How to Prioritize Under Stress and Get Things Done
The key to getting more done is knowing what matters.
This week I had a big deadline at work.
A project I’ve been shepherding found itself at a critical juncture.
We had met with stakeholders.
We had investigated existing conditions.
We had gathered mountains of data.
But...
We had yet to translate the information into a cohesive design vision for the owner’s feedback.
The presentation to share that vision had arrived.
The Unavoidable Push
As a project manager, I’d say I’m pretty good.
I’m organized and I’m methodical.
But I’m also human.
I’ve made mistakes.
We all have.
I just keep moving and continue to learn from those mistakes, striving for better.
That said, no amount of planning, spreadsheets, schedules, or checklists could save me from one practical truth — sometimes it takes an extra push to get the project across the goal line.
So last week I pushed.
Take What Matters, Leave the Rest
With a looming deadline and little time, I had two choices:
Brute force through the crunch
Step back and identify the most critical parts to focus on
I chose the latter.
In that singular moment to pause, I realized what mattered and what didn’t.
What mattered most were four drawings (a site plan, a building plan, and two enlarged plans) and a simple presentation that could adequately convey our story.
Everything else could wait.
Emails could wait.
Meeting Minutes could wait.
Distractions could wait.
It could all wait — save for those four drawings.
From there, I identified the quickest, most effective way to complete one drawing, then the next, and the next.
Before I knew it, I was confidently presenting our team’s ideas to the owner.
The presentation was clear and thoughtful.
More over, it was a success.
Deadlines happen.
But by taking a moment to pause and prioritize what mattered in the short term, I saved myself excessive anxiety and wasted time.
My focus pulled me through.
It’s true that I did still have to spend a few extra hours to prepare for this critical meeting.
However, in the end I enjoyed the process far more because I understood what needed to get done and I did it.
Three Steps to Reduce Deadline Stress
If you’re coming up on a critical deadline in your life or at work, I recommend taking these three simple steps to avoid overwhelm:
Check yourself before you wreck yourself — Take a hot minute and list out everything that’s on your mind. Include everything you think you need to do in the foreseeable future between now and the deadline.
Not everything is important — Remove the efforts from your “To Do List” that you can. If it can wait or not be worked on at all, push it to the side. Choosing not to do something less meaningful can be one of the best ways to clear your mind for creative thinking. In this case, it’s not procrastination so much as prioritization.
Take breaks and stay human — I had a deadline for sure, but I still needed some kind of weekend to help me stay grounded. Go outside. Get some rest. Exercise. When you’re resting, let yourself be in the moment. You can get back to the time you blocked out for work after.
If you find yourself in deadline mode, know that it will pass. It’s about treating the deadline like any other creative problem to solve.
And it’s one I know you’re more than capable of.
Until next week, here are links to what I’ve been working on and treasures I’ve found out in the creative wilderness.
Enjoy!
Recent Finds
Thomas Frank — The 10 Best Windows Productivity Apps in 2022 (YouTube) | One of the ways I’ve found to increase my productivity isn’t to use 1,000 different apps at the same time. Instead, I try a bunch of apps and use the handful that work the best for me. This video showcases a great variety of suggestions from productivity expert Thomas Frank. Worth the look for sure.
Ali Abdaal — How to Be More Likeable at Work (YouTube) | An interesting clip from Ali Abdaal’s video podcast about status and how to obtain it. The answer isn’t about intensity of personality. It’s about generosity and helpful service to others.
Sun Yi — What’s Your Average Day Look Like? (IG) | I love the sentiment of this post and had to share it. Happiness isn’t about just the handful of moments we strive for, the epic ones. It’s just as much about how we shape each every day that counts.
Quote of the Week
“It’s remarkable how much the universe can reward you in ways you never expected when you finally learn to love yourself.”
— Alexander Ludwig
That's all for now.
Stay creative, my friends—and have a great week!
