It’s easy to get caught up in the daily whirlwind—emails, calls, texts, and unexpected requests constantly demand attention. As a leader, you naturally feel an obligation to respond, and as a teammate, you want to be supportive. But without a clear system for prioritization, you risk spending time on what’s urgent instead of what’s important.
Great leaders develop a structured way to evaluate their work, asking: Why should I be working on this right now? This means thinking beyond immediate tasks and considering how each action connects to a daily priority, a weekly focus, a monthly objective, a 90-day action plan, a 12-month initiative, an ongoing process, and ultimately, a core strategy that fulfills the team’s purpose. This kind of structured thinking takes effort, but it’s one of the most valuable things a leader can do. Not only for themselves, but also helping their team understand what matters, why it matters, and what doesn’t need attention at the moment.
In the companies I’ve been part of, we’ve used a tool called the Goals & Actions Matrix—a simple document that visually connects daily work to strategic purpose. At its center is the team’s purpose, with a concise description of success. Surrounding it are the key processes that drive that purpose, critical metrics to track progress, 12-month initiatives on one side, and 90-day actions on the other. The layout makes the connections between each element clear and intentional. Inspired by Toyota’s X-Matrix, this tool ensures that priorities are aligned. If something doesn’t fit, it forces an important question: Why are we doing this? It is a powerful communication tool. Sometimes, there’s a valid reason for the lack of a connection, but the discipline of questioning priorities is essential. Having a visual tool to map priorities not only keeps the team focused but also reinforces strategic decision-making, ensuring that every effort moves the organization closer to its purpose.