How to Prioritize Tasks When Everything Feels Urgent

Imagine you’re at a Nigerian wedding, and you’re suddenly asked to help serve food, greet guests, and coordinate with the DJ – all at once. That’s what life often feels like for us Africans in the diaspora, right? But don’t sweat it, I’ve got your back!

Let’s face it, whether you’re a Ghanaian software engineer in Silicon Valley, a Nigerian doctor in London, or a Kenyan entrepreneur in Toronto, we’re all in the same boat. 

We’re balancing our careers, side hustles (because who doesn’t have one?), family obligations back home, and trying to build a life in a new country. 

But here’s the tea: not everything that screams for your attention deserves it. Learning how to prioritize tasks is your secret weapon. In this guide, we’re going to break it down, step by step, so you can handle your business like a pro.

The Art of Saying “Mba” (No in Igbo)

First up, let’s talk about the power of “No.” I know, I know, it’s harder than turning down your aunty’s food at a family gathering. But it’s crucial.

Here’s how to master the art of saying no:

1. Check your plate

Before you commit to anything new, take stock of your current responsibilities. Are you already juggling a full-time job, MBA classes, and weekly calls with your parents back in Nairobi? Then maybe you shouldn’t volunteer to organize the next community event.

2. Value your time

Your time is as precious as the last piece of chicken at a family dinner. Don’t give it away for free. If your cousin in Lagos asks you to help with their business plan, but you’re swamped with work, it’s okay to say, “I can’t right now, but here’s a helpful resource.”

3. Practice the art

Start small. Say no to that extra shift at the warehouse, or politely decline that invitation to your coworker’s baby shower when you’ve got a deadline looming. Remember, “No” is a complete sentence.

The Eisenhower Matrix: Your New Best Friend

Now, let’s dive into a tool that’s going to revolutionize your life faster than discovering a West African grocery store in your neighborhood. It’s called the Eisenhower Matrix, and it’s all about sorting your tasks based on importance and urgency.

Here’s how to use it:

1. Urgent and Important

These are your “do it now” tasks. 

• Example: Your work visa is expiring in a week, and you need to submit renewal documents.

• Action: Drop everything and handle it immediately.

2. Important but Not Urgent

These are your “schedule it” tasks. 

• Example: Studying for the MCAT to apply to medical school next year.

• Action: Block out 2 hours every evening for study sessions.

3. Urgent but Not Important

These are your “delegate it” tasks. 

• Example: Your roommate needs help moving furniture this weekend, but you’ve got a big presentation on Monday.

• Action: Recommend a moving service or ask another friend to help.

4. Neither Urgent nor Important

These are your “delete it” tasks. 

• Example: Binge-watching the latest Nollywood series when you’ve got work to do.

• Action: Save it for your next actual free time, maybe as a reward for completing important tasks.

The African Time Mindset: Leave It in the Village

We all know about “African time.” It’s that thing where the wedding invitation says 2 PM, but the couple doesn’t arrive until 5 PM. But when it comes to prioritizing tasks in the diaspora, that mindset has got to go.

Here’s how to shake off the African time mentality:

• Be realistic: Don’t promise to deliver a project in two days when you know it’ll take a week. You’re not a magician, and no amount of palm wine will make your work disappear.

• Use reminders: Set multiple alarms on your phone, use a digital planner like Trello or Asana, or go old school with a physical planner. Whatever works to keep you on track.

• Start early: Begin your day like you’re catching a flight to Lagos during the Christmas season. You won’t show up to the airport late, so don’t be late for your priorities.

• Buffer time: Always add extra time to your estimates. If you think a task will take an hour, allocate 90 minutes. This accounts for unexpected issues and helps you stay on schedule.

Practical Tips for Success

1. Use the 2-Minute Rule: If a task takes less than 2 minutes, do it immediately. This could be replying to an important email or calling to confirm an appointment.

2. Batch similar tasks: Group similar activities together. For example, set aside one hour to make all your international calls to family and friends back home, rather than spreading them throughout the week.

3. Prioritize self-care: Don’t forget to schedule time for exercise, meditation, or simply relaxing with some Afrobeats. A burnt-out you can’t help anyone.

4. Learn to delegate: If you’re running a small business, consider hiring a virtual assistant for tasks like social media management or customer service. This frees you up for more important responsibilities.

5. Use technology: Explore apps like RescueTime to track how you spend your time online, or Forest to help you stay focused and avoid distractions.

Conclusion: You’re the Captain Now

Remember, mastering how to prioritize tasks is a skill. It takes practice and patience. Start small, be consistent, and before you know it, you’ll be handling your to-do list like a pro.

So, the next time everything feels urgent, take a deep breath, pull out that Eisenhower Matrix, and show your tasks who’s boss. You’ve got this!

Now, go out there and conquer your day like the absolute legend you are. Remember, prioritizing your tasks isn’t just about getting more done – it’s about creating the life you want in the diaspora. Let’s get it, fam!

READ: Is the Self-Care Industry Exploiting Women’s Insecurities?

From skincare routines that could rival a chemistry lab to wellness retreats promising enlightenment (for a hefty fee), self-care is big business.

But is this industry genuinely helping women, or is it exploiting their insecurities? Click here.