priority management - how to prioritize team resources

BY Mark Howell26 October 202311 MINS READ
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Let's be honest, who amongst us hasn't felt overwhelmed at work? With countless tasks to handle, managing priorities can often feel like herding cats. But don't worry; we're here to make sense of it all. Why? Because managing team resources effectively is more than just ticking tasks off a list. It's about ensuring the right things get done at the right time. So, how do we juggle it all and still stay sane? Let's dive in.

The Pillars of Priority Management

Understanding Priority vs. Urgency

First things first, let's bust a myth. Many people mistake urgency for priority, but they're not the same. Ever heard of the phrase, "All that glitters is not gold"? Similarly, just because something seems urgent doesn't mean it's a priority.

The main difference between urgency and priority is time sensitivity versus importance. Urgent tasks demand immediate attention, but might not have lasting consequences. On the other hand, prioritized tasks might not be time-sensitive but can have a long-term impact. Think of it as deciding between extinguishing a small fire (urgent) or planting a tree that'll benefit generations to come (priority).

Eisenhower Box: Quadrant of Decision

One of the timeless tools in the world of priority management is the Eisenhower Box. What's this, you ask? Picture a 2x2 grid. One axis represents urgency, and the other signifies importance.

  1. Quadrant I - Urgent and Important: Crises or last-minute deadlines.
  2. Quadrant II - Not Urgent but Important: Long-term projects or relationship building.
  3. Quadrant III - Urgent but Not Important: Some emails or minor tasks.
  4. Quadrant IV - Neither Urgent nor Important: Distractions or trivial tasks.

The trick is to focus more on Quadrant II. These are tasks that shape the future but don't scream for immediate attention. Remember, investing time here can reduce the chaos in Quadrant I.

Prioritizing Team Tasks: Steps to Clarity

So, you're sold on the importance of priority management. But how do you implement it for your team? Let's break it down:

  1. Take Stock: List down all the tasks. Yes, every single one.
  2. Categorize: Slot each task into the four quadrants of the Eisenhower Box.
  3. Delegate or Eliminate: Can a task be handed off? If it's not important and not urgent, can it be discarded?
  4. Plan & Schedule: Assign deadlines and allocate resources. Remember, every task is like a puzzle piece. Everything needs to fit seamlessly.

Golden Nugget: Use tools! Today, there are countless digital platforms that assist in task management, boosting efficiency like never before.

Setting Boundaries: Saying 'No' is Okay!

In the journey of priority management, don't forget one key ally: the power to say 'no'. Sounds simple, right? Yet, many of us find it challenging. Imagine being at a buffet. You can't possibly eat everything, can you? Similarly, not every task deserves your time. Sometimes, prioritizing means identifying what not to do.

Remember, saying 'no' isn't about being negative. It's about valuing your resources and respecting your boundaries. After all, isn't it better to do a few tasks exceptionally well than many in a mediocre manner?

Think About It: Would you rather be a jack-of-all-trades and master of none or excel in a few key areas?

The Role of Technology in Priority Management

Digital Tools: The Modern-Day Lifesavers

In today's fast-paced world, relying on pen and paper or sheer memory can be a recipe for chaos. That's where digital tools come into the picture. From setting reminders to tracking project progress, these platforms are like the trusty sidekicks we never knew we needed. But with a plethora of tools out there, how do you choose? Let's unravel this mystery.

  1. Define Your Needs: Are you looking for a simple to-do list or an integrated team collaboration tool? Start with clarity.
  2. User-Friendliness: A tool is only as good as its usability. If it feels like cracking the Da Vinci Code, perhaps it's not the one.
  3. Integration Capabilities: Can it sync with your calendar? Does it allow file sharing or team communication? The more, the merrier!
  4. Cost-effectiveness: While some tools offer free versions, premium features might come at a cost. Balance your needs with your budget.

Hot Tip: Reviews and testimonials can be your guiding star. And hey, why not take advantage of trial versions?

The Main Difference Between Asana, Monday, and Edworking

In the world of task management tools, some names stand out, like Asana, Monday, and Edworking. But what sets them apart?

