Priority Setting 101: A Manager’s Guide

Imagine Sarah, a newly promoted manager at a tech startup. She’s excited about leading her team but quickly realizes that her own projects and responsibilities haven’t lessened. Instead, she’s now juggling her workload along with the demands of managing her team. This scenario is all too common for new managers. As a people manager, setting clear priorities is crucial not only for your productivity but also for your team’s success. At Leader Loop, we know that being a people manager means balancing your tasks with the needs of your team, and we’re here to guide you through it.

Understanding the Importance of Setting Priorities for People Managers

As a people manager, you face additional challenges that can complicate prioritization:

• Balancing Team and Individual Responsibilities: Managing your workload while ensuring your team’s needs are met.
• Dealing with Interpersonal Issues: Addressing team conflicts, providing feedback, and supporting professional development.
• Aligning Team Goals with Organizational Objectives: Ensuring that your team’s activities contribute to the broader goals of the organization.

Strategies for Setting Clear Priorities

1. Focus on Team Alignment

Ensuring your team’s efforts are aligned with organizational goals is a top priority.

• How to Do It:
  • Set Team Goals: Work with your team to set goals that align with the company’s objectives. This creates a clear direction and purpose.
  • Communicate Clearly: Regularly communicate how individual tasks contribute to these goals. This helps team members understand the importance of their work.

2. Delegate Effectively

Effective delegation can lighten your workload and empower your team.

• How to Do It:
  • Identify Strengths: Know your team’s strengths and delegate tasks that match their skills and interests.
  • Set Clear Expectations: When delegating, provide clear instructions and expected outcomes. Follow up to ensure tasks are on track.

3. Use the Eisenhower Matrix with a Team Focus

Apply the Eisenhower Matrix not just to your tasks, but also to your team’s responsibilities.

• How to Do It:
  • Quadrant 1 (Urgent and Important): Address crises and pressing deadlines together. Ensure these tasks are tackled first.
  • Quadrant 2 (Important but Not Urgent): Focus on long-term projects and team development activities. Encourage strategic planning and skill-building sessions.
  • Quadrant 3 (Urgent but Not Important): Delegate these tasks to team members to handle under your guidance.
  • Quadrant 4 (Neither Urgent Nor Important): Identify and eliminate low-value tasks that do not contribute to team or organizational goals.

4. Practice Time Blocking with Team Considerations

Time blocking can help manage both your personal tasks and team interactions.

• How to Do It:
  • Block Time for Team Meetings: Schedule regular team check-ins and one-on-ones to address issues and track progress.
  • Allocate Focus Time: Set aside specific times for uninterrupted work on your tasks. Inform your team of these periods to minimize interruptions.

5. Implement Regular Check-Ins

Regular check-ins with your team help in maintaining alignment and addressing issues promptly.

• How to Do It:
  • Weekly Team Meetings: Hold weekly meetings to review progress, address challenges, and realign priorities.
  • One-on-One Meetings: Schedule regular one-on-ones to provide feedback, support development, and address individual concerns.

6. Prioritize Team Development

Investing in your team’s development can lead to better performance and higher morale.

• How to Do It:
  • Identify Training Needs: Assess the skills gaps and training needs of your team. Provide opportunities for professional growth.
  • Encourage Mentoring: Promote a culture of mentoring within your team to facilitate knowledge sharing and support.

Practical Tips for People Managers

Stay Flexible:

• Adapt to Changes: Be prepared to adjust your plans and priorities as new information and tasks arise. Flexibility is key to effective prioritization.
• Regular Review: Regularly review and adjust your priorities to ensure they remain aligned with your goals and circumstances.

Maintain Work-Life Balance:

• Set Personal Boundaries: Ensure you have time for personal activities and rest. A healthy work-life balance is crucial for long-term success and well-being.
• Avoid Burnout: Recognize the signs of burnout and take proactive steps to manage stress. This might include regular exercise, hobbies, or mindfulness practices.

Build a Support Network:

• Seek Mentorship: Find a mentor who can provide guidance and share their experiences. This can be invaluable in navigating the challenges of a new management role.
• Connect with Peers: Build relationships with other managers within and outside your organization. Sharing insights and strategies can provide new perspectives and support.

The Gist

Setting clear priorities as a people manager involves balancing your workload with your team’s needs. By focusing on team alignment, delegating effectively, using the Eisenhower Matrix with a team focus, practicing time blocking, implementing regular check-ins, and prioritizing team development, you can manage both responsibilities successfully. Remember, the key is to find a balance that works for you and your team. For further reading, consider books like “The Effective Manager” by Mark Horstman and “First, Break All the Rules” by Marcus Buckingham and Curt Coffman.

About Leader Loop: Leader Loop crafts actionable, competency-focused articles to accelerate your career growth. Our expert-written content provides practical strategies for leadership, team management, and professional development. Whether you’re a seasoned manager or an ambitious individual contributor, our articles deliver the insights you need to excel in today’s workplace.