Contents
1. Create a comprehensive task list
The first step to gaining control over your day is to make a complete list of what needs to be done. Having everything in one place helps you to see the bigger picture and ensures that important work doesn’t slip through the cracks. This is a simple but effective way of learning how to prioritise workload that has many applications.
Some useful tools, techniques and software for creating task lists include:
- Digital to-do lists like Todoist or Microsoft To Do
- Shared task boards like Trello or Microsoft Planner for team projects
- Sector- or department-specific software
- Simple paper lists if you prefer writing things down
For example, HR software can improve employee productivity by providing dashboards and reports that clearly show what needs to be done, helping HR professionals to stay organised.
2. Apply prioritisation methods
Once you’ve listed your tasks, the next challenge is deciding what order to tackle them in. Effective prioritisation methods are particularly important for self-managed teams who need to maintain accountability and ownership to ensure tasks are completed on time.
Let’s look at a few proven methods that answer the question: how would you prioritise your workload when all the tasks you need to do are important?
- Eisenhower Matrix: This method helps you to sort tasks into categories based on urgency and importance, so you can avoid spending time on low-priority work.
- Eat the frog: This approach encourages you to tackle your most challenging or important task first thing in the day, giving you a sense of accomplishment and momentum that carries through the rest of your work.
- RICE: This framework scores tasks according to Reach, Impact, Confidence and Effort, allowing you to objectively prioritise projects that will deliver the most value with the resources available.
3. Utilise project management software
Even the best task list can get messy without the right tools to manage it. Project management software like Monday.com or Asana makes it easier to plan, allocate and track work. If you’re looking for advice on how to prioritise workload across a whole team, these tools can help to ensure that nothing is missed.
Useful features of project management software include:
- Gantt charts to plan out timelines
- Kanban boards to track progress visually
- Automated reminders and notifications
- Dashboards showing project progress at a glance
- Time tracking tools to monitor workloads
These tools also contribute to broader organisational development by ensuring that priorities align with company goals. By providing visibility into team performance and task progress, they help leaders to make informed decisions about resource allocation and project planning.
4. Communicate clearly with your team
Clear communication is the backbone of effective workload management. Without it, important tasks can be overlooked, deadlines may slip, and frustration can quickly mount. But how do you prioritise your workload when you’re part of a team and your responsibilities have a knock-on effect?
One answer is to make sure your team knows exactly what needs doing and when by using tools and strategies to improve workplace communication such as:
- HR software with integrated messaging tools like PeopleHR
- Team chat platforms like Slack or Teams
- Project dashboards like Wrike or Monday.com for transparency
Collaborative documents like Google Docs or Microsoft SharePoint - Weekly planning calls or standup meetings to align priorities
“Clear communication isn’t just about sharing information, it’s about creating alignment. When teams understand priorities and dependencies, they can focus on what matters most and deliver better outcomes together.” — Matthew Crook, General Manager, Access People SMB
5. Break down large projects into manageable tasks
Big projects can be intimidating, but breaking them into smaller chunks makes them feel more manageable. This helps you to see what needs doing next and makes it easier to measure progress. This approach not only simplifies planning but also helps to motivate employees by giving them clear, achievable goals.
For instance, if you’re deciding how to prioritise work when rolling out a new employee onboarding programme, you could split it into:
- Preparing offer letters and contracts
- Setting up IT accounts and access
- Scheduling induction and training sessions
- Assigning mentors or buddies
- Collecting feedback and reviewing progress
6. Delegate effectively within your team
It’s important to remember that you can’t do everything yourself. Delegation is an essential part of prioritising because it ensures that the right people are working on the right tasks. Trusting your team and distributing work fairly frees up your time for higher-level priorities.
Digital platforms make delegation easier. Project management tools let you assign tasks, track progress and provide updates without micromanaging. This prevents the risk of important tasks being overlooked while helping to build trust across your team.
7. Take regular breaks to maintain productivity
Constantly pushing through your workload without resting isn’t sustainable. Regular breaks keep your energy up and help you to focus better. If you’re looking for essential tips on how to prioritise workload, don’t underestimate the value of downtime.