The main difference between Asana and Monday lies in their user interface and customization capabilities. While Asana offers a more streamlined experience with its list and board views, Monday leans more towards visual project tracking with color-coded boards.

But then comes Edworking, a comprehensive all-in-one remote work platform. It doesn't just stop at task management; it goes the extra mile by integrating chat into tasks, a feature distinguishing it from Asana and Monday. Edworking further shines with its file-sharing capabilities, offering drag-and-drop functionality, and flexible access rights. And if you're a fan of Notion, you'll love Edworking's Docs, enabling users to create, share, and collaborate on documents in real-time. Plus, the inclusion of meetings and stories eliminates the need for third-party services like Zoom or Skype.

Adopting a Tool: The Transition Phase

Alright, you've chosen a tool. But how do you transition your team smoothly? Here's a step-by-step guide:

  1. Training: Provide comprehensive training sessions. And remember, not everyone's tech-savvy. Patience is key!
  2. Feedback Loops: Regularly check in. What's working? What's not? Fine-tune as you go.
  3. Celebrate Small Wins: Did a team member ace the use of a new feature? Celebrate it! Positivity breeds success.
  4. Provide Support: Whether it's a dedicated helpdesk or regular Q&A sessions, ensure your team knows help is at hand.

Food for Thought: Change can be daunting. But with the right approach and tools, it can be a breeze. Imagine the endless possibilities with streamlined tasks and priorities!

Overcoming Challenges in Priority Management

Avoiding Burnout: The Silent Priority

In the quest to prioritize tasks, it's easy to overlook one vital component: your team's well-being. But guess what? Burnout is real, and it can silently creep in, wreaking havoc on productivity and morale. So, what can be done?

  1. Regular Check-ins: It's not just about tasks. How's your team feeling? Open communication is key.
  2. Encourage Breaks: A 5-minute walk or a quick coffee break can work wonders. Refresh and recharge!
  3. Flexible Work Hours: Everyone has their peak productivity time. Why not harness it?
  4. Celebrate Achievements: Big or small, every milestone deserves a cheer!

Remember: A motivated and happy team is your biggest asset. Prioritize their well-being, and watch magic happen.

Adapting to Changing Priorities

Let's face it; the only constant is change. And in the business world, priorities can shift faster than the wind. But instead of panicking, how about we embrace it? After all, isn't adaptability a superpower in disguise?

  1. Open Communication: Changes? Keep your team in the loop.
  2. Stay Agile: Instead of rigid plans, adopt a flexible approach. Pivoting becomes so much easier.
  3. Feedback Mechanism: Understand the implications of changing priorities. Feedback, both positive and negative, can be enlightening.
  4. Keep the Big Picture in Mind: It's easy to get lost in the details. But remember the end goal.

A Thought: Instead of fearing change, what if we see it as an opportunity to grow and evolve?

Integrating Priority Management into Company Culture

Walking the Talk: Leadership's Role

When we think of integrating priority management, it's essential to start at the top. Why? Because teams often mirror their leaders. If the leadership prioritizes tasks effectively, it sets a precedent for everyone else. So, leaders, are you listening?

  1. Lead by Example: Instead of just preaching priority management, practice it. When leaders showcase their dedication to managing tasks efficiently, it encourages the team to follow suit.
  2. Open Forums: Encourage open discussions about priorities. Let's make it a collaborative effort.
  3. Training and Workshops: Invest in training sessions focusing on time and priority management. Equip your team with the necessary tools.
  4. Feedback and Recognition: Recognize and appreciate team members who effectively manage their tasks and priorities. A little recognition can go a long way.

Ponder This: If the captain of the ship steers confidently, won't the crew feel reassured?

Building a Priority-Conscious Team

Forming a team that's naturally inclined to prioritize is like hitting the jackpot. But this doesn't happen overnight. It's a cultivated habit. How can we nurture this?

