What To Do When It's All Urgent

From time to time, the list of items that needs your attention is quite long. And at first review, it is all urgent. But it can't all be done first. Consider each item on your list with the below criteria to help you put it in the right order, drive efficiency, and manage the stress of it all.

Keep a Master List

Keeping all the tasks in one list not only ensures you don't forget anything, it gives you the big picture view. Depending on your approach to work, whether you like to keep your personal and professional life separate or not, create lists accordingly. We all know sometimes work interrupts our personal lives, and vice-versa. For some, keeping all tasks in one list, combining professional and personal, is more helpful. 

Important, Urgent, or Both?

Identify each item on your list and consider if they are urgent, important, or both. Things that are urgent are those that are time sensitive, have a nearing deadline, or have a serious consequence if not completed. Court required filings are a great example of urgent. Things that are important are activities that may not have a short-term impact, but lead you closer to your goals. One example, is creating the goals for the firm for the year. Review your list of tasks and decide which are urgent, which are important and which are both. If you have tasks on your list that are neither important or urgent, consider eliminating the task entirely or delegate it. Give those items that are important but don't have a due date a target completion date. Without that, these items are easy to keep pushing forward and won't get done. Even if it's a general week, give those important but not urgent tasks a due date. 

Consider Required Effort

Some tasks that are urgent and important require an extended focus. Others can be more quickly completed. As long as the deadlines are the same, consider knocking out the tasks that can be completed quickly. Not only does this give you a sense of accomplishment, it helps to get your mind 'warmed up' to focus for a longer period of time.

Focus

Some people can address multiple priorities simultaneously, if they aren't too complicated. However, as the complication level rises, trying to multi-task complex priorities leads to inefficiency. If the task you are addressing is complicated, best to close that office door or whatever you do to eliminate distractions. Focus on it and get it done. Most computers offer a 'distraction free' setting. When activated, texts, emails, etc. are paused. Apps are available for download, too.

Review and Update 

Your task list will change over time, obviously. It can change during the day, even as you review your list. Naturally you need to be flexible. If the list gets to be too much to manage, consider asking for help from someone within your firm or if it's just you, consider moving items forward. Project-based paralegal support can be helpful, too. There are plenty of qualified individuals who are at the ready to help. Some software platforms, like SimpleLaw, give you easy access to. on-demand paralegal support and co-counsel. 

Some days, it feels like everything is urgent. Understanding urgent versus important and managing your day accordingly is key to success and calm. At least as calm as any law firm can be.