Prioritize Like a Pro: Mastering the Art of What Comes First

Let’s face it—your to-do list isn’t getting any shorter. Emails, meetings, last-minute asks, reschedules, travel arrangements, and that one “Can you do me a quick favor?” that’s never actually quick. As an executive assistant, you’re not just managing tasks—you’re managing momentum. And to do that well, you have to know how to prioritize like a pro.

So how do the best of the best decide what comes first, what can wait, and what needs to be delegated?

1. Start with the Mission, Not the Task

Before diving into the list, ask: What’s most aligned with your executive’s goals today, this week, or this quarter? When you align your actions with the bigger picture, you’re not just being busy—you’re being strategic.

2. Use the 4D Rule: Do, Defer, Delegate, or Delete

Every task should fall into one of these buckets:

• Do it now if it’s urgent and important.

• Defer it if it’s important but not urgent.

• Delegate it if it doesn’t require you to do it.

• Delete it if it doesn’t move the mission forward.

This simple filter brings clarity fast.

3. Triage by Impact, Not Just Deadline

Something due tomorrow might seem urgent, but a conversation that prepares your exec for next week’s board meeting may have more impact. High-impact always wins over high-volume.

4. Create a Power Hour

Designate one hour a day to knock out high-priority items without interruption. No Slack. No email. No calls. Just focused momentum on what matters most. This one hour can change the entire pace of your week.

5. Check In, Not Out

Priorities shift. So should your list. Make it a habit to check in with your leader—formally or informally—to confirm that your top three are still the top three. Staying in sync means fewer surprises and better results.

Pro-level prioritization isn’t about doing everything. It’s about doing the right things first.

So the next time your day starts feeling like a whirlwind, take a breath, step back, and sort your tasks like the strategic powerhouse you are.

You’ve got this. Because you don’t just work hard—you work smart.

MJB Virtually Yours

Helping EAs rise with excellence, one priority at a time.