You're overwhelmed with high-priority projects. How do you prioritize which one to tackle first?

When overwhelmed, I use a 3-step system to prioritize: 1️⃣ Impact vs. Urgency – I tackle what moves the needle most, not just what’s screaming the loudest. 2️⃣ Delegate & Automate – If it doesn’t need my direct input, I pass it on. Efficiency is key. 3️⃣ Energy Management – I schedule deep-focus work when I’m at my best (morning for me). Prioritization isn’t just about time, it’s about maximizing results with the right focus. 🚀

When you are overwhelmed with high priority projects, it is best to evaluate the impact of each project to determine which ones are top priority. It is important to look the consequences of not completing a task on time. High-impact projects can be critical to business goals and can have a significant effect on customer satisfaction. You can then prioritise those that provide the most value or prevent having significant issues.

This is a question I get asked a lot, and it's something we all deal with. When I'm overwhelmed, I quickly categorize projects by urgency and impact, prioritizing those with immediate, high-value returns. I also consider dependencies and my capacity, focusing on completing one critical task before moving on to the next.

When managing multiple high-priority projects, prioritization is key to maintaining efficiency and meeting deadlines. Start by evaluating urgency and impact—determine which projects have the highest business value or the most immediate consequences. Align with stakeholders to confirm priorities and set clear expectations. Break down tasks into manageable steps and identify dependencies to prevent bottlenecks. Use a structured framework like Eisenhower Matrix or MoSCoW to categorize tasks. Leverage project management tools for visibility and workload distribution. Most importantly, remain flexible to adjust priorities as new developments arise.

I approach prioritization like solving a complex puzzle, each piece (task) has a place, but not all need to be placed at once. First, I assess impact: Which tasks drive real progress? Then, I evaluate dependencies, what’s holding up others? Finally, I factor in effort vs. outcome to avoid getting stuck in low-value work. The goal isn’t just to get things done but to get the right things done at the right time. And when everything feels equally critical? I tackle the one that, if delayed, would cause the biggest headache.

3. Deadlines Are Guidelines—Sort Of Deadlines matter, but they’re not always set in stone. Before jumping into something just because it’s due soon, I ask: Is this really the best use of time right now? If shifting priorities or asking for an extension means better results, I’ll make that call. I also check for dependencies—if my project is holding someone else up, it moves up the list. The goal isn’t just to meet deadlines but to manage them wisely.

It is important to prioritise projects that have a deadline as these are often non-negotiable. It is good, however, to have a balance between deadline-driven tasks and projects that have not been given a specific completion date. Sometimes extensions on deadlines can be negotiated, it is best in these instances to communicate clearly with the other person to manage expectations.

Handling deadlines in a professional manner requires multiple skills including giving precedence to high priority tasks, showing respect to the team's efforts, looking at the challenges of the project ahead of time and communicating effectively with the project leader to understand the requirements of the tasks.

4. Delegation = Trust, Not Just Task-Shifting Delegating isn’t just about lightening my workload—it’s about giving my team a chance to step up. I match tasks to strengths and growth opportunities, so people feel empowered, not just assigned work. Clear expectations + trust = better results. And I don’t disappear after handing something off—I check in, offer support, and make sure they have what they need. When done right, delegation isn’t just efficient, it builds a stronger team.

Delegating tasks can be a very smart move, as not every high-priority task needs your attention and can be handled by another team member. When delegating, it is important to evaluate your team's strengths so you can ensure that the task will be completed to a high standard. It is essential to provide clear instructions and all necessary resources so that your team can complete the task.

5. Priorities Shouldn’t Be a Solo Decision Figuring out what to tackle first isn’t just on me—it’s a conversation. I keep stakeholders in the loop so there are no surprises, and I encourage my team to flag roadblocks early. If priorities shift, I make sure everyone knows why. Nothing’s worse than working hard on the wrong thing! Keeping communication open means we’re all aligned, and projects move forward smoothly instead of getting stuck in last-minute chaos.

6. Spot the Patterns, Not Just the Problems Every time I wrap up a set of high-priority projects, I take a step back. What worked? What slowed me down? Are the same types of things always causing stress? Instead of just reacting better next time, I look for ways to make the whole process smoother. If urgent tasks keep popping up last minute, maybe there’s a way to plan better. Prioritizing well isn’t just about today—it’s about making next time even easier.