From Overwhelm to Effective Prioritisation.

As a manager, there’s always more work waiting—your to-do list can feel never-ending, and it’s easy to become overwhelmed as new tasks keep piling up.

One of the most valuable lessons I’ve learnt is to regularly ask myself, “What’s important now?” As you can only accomplish so much in a day, this simple question helps you focus on the tasks that genuinely deserve your immediate attention.

With shifting business priorities and urgent requests coming from all directions, how do you determine what truly matters right now? Here’s how you can filter out the noise and prioritise with confidence.

What's Important Now

The saying “What’s important now?” (W.I.N) was popularised by Lou Holtz (a famous American football coach). He used this term as a powerful acronym and mindset to help his team focus on the most important tasks at any given moment. Lou Holtz encouraged each team member to practise asking themselves this question throughout their day (both during training, games and their personal lives) to embed the practise.

The concept of asking “What’s important now?” is about being present and intentional, to help you make choices that align with your core values and goals, both in the present and for the future. This concept has been adopted across various professions to assist decision-making practices.

Understand your context

As a manager or leader, you need to know what is expected of you, and you need to know what you are trying to achieve. You also need to understand your key performance indicators (KPIs), the organisation’s strategy and objectives, and you need to be clear about your team’s goals. This context is your compass for prioritisation.

Put it all on paper

Sometimes it helps to list every task, job, or project looming over you—on paper, a whiteboard, or a digital tool. For each item, ask:

• When is it due?
• Who needs it done?
• What does it contribute to?
• Why is it important?

This helps you see the bigger picture and break the workload into manageable chunks.

Prioritisation frameworks

There are a number of prioritisation frameworks and tools available. One well known example is the Eisenhower Matrix (or Urgent-Important Matrix) which organises tasks based on their urgency and importance. Tools like the Eisenhower Matrix, help you focus on what really matters, plan important but less urgent tasks, delegate what you can, and eliminate distractions. Many of these frameworks were originally designed for project management purposes.

Delegate and communicate

Remember, leadership isn’t about doing everything yourself. Delegate tasks that others can handle, freeing you to focus on high-impact work. Maintain open communication with your team and stakeholders about your priorities to ensure expectations are aligned and to gain support.

Think of delegation as an opportunity to help your team members grow. By entrusting them with new tasks, you’re coaching and supporting their development while expanding their experience. Clearly communicate your expectations, trust your team to deliver, and hold them accountable of their results.

Celebrate progress

Adopt the “What’s important now?” mindset to concentrate on a handful of key tasks at once. As you complete each one, cross it off or check it off your list. Celebrating these small wins not only boosts your motivation but also reinforces the sense of progress, even as new tasks continue to come in.

Be flexible and keep reviewing

Prioritisation is an ongoing process, not a one-time task. As business needs evolve and new responsibilities arise, you’ll need to adapt and shift your focus. Developing the agility to regularly reassess and adjust your priorities is a valuable skill.

Practise Reframing

A crucial step in moving past overwhelm is shifting your mindset. Start by clearly identifying your tasks, understanding how each one aligns with your goals, contributes to the bigger picture, and assessing their urgency. This clarity allows you to prioritise effectively.

Practice trusting your process and your ability to make decisions. Work on reframing your thoughts—rather than focusing on the weight of everything you need to do, concentrate on your priorities and trust your system as you move from one important task to the next.

Take a moment to breathe, believe in yourself, and approach your tasks one step at a time. Celebrate your achievements along the way, and make it a habit to regularly review your schedule and to-do list. This ongoing practice will help reinforce your confidence and reduce overwhelm.

By maintaining clear goals, visualising what needs to be done by when (whether using practical prioritisation frameworks or your own system), delegating effectively, and concentrating on steady progress, you can transform overwhelm into purposeful action. Effective prioritisation empowers you to lead with intention, create meaningful impact, and support your team’s success.