Setting an agenda, reviewing activities, and allocating time and effort in such a manner as to provide maximum value in a short amount of time is essential in thoughtful prioritizing. Addressing the emails with the various situation also requires certain prioritization and strategic approaches. Because low-priority work may need to be stopped to accomplish urgent tasks, prioritization should also be flexible. We should keep in mind that no matter how carefully focused, there is only so much that can be accomplished in a single day, and certain unpredictable variables are unavoidable. Setting objectives and prioritizing work should both be practical, and the emails have to be addressed in a similar fashion – first, the most urgent and the most potentially valuable case. It is vital to remember that the goal of prioritizing is to spend time on the most important activities, the ones that will matter in the long term, and to make progress. This process helps a person to make informed judgments also by using strategic thinking.
The emails presented describe several potential cases – from the ones that will most likely reverberate in the long term run to the urgent situations needed to be handled almost immediately. Viewing the situation from the strategic lens, we have to keep in mind the time variable; therefore, the last email should be addressed primarily. It indicates the urgent need to conduct a meeting the very same morning, therefore, it cannot be delayed or postponed. Because of the limited knowledge of the topic, it is vital to get in contact with a sick colleague a get essential details on the project (or issue). Obtaining theoretically sufficient knowledge with the prior warning to the colleague about your limited in-depth knowledge should be addressed in the first place. Another option is to attempt to postpone the meeting, but it will most likely result in undermined credibility from another party, as well as from the colleague.
The next issue needed to handle should be prioritized accordingly. Due to the limited time, and a certain number of problems available, the best way will be to start dealing with the issues involving other parties. The postal service, which is managed by another department and caused problems with the payments, is the best candidate. Since we cannot know for sure how long it will take for the other department to respond or to solve the problem, contact with them is essential. In this case, writing them an email with the description of the problem and stating the need for the urgent settlement will be a good start. Their response will take time, which can be used in dealing with the last two issues.
Both of the last two problems are connected with an individual work that does not imply the involvement of other parties or the need to coordinate. The only pressing issue is the deadline and possible long-term consequences. In my opinion, it is more pressing to deal with the leave issue since the cutoff date is today. Due to the coming fiscal year-end, it is an absolute necessity to deal with the problem correctly because otherwise, it can affect the company in the long term. In this case, it is not about your employee’s responsibility or his attitude since the work simply has to be done. While it does not involve any third party, after dealing with the first two problems, it is crucial to spend time dealing with the leave submissions.
The reasoning behind the prioritization of this issue to the financial reporting and changes requested by the ministry is logical. First of all, there are no indications of strict deadlines imposed by the ministry. Moreover, it is unclear from the email whether the need for changes was dictated by your mistakes or the internal shuffles or regulations changes in the ministry. This is probably the last issue to be dealt with since it has no indicated deadlines or involvement of the third parties and probably requires the least time. Of course, it has its implications in the long-term run, but due to the aforementioned reasons, it can be done in the last place.
Prioritization and managing deadlines are vital for any workflow and stem from the ability to organize oneself and one’s tasks. In these cases, the tasks presented different aspects of the prioritization needed. The need to communicate with other departments, which will cost a certain time, prior deadlines in terms of fiscal year-end, or the unexpected conduct of meeting – the questions and issues raised in emails were multilayered and complex. Probably, without a certain degree of proper planning and understanding of the importance of strategic thinking, one can ultimately fail in the long and near term due to the lack of organizing the workflow. To accomplish all that has to be done, prioritization is required. We have been able to reduce stress, enhance productivity, and save time on the most critical tasks by having a clear knowledge of what has to be done first.