86: How Ops Execs Can Stop Drowning in Priorities

Find the full transcript at yourfuturerealized.com/86.

If you’ve ever gone sailing, you know you can’t focus on every wave. You have to pick your course and stick with it, or risk spinning in circles, using up energy but not getting anywhere.

Leading operations often means juggling too many things at once, with new priorities flying at you from every side. It’s easy to get caught up in the chaos, trying to keep everything afloat. But that’s a recipe for burnout, not breakthrough.

The average executive makes about 70 conscious decisions a day at work.* That’s a lot of mental juggling. Not every plate deserves to stay in the air. The leaders who make the most impact aren’t doing everything, they’re focusing on what really matters.

In this episode, you’ll get a clear and simple plan to stop drowning in priorities, so you can lead with intention, not just survive the daily flood. 

Transcript

If you’ve ever gone sailing, you know you can’t focus on every wave. You have to pick your course and stick with it, or risk spinning in circles, using up energy but not getting anywhere.

Leading operations often means juggling too many things at once, with new priorities flying at you from every side. It’s easy to get caught up in the chaos, trying to keep everything afloat. But that’s a recipe for burnout, not breakthrough.

The average executive makes about 70 conscious decisions a day at work.* That’s a lot of mental juggling. Not every plate deserves to stay in the air. The leaders who make the most impact aren’t doing everything, they’re focusing on what really matters.

In this episode, you’ll get a clear and simple plan to stop drowning in priorities, so you can lead with intention, not just survive the daily flood. Find the full transcript at yourfuturerealized.com/86.

Why Ops Leaders Need Priority Management, Not Just Time Management

Hey Ops Execs, 

I remember working late nights on a laptop with a toddler falling asleep next to me, convinced I had to do it all. Turns out, saying no was the bravest thing I could do for my team and my family.

I see you, juggling requests from all sides, trying to keep everything on track. But truly: leaders who get ahead aren’t the ones who handle the most tasks. They’re the ones who focus on the right ones.

Let’s be real: I know saying no is tough. It’s natural to feel bad about letting people down. But you can’t help your team or your company if you’re buried under endless yeses. If you’re feeling stretched thin, you’re not failing. You’re leading in a world that’s simply more complex and moving faster than ever.

One of my clients put it perfectly: “It’s like trying to catch water from a firehose with a dixie cup.” You can’t catch it all. Trying just leaves you soaked and frustrated.

So, what do you do? Focus less on managing your time and more on managing your priorities. That means starting by getting clear on what really matters most right now.

How to Audit Your Priorities and Reclaim Your Time in Operations

I worked with an operations leader named Jamie* who was drowning in projects. Her calendar was packed, her inbox overflowing, her team was stretched thin. When we dug in, we found she was saying yes to almost everything, partly to be helpful, partly because she wasn’t clear on her real priorities as things were changing.

We did a Priority Audit. Jamie listed everything on her plate, then asked:

1.     Does this directly impact our most important business goals?

2.     Is this something only I can do, or could it be delegated?

3.     What’s the cost of delaying or saying no to this?

That clarity cut a new path for her. She started setting clearer boundaries, delegating more, having tough conversations and pushing back on non-essentials. Within a month, she’d reclaimed eight hours a week. Her team was more focused and could move faster.

Practically speaking, with hybrid work and teams across time zones, it’s even harder to know what’s urgent and what’s just noise. Ruthless prioritization and clear communication are your best tools for making sure nothing and no one falls through the cracks.

Actionable Tips for Staying Focused as an Operations Executive

Here’s what I’ve found works:

1.     Write down your top 3 priorities.

2.     Find one task that doesn’t fit and delegate or reschedule it.

3.     For every new priority, decide what you’ll delay or delegate to protect your focus.

With AI and automation handling more routine work, your real value comes from choosing the right priorities and using your judgment. The bots can crunch the numbers, but only you can decide what’s truly important.

Try this: Before you check your email, write down the 1–3 things that would make today a win. Not your to-do list. Your success list. Guard that time like it’s a meeting with your CEO.

And when new requests come in, use the “if this, then not that” rule. For every new priority you’re saying ‘yes’ to, decide what drops off your list. It’s about making sure you and your team have the bandwidth to deliver real results, not just check off tasks. It’s also about giving yourself space to breathe and think clearly.

I’ll leave you with this question: What’s one thing on your plate right now you know you should drop, but haven’t yet?

If you’re ready to move from overwhelmed to in control, episode 70 is for you. Listen to “How Ops Execs Transform from Busy to Brilliant” for more strategies on wrangling your time and focusing on what matters most. Find it at yourfuturerealized.com/70.

You can’t stop the chaos, but you can change the game.

* Reference:
Columbia University research, as cited in OC Dale Carnegie, “Understanding How Your Employees Make Decisions.” 2019.
https://ocdalecarnegie.com/understanding-how-your-employees-make-decisions/

** Not her real name.