| 1. List current work priorities |
Identify all projects, tasks, and initiatives currently on your plate |
What are your major ongoing responsibilities? What are your upcoming projects? |
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| 2. Describe project size and complexity |
Describe each project, task, initiative based on scale & impact. Consider elements like duration, level of change, visibility, and team involvement |
Is this a long-term or short-term project? Does it require cross-functional collaboration? How visible is this project to leadership or stakeholders? |
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| 3. Assign projects by size (priority/weight) |
Assign each project into one of 3 categories: Big Rocks, Medium Pebbles, or Small Sand. |
Which projects are most critical to organizational success? Which tasks are necessary but not high-impact? |
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| 4. Assess bandwidth & capacity |
Take stock of how many projects you are currently managing in each category. Evaluate if you and your team have the capacity to complete them effectively. |
Do you have too many projects at once? Are small tasks distracting from strategic priorities? Does your team have the necessary resources and skills to succeed? |
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| 5. Prioritize & adjust |
Based on your analysis, determine what needs immediate attention (each day or week), what can be postponed, and what can be delegated. Align your workload with your organization’s big picture goals. |
What are the top 3 projects (Big Rocks) that should be your focus? What tasks can be delegated or restructured or discontinued? Where do you need additional support? |
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| 6. Implement & track progress |
Set milestones and schedule regular check-ins to review and adjust priorities as needed. |
How will you measure progress? What check-in points will keep you accountable? |
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