The problem
We all know the feeling of pressure when our to-do list gets longer and longer and important tasks are waiting for us. But why do we find it so difficult to distinguish between the important and the urgent? Our brain plays tricks on us because we feel and see the things that are imminent more concretely than the things that are still a long way off, while important but still distant tasks do not trigger such a feeling. That’s why the survey form, which has a deadline today, feels more “energizing” than the business plan that has to be submitted in 4 weeks. Moreover, our brain triggers the same release of dopamine regardless of whether we are performing an important or unimportant task.
The solution
Dwight D. Eisenhower already said “What is important is rarely urgent and what is urgent is rarely important.” It helps to consciously differentiate between what is really important and what only feels important (because it is urgent). Stephen R. Covey points out that important things that we don’t tackle now will become urgent at some point and then have to be done under time pressure and stress. And that then affects the quality and creativity and leaves us with the feeling that we are only able to react rather than shape things. The advice sounds simple: make time for the important and not-yet-urgent things every day and be proactive. Theoretically this is obvious, but how do you put it into practice? You can practice this mindset:
- During the day, keep checking to see if what you are doing is “just” urgent or important and whether you should do it or not,
- when planning your day, try to make room for the most important things – even if it’s just 15 minutes to think about the important budget,
- free up blocks in your weekly planning to focus on high-quality work on important topics,
- Before accepting a new task or doing someone else a favor, think about what important issues you might have to drop or neglect – and say no sometimes.
Getting started
This approach requires a certain degree of logic and strategy, which can be strengthened through repetition and practice. To make it easier to get started, I recommend a visual aid such as the postcard provided to help internalize the topic and make it a habit.
“The difference between successful people and really successful people is that really successful people say no to almost everything” – Warren Buffett.
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