Proactive vs Reactive Task Management

Do you ever feel overwhelmed or caught-off-guard by your work or daily tasks? Have you identified a default approach to handling tasks and objectives in your professional life? In this blog, the differences between proactive and reactive styles of task management will be reviewed. We will also identify and outline ways you can move to and leverage a more proactive management style.

Imagine you are managing three different projects. Projects A and B are both closing in on deadlines. You are only halfway through completing project A, but have not started project B. As the countdown to the deadline approaches, you complete project A, but realize project B will take longer than expected. As the deadline for project B passes, you find yourself scrambling to complete project B. Meanwhile, the countdown for project C begins. And the cycle continues.

The type of management explained in this example is called “reactive management,” or “firefighting.” Reactive management refers to a situation in which one does not plan ahead for problems or opportunities. Instead, a person using reactive management responds to each situation as it happens. Reactive management is hectic, stressful and inefficient; but it can sometimes become a routine or a comfort zone for those who embrace it. As reactive management is applied, projects fall behind and there are greater chances of making costly mistakes. Furthermore, this style of task management forces you to put long-term planning aside in order to respond to new, pressing issues. As a result, individuals may always feel one or more steps behind and each situation will seem to happen “out of the blue.”

In contrast, proactive management occurs when a system of planning and preparation has been implemented in advance to avoid or manage problems. To effectively leverage proactive management, you must first organize and take control of your time. It is important to understand time management is an essential weapon against reactive management. When you create more time in your schedule, you provide yourself enough space to plan ahead and anticipate upcoming issues and opportunities. Second, determine which tasks and responsibilities are critical and delegate or delay any non-critical tasks, creating an action plan to help you prioritize each step. Finally, create a list of things you will stop doing in order to focus on essential tasks. With a proactive approach to managing tasks and an attitude of determination and discipline, you will establish new routines and comfort zones of timeliness, effectiveness and efficiency.

As you make the shift toward a proactive style of task management, consider the words of author Tony Morgan, “You get to decide where your time goes. You can either spend it moving forward, or you can spend it putting out fires. You decide. And if you don’t decide, others [or life] will decide for you.”