When everything is important, your team loses clarity and momentum. If team members feel overwhelmed by competing demands, they’re less likely to take true ownership of their work—they may freeze, default to “just getting things done,” or wait for direction. As a leader, it’s crucial to recognize when overload is undermining your team’s ability to focus and deliver. Instead of piling on more tasks or expecting your team to “just figure it out,” help them step back and identify what truly matters right now. This creates space for ownership and better results.

Prioritization isn’t just about making a to-do list—it’s a conversation about impact. Your role as a coach is to guide your team in weighing trade-offs and connecting their work to broader goals. For example, rather than saying, "Just finish Project A first," you might ask, "What impact would finishing Project A before Project B have on our overall goals?" This approach encourages your team to think strategically and take responsibility for their choices. When you help team members reflect on the “why” behind each task, you build their ability to make informed decisions and learn from both successes and setbacks.

Here’s a sample dialogue that demonstrates this approach:

• Jessica: I’m feeling overwhelmed. I have the quarterly report, the client presentation, and the new onboarding materials all due this week. I’m not sure what to tackle first.
• Ryan: That’s a lot on your plate. If you look at each task, which one do you think will have the biggest impact if completed first?
• Jessica: Probably the client presentation, since it’s tomorrow and could affect our relationship with them.
• Ryan: That makes sense. What would happen if the onboarding materials were delayed by a day or two?
• Jessica: I think that would be okay. The team could manage with the old materials for a bit longer.
• Ryan: Great. So, focusing on the client presentation first, then the report, and finally the onboarding materials sounds like a plan. How do you feel about that order?
• Jessica: That actually helps a lot. I feel more confident about where to start now.

Empowerment happens when priorities are co-created, not dictated. Instead of simply assigning tasks or telling your team what to do, use open-ended questions to help them clarify priorities and take ownership. For example, ask, "What’s the current status of the report, and is there anything blocking your progress?" or "Which of these tasks feels most urgent to you, and why?" When you invite your team to participate in setting priorities, you build trust, confidence, and accountability.

Frameworks like SMART (Specific, Measurable, Achievable, Relevant, Time-bound) can help turn vague intentions into clear commitments. For instance, instead of "Improve communication," a SMART goal would be "Share weekly project updates with the team every Friday for the next quarter." Connect these goals to team and business needs so everyone understands how their work fits into the bigger picture.

Check in regularly, but avoid taking over. Offer support while reinforcing autonomy: "Let me know if you need a sounding board, but I trust your approach on this project." This balance helps your team feel both supported and responsible for their own outcomes.