How to Prioritise When There’s Too Much to Do
We all wear multiple hats — business owners, professionals, parents, partners, friends, carers, colleagues. With so many demands competing for our time and attention, it’s no wonder prioritising can feel overwhelming.
Distractions are everywhere. Phone calls, notifications, children, emails, unexpected requests — even procrastination has a habit of creeping in just when we’re trying to focus.
When everything feels important, nothing feels manageable. The key is learning how to prioritise with clarity rather than pressure.
Start With One Clear List
Writing things down is powerful.
Create one list that includes everything — work tasks, personal commitments, admin jobs, ongoing projects. Don’t edit or judge at this stage. The goal is to get everything out of your head and onto paper (or screen).
Seeing the full picture helps reduce mental overload and gives you a place to start.
Separate Short-Term and Long-Term Goals
Once your list exists, step back and review it.
Ask yourself:
What needs to happen soon?
What is important but not urgent?
What can wait?
Breaking tasks into short-term goals (things that move you forward now) and long-term goals (things that require planning) immediately brings clarity.
Break Big Tasks Into Smaller Actions
Large tasks feel overwhelming because they’re vague.
Instead of writing “sort marketing” or “decorate the bathroom”, break them into specific actions:
Book a consultation
Research suppliers
Set aside a budget
Buy materials
Smaller steps are easier to schedule — and easier to start.
Assign Deadlines (That Are Actually Realistic)
Deadlines create momentum, but only if they’re achievable.
Be firm but fair with yourself. Life will always throw curveballs, so allow flexibility — but avoid endlessly pushing tasks back “until later”.
Progress beats perfection.
Focus on What’s Urgent and Important First
Not everything deserves your attention at the same time.
Prioritise tasks that:
Have a clear deadline
Affect others
Prevent bigger issues later
Once these are complete, move onto the tasks you’ve been avoiding — the ones that quietly drain energy simply by sitting on your list.
Say It Out Loud
Sharing your priorities helps create accountability.
Talking through your plans with a partner, colleague, or friend can:
Clarify what really matters
Make tasks feel more real
Encourage follow-through
Sometimes simply saying “this is what I need to get done” is enough to trigger action.
Decide What Truly Needs Doing
Not every task is essential.
Ask yourself:
Does this actually need to be done?
Or would I just like it to be done?
Letting go of non-essential tasks immediately lightens the load and frees up time for what really matters.
Be Kind to Yourself
You are not expected to do everything at once.
Prioritising isn’t about cramming more into your day — it’s about working more intentionally. Celebrate progress, acknowledge effort, and recognise that balance looks different for everyone.
When everything feels urgent, clarity becomes your most valuable tool.
By writing things down, breaking tasks into manageable steps, and focusing on what truly matters, prioritising becomes less overwhelming and far more effective.
When your workload becomes unmanageable, having the right admin and operations support in place can completely change how your business runs day to day.