“I never know what to focus on because every single day, I am pulled into another fire drill.”

“I have so much on my plate all the time and it’s all due ASAP.”

“My team and I never know what to expect. Just when we think we are following strategy and hitting the mark, another important and urgent project pops up.”

Let me guess: you felt those client quotes in your bones, didn’t you?

Whether you’re the one setting the priorities or the one receiving them—you’ve likely felt it:

• That sense that everything is urgent.
• Every request is an emergency
• Every new idea is a stop-what-you’re-doing-right-now moment.

And let’s be honest, it’s exhausting.

Living in a state of constant urgency creates chaos—not just operationally, but psychologically. And over time, it leads to a disempowered, burned out, dysregulated team who do not trust the deadlines—and leaders—in your company.

Here’s what’s important to understand: Just because something is important, that doesn’t make it urgent. Some things might feel urgent, but they really aren’t important. And, some things are wonderful ideas, but not aligned for the current strategy and priorities of your company.

Here are 4 tools to help you and your team prioritize better:

1. Utilize A Task Prioritization Matrix

​This 2×2 grid ​helps you evaluate tasks by urgency and importance. While originally designed as a solo decision-making tool, it’s most powerful in team settings when used to spark thoughtful conversation—not as a rigid yes/no filter.

• Do First: Urgent + Important
• Schedule: Important but not Urgent
• Delegate: Urgent but not Important
• Eliminate: Neither important, nor urgent

2. Create Priority Buckets

Practice assigning work and requests into 3 buckets. This gives you and your team permission to slow down and focus intentionally:

• Green Means Go: This item is a must do now
• Yellow Means Slow: The item needs to be addressed within X amount of time
• Red Means No: This item is a no for now. It might be something to address at a later moment.

3. Have a “Cool Down” Rule for New Ideas

If you have a new initiative, give it a 48-hour cooldown. Is it still worth the disruption? Does it align with your mission, strategy and values? If yes, it’s worth planning for—not panicking over.

4. Model Calm Decision-Making

When leaders panic, teams do too. Your job isn’t just to lead—it’s to regulate. Prioritize working on your own response to “urgent” requests and show your team that strategy beats urgency.

Final Thought:

👉 Leaders: This is a wake-up call. You can’t build a high-performing team when everyone’s in survival mode. Empower them by clarifying what truly matters—and what doesn’t. Better for you and them. 👉 Professionals: You’re not imagining it—the culture of urgency is real, and you deserve better. Share these ideas with your colleagues and see if you can influence change.

Want My Support While You Lead Your Team & Manager Your Career?

Your CEO isn’t the only one allowed to work with a coach, you are too. I help high-achieving professionals create career and business success without sacrificing their well-being.

If you are interested in exploring coaching together,​ book a no-obligation consultation call​ with me today.