Why Prioritization Isn’t Simply “Time Management”
Many of us see “prioritization” and automatically think “time management.” However, Harry draws a crucial distinction:
“I think most people confuse prioritization with personal productivity or time management. They are distinctly different things.”
Time management helps us structure tasks within a set schedule. Prioritization, on the other hand, addresses whatbelongs on our schedule in the first place. By approaching prioritization as its own discipline, Harry argues, we ensure our best energies go to our highest-impact work.
DEGAP: Breaking Down the Process
In his book, Harry introduces a five-step process called DGAP:
- Decide whether intentionally prioritizing is worth the effort or if a quick decision is needed.
- Engage relevant stakeholders to gather the right context and perspectives.
- Gather items, criteria, and any supporting details you’ll need to make an informed call.
- Arrange or organize those items so you can compare them clearly (eliminating duplicates or clarifying fuzzy ideas).
- Prioritize once everything is properly laid out.
Harry likens this method to skiing: it isn’t just “lean forward and go.” You need equipment, proper attire, an understanding of the terrain—then you launch. DEGAP ensures you follow a structured path instead of rushing straight into “pick your top three.”
Episodic vs. Periodic (and Even Continuous) Prioritization
Harry highlights a difference between:
- Episodic prioritization: for big, infrequent decisions (choosing a college, buying a home, etc.). Here, the cost of a bad call is high, so slow down and be extra methodical.
- Periodic or continuous prioritization: for ongoing tasks that might be revisited weekly or monthly (team projects, daily to-dos). You can “course-correct” more often, so while the process is critical, it can move faster.
Understanding which context you’re in helps define how much time and energy to invest in each prioritization cycle.
Avoidances: The Sneaky Energy Vampires
One of Harry’s more surprising recommendations is to prioritize your avoidances. That is, take a look at the tasks or conversations you dread so much that you keep putting them off. These hidden “paper cuts” can drain mental energy and limit progress. By identifying them, stacking them against your higher-impact tasks, and addressing them—perhaps first thing in the morning—you free yourself from unnecessary stress and distraction.
“Whatever you’re avoiding is consuming a lot of energy. Once you deal with it, you’re often surprised how much positive momentum you gain.”
Prioritization Inside Teams
What if you’re juggling shifting goals, varied stakeholders, and a rapidly changing environment? Harry suggests a framework known as Speedboat, adapted from Luke Hohmann’s “Innovation Games.” Your team is a boat, and you visualize:
- Anchors: what’s slowing you down?
- Rocks: looming obstacles you need to steer around.
- Propellers: forces that can help you move faster.
- Life Preservers: safety measures that keep everything afloat if problems arise.
Once identified, force-rank these issues to focus on the most high-leverage changes. This fosters a collaborative mindset where everyone sees how (and why) the team prioritizes.
Personal Knowledge Management and Managing Info Overload
Even professionals like Harry feel the crush of incoming information—emails, chats, social feeds. His tips:
- Capture on the Go: Keep a reliable method, like index cards, a note-taking app, or sticky notes, so you never lose key ideas.
- Review & Sort: Triage that info to see what’s truly important—and what’s not.
- Distinguish “Top Priorities” From “Tasks”: Not all tasks are top priorities. Clarity on what matters most helps you say no or defer what’s less impactful.
Making Prioritization a “First-Class Citizen”
A central takeaway: prioritizing prioritization. Instead of seeing it as an afterthought, treat it as the bedrock of your best decisions. By doing so, you ensure that:
- Your personal schedule aligns with your biggest goals.
- Your team shares common ground on where effort goes.
- You avoid missing high-value opportunities just because you’re stuck in reactive mode.
Want to Dive Deeper? Get the Book
Harry’s book, Managing Priorities: How to Create Better Plans and Make Smarter Decisions, covers these concepts in depth—complete with real-life stories, frameworks, and actionable exercises. If you’d like to grab a copy, Harry and his publisher have a special offer:
- Visit RosenfeldMedia.com.
- Select the book, Managing Priorities.
- Enter code READ20 at checkout for 20% off (expires soon).
The Path Forward
Our world isn’t slowing down, and neither is the deluge of new projects and ideas. The good news? Prioritization is a skill you can develop, practice, and improve—just like skiing, public speaking, or any other discipline. Whether it’s deciding what goes on your weekly to-do list or orchestrating a major product roadmap at work, Harry Max’s guidance is a powerful reminder that we do our best work when we get crystal clear on what matters most.
Ready to Transform How You Prioritize?
- Check out the Managing Priorities book and use READ20 for 20% off.
- Visit RosenfeldMedia.com or the show notes at ReadtoLeadPodcast.com/532 for more details.
- Remember: Prioritization isn’t just about productivity—it’s about making smarter choices that lead to real results, at work and in life.