How To Prioritize Social Work Tasks When Everything Feels Urgent

Inside: Practical tips for school social workers on how to prioritize tasks and make time for supporting the students you serve.

Are you a dedicated school social worker who’s passionate about helping students but constantly feel like you’re swamped with work?

Your day starts before you even enter the building. By the time you get to your office, emails are already piling up, teachers are texting about students in crisis, and there’s a voicemail from a parent requesting an urgent meeting.

You don’t get a moment to breathe before a student is sent to you in distress. And just like that, you’re pulled into the first crisis of the day.

You want to be able to get everything done and check tasks off your to do list. You want to find a balance between supporting your students and staying on top of your other responsibilities.

But Here’s The Thing…

Your to-do list? It just keeps growing. Case notes, IEP paperwork, and referrals pile up before you can get to the work you’re already behind on.

Every time you check something off, three more tasks take its place. The pressure is constant, and no matter how hard you try, you can’t seem to catch up.

You feel stuck. There’s so much to do, but you don’t even know where to start. Should you tackle emails first? Finish that overdue report? Return phone calls?

Every task feels important. But no matter how much time you spend working, it never feels like enough.

The weight of your responsibilities is overwhelming, and instead of making progress, you find yourself stuck in a cycle of stress and inaction.

The thought of choosing the “wrong” task to start with makes it even harder to take action. So you do what many overwhelmed people do when they don’t know how to prioritize.

You shuffle papers, reread your to-do list, or switch between tasks without making real progress. Before you know it, the day is over, and instead of relief, you feel exhausted, guilty, and unaccomplished.

You Can Change This

You have the power to take control of your time and workload. With the right strategies, you can shift from feeling overwhelmed to feeling in control and productive.

You can do this by learning how to prioritize. Prioritization acts as a roadmap and helps you move forward instead of spinning your wheels. Take a look at some of the benefits of knowing how to prioritize:

• Clears Mental Clutter – When you list out and prioritize your tasks, you offload mental stress. Instead of trying to hold everything in your head, you see exactly what needs to be done.
  
• Breaks the Cycle of Inaction – Feeling overwhelmed can leave you stuck, not knowing where to start. But when you have a clear priority list, it takes the guesswork out of it.
  
  Even making a little progress on the most important tasks can build momentum and help you move forward.
  
• Turns a Mountain into Manageable Steps – Instead of seeing one massive workload, prioritization breaks it down into smaller, actionable steps, making it feel more doable.
  
• Gives You a Sense of Control – When you’re overwhelmed, you might feel like you’re reacting to everything rather than making intentional choices.
  
  Prioritization helps you take charge of your workload so you can be more productive.
  
• Helps You Make Peace with What Can Wait – Not everything needs your attention right now. Prioritization separates urgent from non-urgent tasks, so you can let go of less critical items without feeling guilty.

Working smarter isn’t about doing everything at once. It’s about doing the right things first so you can move forward with clarity and confidence.

You can calm the overwhelm you feel at work by learning how to prioritize. You might not get everything done, but you’ll tackle the things that lead to the biggest impact. That’s a huge win!

Related: How To Set Boundaries Even When You Feel Guilty

How to Prioritize Social Work Tasks When Everything Feels Urgent

When everything feels urgent, it’s easy to get stuck in a cycle of stress and overwhelm. But not all tasks are equally important, and trying to do everything at once only leads to burnout.

Learning how to prioritize helps you focus on what truly matters, manage your time more effectively, and feel more in control of your workload.

Here’s how to break through the chaos and tackle your tasks with purpose.

Related: The Best Time Management Strategies To Get Work Done Now

Step 1: Get Clear on Your Values

Before you can prioritize what to do, you have to get clear on what matters most to you—not just in the short term, but in your life overall.

Your values are like your internal compass. They guide your decisions, shape your priorities, and help you stay true to yourself, even when life gets overwhelming.

