or even too late.<\/td><\/tr><tr><td><strong>Not Important<\/strong><\/td><td class=\"has-text-align-left\" data-align=\"left\"><strong>Urgent &amp; Not Important<\/strong><br><br><strong>Delegate or do in <\/strong><a href=\"https:\/\/www.managementcenter.org\/resources\/how-to-actually-reprioritize\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>\u201cgood enough\u201d mode<\/strong><\/a><strong>. <\/strong>These are tasks that are time-sensitive, but may not contribute directly to your goals, fall within your core responsibilities, or make the highest impact.<\/td><td class=\"has-text-align-left\" data-align=\"left\"><strong>Not Urgent &amp; Not Important<\/strong><br><br><strong>Drop <\/strong>it to the bottom of your to-do list, or take it off completely.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><strong><em>Managers:<\/em> <\/strong>You have more line of sight into your team\u2019s goals, capacity, and priorities than the people you manage. You also have more power to lighten the load so your staff can stay focused on their highest impact work.<\/p>\n\n\n\n<p>When you\u2019re the one delegating your \u201cUrgent, Not Important\u201d work to staff, <strong>be mindful of what\u2019s already on their list<\/strong>, ask about their current capacity, and communicate how the new task should fit into existing priorities. <strong>Use <\/strong><a href=\"https:\/\/www.managementcenter.org\/resources\/check-meetings-sample-agenda\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>check-ins<\/strong><\/a> to review what\u2019s on their plate and suggest items they can delegate, do in \u201cgood enough\u201d mode, or drop. And, <strong>do a <\/strong><a href=\"https:\/\/www.managementcenter.org\/resources\/tools-for-identifying-choice-points-the-bias-check\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>bias check<\/strong><\/a><strong> <\/strong>to make sure you\u2019re offering support equitably across the team.<\/p>\n\n\n\n<p><strong><em>Staff members:<\/em><\/strong><em> <\/em>If there\u2019s not enough space in your jar, consult your manager. During <a href=\"https:\/\/www.managementcenter.org\/resources\/check-meetings-sample-agenda\/\" target=\"_blank\" rel=\"noreferrer noopener\">check-ins<\/a>, <strong>ask them to help <\/strong>you think through what you can delegate or drop. Lean into your<strong> <\/strong><a href=\"https:\/\/www.managementcenter.org\/resources\/using-sphere-control-build-resilience\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>sphere of control<\/strong><\/a> and<strong> make proposals <\/strong>for how to complete a task in \u201cgood enough\u201d mode, negotiate timelines, or get support from other team members.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Step 4: Plan for the Unexpected<\/strong><\/h2>\n\n\n\n<p><strong>Prioritization is a dynamic process<\/strong>. As your context changes, your priorities may need to shift. Stay resilient and adaptable by <strong>building buffers<\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Build open space into your project plans<\/strong> for unexpected shifts. Use that time to <a href=\"https:\/\/www.managementcenter.org\/resources\/how-to-actually-reprioritize\/\" target=\"_blank\" rel=\"noreferrer noopener\">reprioritize<\/a> and communicate changes to your manager or team.<\/li>\n\n\n\n<li><strong>Keep a \u201cbackburner\u201d list<\/strong>, tasks that aren\u2019t urgent now but might become big rocks later.<\/li>\n\n\n\n<li><strong>Regularly reassess<\/strong>. Use the start of a new quarter or organizational planning cycle to review priorities. Regularly align on big rocks during check-ins or <a href=\"https:\/\/www.managementcenter.org\/resources\/success-sheet-check\/\" target=\"_blank\" rel=\"noreferrer noopener\">goal stepbacks<\/a>.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Prioritization is a Practice, Not a One-time Fix<\/strong><\/h2>\n\n\n\n<p>Prioritization should be an ongoing practice where you assess, adjust, and align with your most important goals. By <strong>evaluating your workload<\/strong>, you can ensure you spend your limited time and energy on <strong>what drives impact<\/strong>, not only on what<em> feels <\/em>urgent. Frameworks like <strong>big rocks <\/strong>and the <strong>Eisenhower Matrix <\/strong>can help you focus.<\/p>\n\n\n\n<p>Most importantly, <strong>let go of perfectionism<\/strong> and remember that success isn\u2019t about doing everything at once; <strong>it\u2019s about doing the right things well.<\/strong><\/p>\n\n\n\n<p>To keep your priorities on track:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Ground in purpose <\/strong>so that you know what will make the highest impact.<\/li>\n\n\n\n<li><strong>Focus on your big rocks,<\/strong> instead of trying to do it all.<\/li>\n\n\n\n<li><strong>Assess urgency and importance <\/strong>to adjust your workload.<\/li>\n\n\n\n<li><strong>Make prioritization a habit<\/strong>\u2014not just a reaction to feeling overwhelmed.<\/li>\n<\/ul>\n\n\n\n<p>Need help prioritizing in the face of <strong>change or uncertainty? <\/strong>Check out <a href=\"https:\/\/www.managementcenter.org\/resources\/how-to-actually-reprioritize\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>tips for <em>re<\/em>prioritizing<\/strong><\/a>.<\/p>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Use this practical guide to prioritize your highest-impact work. Learn the \u201cbig rocks\u201d method, weigh urgency and importance, craft a to-do list, and stay on top of your tasks.<\/p>\n","protected":false},"author":14,"featured_media":10397,"template":"","meta":{"_acf_changed":false,"om_disable_all_campaigns":false,"footnotes":""},"tags":[],"resource_types":[48],"topic":[46,37],"collection":[28,67],"class_list":["post-15024","resources","type-resources","status-publish","has-post-thumbnail","hentry","resource_types-article-publication","topic-other-topics","topic-roles-and-goals","collection-managing-projects","collection-new-managers"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Prioritize Tasks - The Management Center<\/title>\n<meta name=\"description\" content=\"Learn how to prioritize tasks using proven frameworks, like \u201cbig rocks\u201d and the Eisenhower Matrix, to manage your workload and achieve high-impact work.\" 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