Have you ever ended a long workday wondering where your time went—only to realize you were busy but not productive? You tackled countless tasks, answered emails, attended meetings, and checked off boxes, yet the most important work somehow got pushed aside.
I learned the art of prioritization in the kitchen. At Leith’s School of Food and Wine, we were required to produce a time plan before we could even step into the kitchen. Without it, cooking wasn’t an option. That process—setting a goal (the menu that had to be served) and developing a roadmap to achieve it within a set timeframe—became second nature. Later, as I worked in Michelin-starred kitchens, I refined this skill under intense pressure, where every second counted.
Today, as I manage Shutta, my approach to prioritization remains largely the same. The timeframes may be longer, but the principles are identical. While many turn to frameworks and productivity models, I rely on a mix of structured planning and a mindset best summed up by the Serenity Prayer—knowing what I can control, what I can’t, and making peace with the difference.
This article explores why prioritization is so challenging, how we can avoid common traps, and what strategies help us focus on what truly moves the needle.
The Prioritization Problem: Why We Struggle
Most people approach their workload reactively. Emails flood in, meetings get scheduled, clients make requests, and before we know it, our day is dictated by external forces rather than by our own priorities.
A few common traps keep us stuck:
- The Busywork Illusion – Checking off easy, low-impact tasks feels productive, but it often distracts from the real work that drives results.
- The Urgency Trap – When everything feels urgent, we end up firefighting instead of making meaningful progress.
- Decision Paralysis – With too many options and not enough clarity, we procrastinate instead of taking action.
- The Perfectionist’s Dilemma – Obsessing over every detail slows down execution and makes prioritization even harder.
In the kitchen, failing to prioritize means chaos—burnt dishes, missed orders, and wasted ingredients. The same applies in business. Without clear priorities, we waste time, energy, and resources on tasks that don’t bring us closer to our goals.
A Chef’s Approach to Prioritization
Instead of rigid frameworks, I rely on a combination of structured planning and a flexible mindset. Here’s how I approach prioritization:
1. Set the Goal and Work Backwards
Just as every dish has a final presentation in mind, every project needs a clear outcome. Before starting any task, I ask:
- What is the final goal?
- What steps are required to achieve it?
- What must be done first, and what can wait?
2. Identify the Critical Path
In the kitchen, the longest-cooking item dictates the timeline. If a slow-braised dish takes two hours, it goes on first. The same applies to work—some tasks require lead time, dependencies, or deep focus. Identifying these ensures nothing crucial is left until the last minute.
3. Adapt When Necessary
Kitchens are unpredictable—ovens break, ingredients run out, unexpected guests arrive. The ability to adjust without losing focus is key. In business, shifting priorities and external challenges require the same adaptability. Sticking rigidly to a plan that no longer serves the goal is counterproductive.
4. Control What You Can, Let Go of What You Can’t
The Serenity Prayer guides much of my prioritization:
Grant me the serenity to accept the things I cannot change, the courage to change the things I can, and the wisdom to know the difference.
Some things are beyond our control—client delays, market shifts, unexpected crises. The key is recognizing where effort makes a difference and where it doesn’t. Wasting time on uncontrollable factors is the fastest way to inefficiency.
Frameworks for Smarter Prioritization
I might have my own framework for staying sane, and productive, with a neverending to-do list, but there are countless methods that people use for prioritization:
1. The Eisenhower Matrix: Urgent vs. Important
Most people fall into the trap of constantly reacting to urgent but unimportant tasks (like responding to every email immediately) instead of focusing on strategic, high-impact work. Named after President Dwight D. Eisenhower, this framework forces you to categorize tasks into four quadrants:
| Urgent | Not Urgent | |
| Important | Do it now | Schedule it |
| Not Important | Delegate it | Eliminate it |
2. The Pareto Principle (80/20 Rule)
The Pareto Principle suggests that 80% of results come from just 20% of efforts. This isn’t a strict rule but more of a guideline to help us decide what is most important. The real value of the Pareto Principle is in figuring out which 20 percent of our actions are giving us the best results. Once we know which tasks clients or projects are the most valuable we can put our time and energy into those This means we can do more in less time and get more done.
The key is identifying which tasks, clients, or projects generate the most value and focusing energy there.
3. The MoSCoW Method: Must, Should, Could, Won’t
The MoSCoW method, used in project management, aligns perfectly with the Hypothesis Driven Design methodology’s planning stage at Shutta. After brainstorming and organizing ideas, using the MoSCoW method to prioritize allows you to categorize tasks by importance:
- Must do – Critical, non-negotiable tasks.
- Should do – Important but not urgent; schedule them.
- Could do – Nice-to-haves that can wait.
- Won’t do – Tasks that don’t add value—eliminate them.
This is particularly useful in preventing feature creep in projects or managing overwhelming workloads. It also makes it easier to say no to tasks that don’t align with long-term goals. The MoSCoW framework, combined with your existing cost/benefit and risk analyses, provides a robust prioritization system.
How to Apply Prioritization in Everyday Life
1. Start Each Day with a Priority List
Instead of writing a generic to-do list, create a priority list based on the frameworks above. Identify the one thing that, if completed, would make the biggest impact. Then, list two or three supporting tasks.
2. Time-Block for Deep Work
Carve out uninterrupted time for high-priority tasks. I use 90-minute deep work sessions for creative and strategic tasks, blocking out distractions to maximize focus.
3. Learn to Say No
Every “yes” to a low-value task is a “no” to something more important. Early in my career, I said yes to every opportunity, fearing I’d miss out. Now, I evaluate requests through my prioritization lens. If it doesn’t align with my core goals, it’s a no.
4. Review and Adjust Weekly
Priorities shift, and flexibility is key. I review my tasks and priorities every week to ensure they align with my long-term objectives.
Do Less, Achieve More
Prioritization isn’t about cramming more into your schedule—it’s about making better choices. By focusing on what truly matters, you gain clarity, reduce stress, and maximize impact.
The way I prioritize today is rooted in the lessons I learned in kitchens: plan ahead, focus on the critical path, adapt when needed, and control what I can. It has nothing to do with complex frameworks and everything to do with practical experience. I’ve seen firsthand, both in business and in personal projects like From The Frying Pan, that the difference between being overwhelmed and being effective isn’t how much you do—it’s what you choose to focus on.
So, next time you’re drowning in tasks, step back and ask yourself:
👉 Am I focusing on what truly moves the needle?
The answer will change the way you work—and how much you achieve.
What’s Next?
Now that you’ve explored prioritization strategies, take a moment to reflect. Try applying the Eisenhower Matrix or the 80/20 Rule to your own tasks today. What can you eliminate, delegate, or focus on? Let me know in the comments—I’d love to hear how these frameworks work for you!