The High-Performing Project Manager Program

Before reading this week's newsletter, which covers a topic we explore in the HPPM program, here's a quick update:

The next cohort of The High-Performing Project Manager Program starts this Monday, July 28th.

For more information, click here. Or simply reply to this email with any questions you may have. I'm happy to book a call too if you prefer.

ISSUE 20#

A 2018 study found that when people decide which tasks to work on, they consistently prioritise urgent tasks over important tasks, even when the urgent task offers much less of a reward.

Why do you think this is?

• Habit or what you think is expected?
• Assumptions that urgency should take priority?
• Lack of confidence to focus on what’s important?
• Email and Teams messages train us to think we need to respond to everything, quickly?

Managing urgency vs importance is about protecting your focus and energy, not just your time.

I could have just posted about the Eisenhower Matrix, but knowing this, I don’t think it is enough.

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Here are some tips to help 👇🏼

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1. Start With a Reset Question

Ask: “What would my future self thank me for today?”

This shifts your mindset away from firefighting and toward long-term value. It’s a built-in filter for importance.

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2. Use the Driver-Car-Mechanic Model

Think about your tasks like this:

Driver: Important, proactive tasks (e.g. setting up next week's delivery, stakeholder engagement, risk planning)

Car: Everyday operations (status updates, checking team progress)

Mechanic: Fixes, problems, rework (responding to issues, chasing overdue items)

Spend more time as a Driver; this is where importance lives. If you’re stuck in Mechanic mode, urgency often pulls your focus.

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3. Use a Day Planner With Categories

Create a simple layout in your planner:

• Top 3 Important Things
• Quick wins (can be urgent)
• Blocker tasks (what’s stopping flow?)
• Reflections (1 line at end of day)

This helps you see where your day is going, and if you’re trading important progress for easy, urgent tasks.

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4. Communicate Boundaries

Urgency thrives when you’re always available. Use language like:

“I’ve got capacity this afternoon—can it wait until then?”

“That sounds important, let’s give it 15 minutes now and schedule a proper follow-up.”

You’re still responsive, but not reactive.

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5. Schedule Weekly Reviews

Every Friday or Monday, ask:

1. What was urgent this week, and did it matter?
2. What important thing got neglected?
3. What will protect next week’s focus?

Over time, this rewires how you work. Urgency becomes managed, not default.

I hope you find these tips helpful.

Have a great week 💪🏼

Ben.