You're swamped with urgent deadlines. How do you decide which tasks to tackle first?

When faced with multiple urgent deadlines, I prioritize tasks using the "Eisenhower Matrix", focusing first on those that are both urgent and important. I assess each task’s impact on business goals, stakeholder expectations, and potential risks if delayed. Dependencies, resource availability, and time sensitivity also guide my decision. I break larger tasks into manageable segments and delegate where appropriate. Clear communication with stakeholders helps align priorities and manage expectations. This structured approach ensures critical objectives are met efficiently without compromising quality.

When everything feels urgent, I pause, breathe, and rank tasks by impact. The Eisenhower Matrix helps me cut through noise and make decisions I won’t regret under pressure.

Here’s how to stay focused without burning out: 📝 Start with a brain dump Get it out of your head so you can think clearly. 🎯 Start with the most important task Not the easiest one. The one that moves things forward. 🚪 Shut the door on distractions—ask someone to cover you Interruptions kill momentum. Ask a teammate to screen calls, handle emails, or protect your focus time. You don’t have to do it all alone. 🌙 Some tasks just don’t fit inside 9 to 5, and that's OK. Some days will run long, and that’s okay. Just don’t let overtime become the default way to get things done. 🔍 After the chaos, ask: What caused this? Was it overpromising? Poor planning? Not asking for help? That’s where real-time management begins.

In my experience as a project manager, mastering time management starts with honest self-awareness and ends with disciplined execution. I’ve found that combining time-blocking with task prioritization—especially using tools like the Eisenhower Matrix—creates a strong foundation. But what truly elevates productivity is the consistent elimination of distractions and the courage to delegate when needed. Most importantly, staying flexible is not a fallback—it's a strategy. Plans are essential, but agility is what keeps them alive. Great breakdown of key soft skills here!

Use the “next physical action” mindset from Getting Things Done (GTD) by David Allen—identify the very next, tangible action you can take to move a task forward. This reduces mental friction and helps build momentum, especially on daunting projects.

Juggling multiple deadlines, I rely on a mix of strategy and instinct. When things pile up, I start by looking at three things: 1. Deadlines – What’s due soonest? 2. Effort vs. Progress – Which task, if completed, will unlock the most next steps? 3. Revenue Impact – Especially when we’re at capacity, I prioritize proposals with higher business value. I use a simple tracker and checklists to keep things moving, but my real guide is understanding the chain reaction—how much time or input is needed before and after each task to avoid bottlenecks. And when it gets overwhelming? A 10-minute walk or music break helps me reset and come back with clarity. Time pressure is real—but decision clarity makes it manageable.

Personally, when I’m staring at daunting deadlines, I like to zoom out a bit and ask: What’s the real impact of each task? That clarity helps me not just prioritize, but also deprioritize—something we don’t talk about enough. Then, like you, I break things down into manageable chunks and build in buffer time where I can (because let’s be honest, things will spill over!). it’s a great reminder that structured thinking can be a real game-changer when things feel overwhelming.

Break tasks into smaller, more manageable tasks. This helps make even the most daunting projects seem less intimidating and make them seem more achievable. When setting small deadlines for the smaller tasks, it will feel like you are progressing more and provide you with a better sense of achievement.

In addition, to work on urgent and important tasks, I typically block the time(s) of the day when I have the most energy or tend to work better in. Then, I schedule remaining items to another time during the day

Anytime I've found myself overwhelmed with too many tasks due at the same time it's usually because I've stopped time blocking my calendar. It's key for my productivity to keep me focused and on task. AND it only works when the time blocking is done intentionally. If I have an event on Monday night that will keep me up late, I need to be honest with myself that a Tuesday morning deep work time block may not happen and I need to plan accordingly.

When you have broken your tasks down, it is then important to schedule them into your calendar using time blocks. Make sure to allocate specific chunks of time to each group or task, and ensure that there is a clear idea of your day or week. This helps to prevent any overwhelm and means that you are then focusing on one thing at a time.

Feeling overwhelmed by deadlines? Try using time blocks to manage your day. Start by listing all your tasks, then group similar ones together. Set a fixed time for each group—like 30 minutes for emails, 1 hour for writing. Work only on that task during its time block—no switching! Add short breaks in between to recharge. This helps you stay focused, avoid burnout, and actually get more done. Time blocks turn a chaotic day into a clear plan you can follow.

Consider implementing a “focus ritual” at the start of deep work—this could be as simple as a 3-minute breathing exercise, switching your phone to airplane mode, or using a website blocker like Freedom or Cold Turkey. Training your brain to associate a ritual with focus can sharpen your attention.

Too many deadlines and not enough time? Start by cutting out distractions. Turn off phone notifications and close tabs you don’t need. Let others know you’re focusing, so they avoid interrupting you. Create a quiet space where you can think clearly and work faster. Focus on one task at a time—multitasking only slows you down. You’ll be surprised how much you can finish when your mind isn’t jumping around. Less noise, more done.

When delegating, also communicate the why behind a task, not just the what. Giving context builds trust and encourages ownership. It’s also helpful to check in with your team about their current capacity, creating space for reciprocal workload balancing.

In addition to that, remember to communicate early to impacted stakeholder(s), if applicable and negotiate for more time to avoid disappointment or conflict

When I’m overwhelmed with urgent deadlines, I start by listing all the tasks and figuring out which ones are truly time-sensitive and have the biggest impact. I prioritize those first. I also look at how long each task will take—sometimes finishing a few quick ones clears mental space. If needed, I break big tasks into smaller steps to make them more manageable. And if something can be delegated or rescheduled without harm, I do that. It’s all about staying focused, staying calm, and handling one thing at a time with purpose.