Popular approaches to breaks that boost productivity include:
- Pomodoro: Cycling between working intensely for 25 minutes then taking a 5-minute break to recharge. This helps maintain focus and prevents burnout over long periods.
- MODS strategy: Alternate between periods of working on tasks (Mix On), postponing non-urgent work (Delay), and stopping completely (Stop).
- Compressed hours: Some workplaces compress employees’ working hours into fewer days, such as a four-day work week, allowing for extra rest days while maintaining productivity.
- Taking a proper lunch break: Instead of eating at your desk, stepping away and giving yourself a genuine break helps to clear your mind and reduces stress. Even a short but intentional pause can restore energy and improve focus for the afternoon.
8. Minimise interruptions during critical tasks
Distractions are one of the biggest barriers to focus. To succeed in prioritising, you need to protect your most important work periods. That means setting boundaries and using the right tools to reduce interruptions.
Options for minimising distractions include:
Quiet pods or designated spaces for deep work
- “Do not disturb” signals or status updates
- Email auto-replies during focus time
- Putting mobile devices on aeroplane mode
- Adjusting notification settings so only essential alerts come through
9. Set realistic deadlines and manage expectations
Deadlines drive productivity, but unrealistic ones can increase stress and lead to low-quality work. Understanding the scope of tasks and factoring in available resources is essential when setting timelines that are actually achievable. Pairing this with SMART goal setting ensures that goals are specific, measurable, achievable, relevant and time-bound, setting up teams for success.
As well as planning and prioritising from a managerial perspective, consider presenting your employees with their tasks lists and asking them: “How would you prioritise your workload?” This approach captures insights from the people who are most familiar with the work and can highlight potential challenges or efficiencies that might otherwise be overlooked.
10. Regularly review and adjust priorities
No plan stays perfect forever. That’s why regularly checking your priorities is essential if you want to manage your workload effectively. Building in time for reflection and adjustment ensures that individual work stays aligned with company objectives and can adapt to changing circumstances.
When reviewing current workloads, you might use:
- Weekly stand-up meetings to refocus
- Team check-ins to quickly assess progress
- One-to-one project planning sessions
- Project management tools with live updates
- Employee performance appraisals to address workload allocation
FAQs
Why is prioritising workload important?
Prioritising tasks helps people to stay productive, reduce stress and meet deadlines. It ensures that tasks are completed efficiently, prevents important work from being overlooked, and allows teams to respond effectively to changing demands.
How do you prioritise your workload effectively?
You can prioritise your workload effectively by making a comprehensive task list, breaking large projects into smaller tasks and using prioritisation methods to plan your day. Tools like project management software or shared task boards also make it easier to track progress and stay organised.
What’s the best way to prioritise work when everything feels urgent?
When everything feels urgent, it’s important to step back and evaluate each task based on impact and deadline. Using frameworks like the Eisenhower Matrix and asking questions like which tasks will deliver the most value or have the most immediate consequences, helps you to make more informed decisions about how to prioritise work.
What tools can help with prioritising workload in HR?
Tools like HR software, project management platforms and communication apps all help by centralising tasks and ensuring that everyone stays aligned. By automating routine tasks, tracking employee requests and managing recruitment or training projects, these systems give HR teams visibility over deadlines and ensure that the most critical tasks are addressed efficiently.
Empower your HR team with the right tools
Learning how to prioritise work is vital for reducing stress, keeping projects on track and ensuring that your team achieves its goals. By creating task lists, using prioritisation methods, delegating wisely and taking breaks, you can build a healthier, more productive workforce.
Our HR software is designed to help you to ensure that your approach stays flexible and sustainable. From project management features that simplify task tracking to communication tools that support collaboration, it makes prioritising easier and more effective. It also helps with broader HR needs like reporting, compliance and performance management for an all-in-one solution that keeps your team organised and aligned with business goals...
To find out more about how we can support your workforce, Watch our 4 minute demo or speak to our expert team.
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