You’re mistaken, everything is urgent Work assignment prompts

혜린이모드 2025년 06월 10일

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A recent lunch conversation I had with a coworker is still ringing in my ears: "I'm so busy these days, I feel like everything is rushed," she said. But when I think about it, I realize I used to say the exact same thing: I was running around like a firefighter every day, mistaking busyness for hard work.

Eventually, as I was working overtime to meet deadlines and screaming "I don't have enough time!", I realized one day that I wasn't running out of time, I was misallocating my time and energy.

That's when I started thinking seriously about resource allocation, and I realized I needed to be more organized than I thought.

Prompt.

복사

Play the role of a business resource optimization consultant.

Current situation:

- Responsibilities: [3-4 of my main work areas].

- Availability: 8 hours a day, 40 hours a week

- Problem: Treating all work equally, without distinction between importance and urgency

Optimization strategy:

1) Analyze and categorize tasks

- Reclassify tasks using the Eisenhower Matrix

- Analyzed the gap between estimated and actual time spent on each task

- Evaluate the value of tasks from an ROI perspective

2) Establish resource allocation principles

- Identify core tasks using the 80-20 rule

- Analyze personal energy patterns (utilize peak times of concentration)

- Differentiate between tasks that can be delegated and tasks that must be performed in person

3) Establish an execution system

- Daily/weekly/monthly resource allocation template

- Secure buffer time to respond to unexpected and urgent tasks

- Regularly review performance and adjust allocation strategies

Include specific action checklists and measurable KPIs.

After three months of optimizing my resource allocation with this systematic approach, I've seen some amazing changes. The biggest one is that I've stopped saying "I'm busy," and I've found myself doing the same amount of work and still having time to spare.

The key was to break everything down into four quadrants: 25% important and urgent, 50% important but not urgent, 20% urgent but not important, and 5% everything else, which balanced things out.

The 50% allocation to 'important but not urgent' was a game-changer, as it allowed me to spend enough time on long-term value-creating tasks such as planning, learning, and system improvements, which in turn reduced the frequency of 'urgent' tasks later on.

I also saw a clear difference in my performance review after six months: my overtime was down by 70%, while the quality and completion of my projects increased.

If you're feeling overwhelmed by work, why not try being more strategic instead of harder? Resources are limited, so I think it's really important to be selective and focused on where you invest them.

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