Ask yourself:

• What kind of person do I want to be?
  Maybe you want to be someone who is dependable, creative, compassionate, or courageous. Think about the qualities that matter to you, not to please others, but because they feel right in your gut.

• What do I want my life to stand for?
  Think big-picture: What do you care deeply about? Maybe it’s family, growth, helping others, balance, freedom, or learning. There’s no right or wrong answer here, just what feels aligned for you.

• What actions today reflect those values?
  This is where the rubber meets the road. If you say you value health, does your current to-do list reflect that? If you value connection, are you carving out space to spend time with loved ones?
  
  When you prioritize based on your values, you stop chasing what looks “productive” on paper and start making choices that feel meaningful in your everyday life.
  
  You’re not just getting things done, you’re building a life that feels right for you.
  
  A helpful tip:
  Choose your top 3 values and write them down somewhere visible. When you feel pulled in too many directions, ask: “Which option lines up best with what I care about most?”

Step 2: Create a Master Task List

Before you can prioritize, you need to see everything in one place. Take a few minutes to list out all your tasks, big and small.

Whether you prefer a digital app, a planner, or sticky notes, use a system that’s easy to update as new tasks come in.

Why this helps:

• It reduces the stress of juggling everything in your head.
• It helps you identify which tasks truly need your attention.
• It lays the foundation for effective prioritization.

Once you have a clear picture of your workload, it’s time to decide what needs to be done now, what can wait, and what can be delegated.

Step 3: Prioritize Your Tasks

When faced with a heavy workload, it can be challenging to know how to prioritize different tasks. Fortunately, there are several prioritization methods that can help you sort through your tasks and focus on what matters.

By choosing the right method for your needs, you can reduce overwhelm, increase productivity, and ensure that your time is spent on the most impactful tasks.

Here are a few prioritization methods you can experiment with. Try them out and see which one works for you:

• The Eisenhower Matrix (Best for Crisis-Heavy Work)
  
  The Eisenhower Matrix shows you how to prioritize by dividing your tasks into four categories:
  
  1. Urgent & Important – Do these first (e.g., student crisis, mandated reporting).
  2. Important but Not Urgent – Schedule these (e.g., developing intervention plans, long-term case management).
  3. Urgent but Not Important – Delegate if possible (e.g., certain administrative tasks).
  4. Neither Urgent nor Important – Consider eliminating or postponing (e.g. decorating bulletin board perfectly, rearranging files)

• The ABCDE Method (Best for Long To-Do Lists)
  
  Label each task with a letter based on priority:
  A – Must do (serious consequences if not done).
  B – Should do (important but not critical).
  C – Nice to do (helpful but optional).
  D – Delegate (someone else can handle it).
  E – Eliminate (not worth your time).

• The Eat That Frog Method
  
  This method encourages you to start your day by tackling your most difficult or unpleasant task first, the “frog.”
  
  This is the task you’re most likely to procrastinate on. Once you get through your frog, everything else will feel easier and more manageable.

• The MoSCoW Method
  
  This method involves categorizing tasks based on priority:
  Must have: Critical tasks that need immediate attention and completion.
  Should have: Important tasks that can be postponed if needed, but should be completed soon.
  Could have: Tasks that are nice to do, but not urgent.
  Won’t have: Tasks that are low priority and can be deferred or eliminated.

• The 1-3-5 Rule (Best for Daily Planning)
  
  Each day, aim to complete:
  1 big task (e.g., Writing and updating IEP, conducting and writing assessment).
  3 medium tasks (e.g., student check-ins, facilitate group session.
  5 small tasks (e.g., responding to emails, filing documentation).
  
• The Big Rocks Method

The Big Rock Method is a time management strategy that helps you focus on the most important tasks first, instead of getting lost in busywork. The idea comes from a well-known analogy:

For school social workers, big rocks might be tasks like crisis interventions, writing assessments, or advocating for student services—things that truly move the needle for student well-being.

Pebbles might be responding to non-urgent emails or attending routine meetings, while sand could be things like reorganizing your desk or over-editing documentation.

