From a mental health standpoint, there are three primary causes of difficulties with prioritization for professionals. Two are conditions: ADD and trauma, and the third is an outcome of simply never having learned the skill. Prioritization is a skill, and fortunately one that can be quickly learned, practiced, and habituated. Regarding ADD and trauma, it is worth pointing out that there is a significant overlap in symptoms such that there is a significant prevalence of misdiagnosis and absence of diagnosis. Trauma affects prioritization difficulties when an individual’s trauma memory activates the nervous system. This, in turn, moves brain activity from the prefrontal cortex (executive functioning) to the limbic system (emotional functioning). This switch, in simple terms, results in emotion over-riding reason. The outcome is cognitive disorganization. ADD is different in that it causes deficits in the prefrontal cortex. Both have the same outcome, which sometimes adds to the confusion about the cause. It is true, though in my experience uncommon, for people to have both conditions. Nonetheless, for people with trauma it is essential for the trauma to be treated first with an evidence-based therapy like Trauma Focused Cognitive Behavioral Therapy, Mindfulness Based Therapy, or for enduring and acute trauma Eye Movement Desensitization & Reprocessing therapy (EMDR). For ADD, the most efficacious interventions are therapeutic (cognitive and behavioral therapies), which can be complimented with medication recommended and monitored by a psychiatrist, or a combination of both. You should be aware that there are now ADD medications that are not habit-forming.

 

Mental health conditions aside, learning prioritization skills is a structured logical exercise that is driven by factors of time (deadlines), effort (length of time to complete the task), and planning (unexpected circumstances added in to time and effort). The next step is being able to accomplish the following with multiple tasks. There are countless apps that assist with this, however, I would propose that the calendar is the most useful tool since time is finite and effort is variable and dynamic. Some people get overwhelmed by the sheer volume of tasks, or what may seem like an impossible set of tasks, completed by a particular deadline. People who prioritize and execute successfully on time start with a deliberate mindset that is calm, focused, and positively affirmative. Simple self-talk such as: “I can handle this.” Or “I will finish this no matter what” anchor the brain and mood in a state of optimism. Visualization is also useful by simply taking a moment to imagine the successful outcome and what that experience elicits.

 

I have observed in large organizations that prioritization becomes problematic in crossdivision collaborative efforts. Division B gets behind because Division A got behind, and Division C is non-responsive or not responsive in a timely way. This creates confusion, misunderstanding, and fairly quickly, a lot of hot-headed folks. Time to reset communication expectations, contingency planning (if this, then that), and ensuring everyone has a clear understanding of these expectations and a shared commitment. In this scenario everyone knows how to re-prioritize, and remains oriented towards the same solution and goal. Team, Division, and Organization leaders need to make these practices clear, transparent, and supported to achieve success.

 

The Exercise:

Think of a recent experience where you struggled with prioritization, even if it involved other people. Use a cause and effect decision-making analysis. What caused the problem? What effect did it have? What can you change if the same cause happened again so it did not have the same effect?