Feeling overwhelmed by too many tasks? Learn how to prioritize effectively, ensuring you focus on what truly matters while reducing stress and maximizing productivity.
The Jar of Life: Are You Filling It With the Right Things?
Stephen Covey, in his classic work on time management, shares a powerful metaphor: Imagine your life as a large glass jar. The rocks represent the most important things—your health, family, career, and personal growth. The pebbles are secondary priorities, like hobbies, friendships, and minor responsibilities. And then there’s the sand—small, insignificant tasks that seem urgent but don’t add real value.
If you start by filling the jar with sand, there’s no room for rocks. But if you place the rocks first, the pebbles can fit around them, and only then can you add a little sand.
Now, let’s be real—most of us are drowning in sand. Emails, last-minute requests, endless notifications, and obligations we don’t even remember signing up for. No wonder we feel overwhelmed! But here’s the good news: you can reclaim control by learning how to prioritize effectively. Let’s dive in.
How to Prioritize When Everything Seems Important
Assess Urgency and Importance
Not everything demanding your attention is actually important. Use the Eisenhower Matrix to categorize your tasks:
- Urgent & Important: Tasks that need immediate action (e.g., deadlines, emergencies, critical work projects).
- Not Urgent & Important: Tasks that contribute to long-term success (e.g., strategic planning, professional development, exercise).
- Urgent & Not Important: Tasks that feel pressing but could be delegated (e.g., responding to non-essential emails, routine administrative work).
- Not Urgent & Not Important: Time-wasters that don’t serve your goals (e.g., excessive social media, pointless meetings, busywork).
Take five minutes to list all your open tasks and categorize them. You’ll quickly see where your time should go—and what you can let go of.
Learn to Say No
One of the biggest productivity killers? Saying “yes” to everything. Every time you accept another task, you’re potentially squeezing out something more meaningful.
Next time you’re about to say yes, pause. Ask yourself: Does this align with my priorities? If it’s just another handful of sand, let it go. Protect your time like you protect your peace.
Prioritize According to Your Goals
Your priorities should reflect your bigger goals. Ask yourself:
- Does this task move me closer to my vision?
- If I don’t do this today, what’s the worst that will happen?
- Am I doing this because it’s important or because I feel obligated?
Your to-do list should be a reflection of what matters, not just what’s screaming for attention.
Ask for Help
You don’t have to do everything alone. Delegation isn’t a weakness—it’s a strategy. Identify tasks in the Urgent & Not Important category and pass them on. Whether at work or home, asking for help frees up your time for what truly matters.
Learn How to Decompress and Reduce Stress
Productivity isn’t just about doing more—it’s about doing the right things while maintaining balance. Here are simple ways to decompress:
- Take breaks: Short, mindful pauses increase efficiency.
- Practice deep breathing: A few deep breaths can reset your focus.
- Move your body: A quick walk or stretch session can re-energize you.
- Set boundaries: Protect your time by disconnecting from work after hours.
The goal isn’t just to check things off a list but to do them with clarity and purpose.
Final Thoughts
Your time is your most valuable resource—spend it wisely. As Stephen Covey’s Jar of Life metaphor teaches, start with the rocks, let the pebbles find their space, and be mindful of how much sand you allow in. By categorizing tasks, learning to say no, aligning with your goals, delegating, and managing stress, you’ll move from overwhelmed to in control.
Now, take action: List your current tasks, categorize them, and remove the sand. Your jar—and your life—will thank you.
Lilian Ngima 
Leave a comment