Do you feel like you’re spinning plates, dashing from task to task, and somehow still not getting to the things that really matter? It’s a common trap for leaders - one moment you’re firefighting an inbox full of “urgent” emails, and the next, the week’s gone, and your big-picture plans are still untouched.
Sound familiar? You’re not alone. But here’s the thing: it doesn’t have to be this way.
Let’s talk about how to escape the hamster wheel and get back to focusing on what actually drives results. There are many time-saving strategies for leaders, so we'll explore one of them below.
FAQ: What’s the difference between urgent and important?
One of the biggest culprits behind that “plate-spinning” feeling is confusing urgent with important.
Urgent tasks scream for your attention - think last-minute requests, deadlines, or a colleague needing “just five minutes” (that turns into 30).
Important tasks are the ones that make a real difference in the long run - like planning your next big campaign, or improving your team’s processes.
The problem?
It’s way too easy to spend your entire day on the urgent stuff while the important sits quietly on the back burner.
FAQ: Why do leaders struggle to prioritise?
Let’s be real: when everything feels urgent, nothing feels optional. Leaders often carry the belief that if they don’t do it, it won’t get done.
This mindset leads to long hours, constant stress, and - ironically - less progress on the goals that truly matter.
And that’s when the overwhelm kicks in.
A simple hack to escape the urgent trap
Here’s a simple trick to help you decide where to put your focus:
When a task feels pressing, pause and ask yourself:
Does this contribute to my long-term goals? (Important)
Does this absolutely need to happen now? (Urgent)
If it’s both, tackle it. If it’s urgent but not important, see if you can delegate it. And if it’s neither? Maybe it doesn’t deserve your time at all.
This isn’t just about clearing your to-do list - it’s about getting your time back and finding the right time-saving strategies.
A real-life win: From Chaos to Clarity
Take Lucy, for example - a charity leader I worked with recently. When we first spoke, her days were consumed by juggling donor emails, staff questions, and endless admin. By the end of the week, her big-picture plans were still stuck on the “to-do” list.
We worked together to sort her tasks into urgent and important categories, freeing her to focus on what really mattered. Within just a few weeks, she had implemented a donor engagement strategy that had been on her wish list for months.
The best part? She finally felt in control of her time again.
Let’s get you back in control and implement time-saving strategies for you
Overwhelm doesn’t have to be the norm. Taking five minutes to categorise your tasks can create the space you need to breathe, think, and make meaningful progress.
And if you want a tool to help you along the way, the Sorting Your Life Out Planner was designed for leaders just like you. It’s packed with strategies to help you focus on what matters most.
Click here to download it now and start simplifying your day.
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