  1. Regular Training: From workshops to seminars, make priority management a part of the learning curve.
  2. Collaborative Tools: Use platforms where teams can collaborate, share their task lists, and get feedback. The sense of collective responsibility can work wonders.
  3. Mentoring: Pair newbies with experienced team members. Let them learn the ropes of effective priority management.
  4. Empower Decision Making: Trust your team. Give them the autonomy to decide their priorities. When people feel trusted, they often rise to the occasion.

Quick Thought: Building a priority-conscious team is akin to planting a garden. Nurture it, and watch it flourish.

Making the Most of Priority Management Tools: Spotlight on Edworking

In the ever-evolving landscape of priority management, tools like Edworking have emerged as game-changers. But why Edworking? What makes it stand out?

Edworking's Holistic Approach: While there are myriad tools out there, Edworking's all-in-one platform ensures you don't juggle between multiple software. Whether it's task management, file sharing, or real-time document collaboration similar to Notion, it's got it all. And with integrated chat, video calls, and unique features like Stories, it truly is a one-stop solution.

Furthermore, considering the gig economy's growth, platforms like Edworking are more than just handy; they're indispensable. With its seamless integration of key features, it not only streamlines operations but actively boosts productivity. Plus, with affordable pricing and free resources, it’s a boon for businesses, both big and small.

If you're keen to gauge your management prowess or improve your typing skills, Edworking has you covered. Take the free Edworking online Management Aptitude Test or try the Paragraph Typing Test for a spin.


In the grand tapestry of business, priority management isn't just a thread; it's the loom holding it all together. By recognizing its importance, leveraging modern tools, and fostering a culture of priority consciousness, businesses can navigate the complexities of tasks with ease.

Remember, it's not about being busy; it's about being productive. So, with the right tools, approach, and mindset, let's make every moment count, shall we?


Why is priority management crucial for teams?

Priority management is essential for teams because it helps them allocate resources efficiently, ensuring that the most crucial tasks get attention first. By prioritizing tasks based on their significance and deadlines, teams can reduce stress, meet their objectives more consistently, and improve overall productivity. It also allows teams to adapt swiftly to changing circumstances or unexpected challenges.

How can I determine which tasks should be prioritized?

Determining task priority often starts with understanding the project's overarching goals. Look at the impact and urgency of each task. Tasks that align directly with project objectives, have upcoming deadlines, or can significantly influence other tasks are often high-priority. Regular team meetings and using priority matrices can further aid this decision-making process.

Can priority management software tools replace human judgment?

While priority management tools offer valuable insights and organization, they cannot fully replace human judgment. These tools facilitate decision-making by providing a structured view of tasks and deadlines, but the nuances of a project and the team's dynamics require human discernment. It's best to use these tools as supportive aids rather than sole decision-makers.

What happens if two tasks seem equally important?

When two tasks seem equally crucial, it might be helpful to consult with team members or stakeholders for their perspectives. You can also assess which task has dependencies, meaning completing one might make the other easier. Additionally, considering the long-term implications or benefits of each task can offer clarity.

How often should priority management be reassessed?

Priority management is dynamic. While setting initial priorities is essential, regular check-ins—at least weekly or bi-weekly—are advisable to reassess and adjust as needed. This frequency ensures that the team remains agile, adapting to new information or changing project circumstances.

Are there common mistakes to avoid in priority management?

Yes, some common mistakes include not regularly reassessing priorities, failing to communicate priority changes to the team, not considering the bigger picture when prioritizing, and only focusing on urgent tasks without considering their overall importance. Avoiding these pitfalls can lead to more effective priority management.

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About the Author: Mark Howell LinkedinMark Howell is a talented content writer for Edworking's blog, consistently producing high-quality articles on a daily basis. As a Sales Representative, he brings a unique perspective to his writing, providing valuable insights and actionable advice for readers in the education industry. With a keen eye for detail and a passion for sharing knowledge, Mark is an indispensable member of the Edworking team. His expertise in task management ensures that he is always on top of his assignments and meets strict deadlines. Furthermore, Mark's skills in project management enable him to collaborate effectively with colleagues, contributing to the team's overall success and growth. As a reliable and diligent professional, Mark Howell continues to elevate Edworking's blog and brand with his well-researched and engaging content.
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