By identifying and scheduling your big rocks first, you ensure that the most important work gets done, rather than letting your day fill up with minor tasks that don’t have as much impact.

Step 4: Use Tools and Apps to Organize and Track Tasks

Once you’ve identified your top priorities, the next challenge is staying organized and actually getting things done. The right tools and apps can help you manage your workload, reduce overwhelm, and keep your focus where it matters most.

Task Management Tools

• Todoist. Todoist is a powerful task management app that helps you organize tasks by project, priority, and due date.
  
  You can color-code tasks, set reminders, and even track progress with built-in productivity tools. It’s great for breaking down big tasks and organizing everything on one simple, easy-to-use platform.
  
  Why it’s useful: If you love checking things off a list, Todoist is a game-changer in learning how to prioritize. It helps you break big tasks into smaller steps, set deadlines, and keep track of what needs to get done.
  
  You can create lists for things like “Student Follow-Ups,” “Paperwork & Reports,” and “Meeting Prep,” then set reminders so nothing slips through the cracks.
  
  Plus, it’s great for recurring tasks—so you don’t have to keep writing the same to-do list every week!
  
• Trello. Trello is a visual task management tool that uses boards, lists, and cards to organize your tasks. It’s perfect for people who need a more visual way to track priorities.
  
  You can create different boards for various projects, assign tasks, and track progress using simple drag-and-drop features.
  
  Why it’s useful: Trello’s visual Kanban board is a great way to organize tasks. You can create boards for different aspects of your work, such as “Student Check-ins,” “Follow-up Tasks,” “Crisis Intervention,” and “Meetings.”
  
  You can then move cards (tasks) through various stages (e.g., “To-Do,” “In Progress,” and “Completed”). This helps with task visibility and makes it easy to track progress on multiple projects at once.
  
• Clickup. ClickUp is an incredibly flexible tool that helps you organize tasks, track time, and manage projects all in one spot.
  
  Whether you’re keeping it simple with a to-do list or handling more complex workflows, ClickUp can adapt to fit your needs.
  
  Why it’s useful: ClickUp is perfect for school social workers who need to manage a variety of tasks, from individual student meetings to long-term projects.
  
  It allows you to create different task views (e.g., list, calendar, board) and set priorities. You can set reminders, track progress, and even integrate it with other apps you use daily.
  
  Example: You can create separate lists for individual students, meetings, crisis interventions, and case documentation. Each task can be color-coded by priority.
  
• Notion. Notion is like a digital notebook, planner, and task manager all in one. You can create a central hub for notes, student case logs, intervention plans, and to-do lists.
  
  This is an effective app for keeping everything organized and in one place.
  
  With customizable templates and collaboration features, it’s also great for tracking progress and sharing updates with your colleagues
  
  Why it’s useful: Notion is flexible, so you can set it up in a way that actually works for you. Whether you need a simple to-do list, a place to track student progress, or a full-blown case management system, you can customize it to fit your workflow.
  
  You can tag tasks by priority, set reminders, and even link notes and documents so everything stays connected. It’s like having a digital command center where you can keep track of everything, without the clutter of a hundred sticky notes!
  
  Example: You could create a “Weekly Planner” in Notion, where you organize tasks by day—“Monday: Check-in with students,” “Tuesday: Meet with teachers.”
  
  You can add notes, set reminders, and link relevant documents (like student files or intervention plans) directly in each task. This keeps your week organized and ensures you don’t miss important follow-ups!
  
• Microsoft To Do. Microsoft To Do is a straightforward app that allows you to create simple to-do lists and prioritize tasks. You can easily break tasks into subtasks, set deadlines, and even integrate with other Microsoft Office apps like Outlook for seamless organization
  .
  Why it’s useful: Perfect for those who prefer simplicity and need to quickly create and prioritize tasks without too much setup.

Time Management and Focus Tools

• Outlook Calendar – Keep meetings, deadlines, and emails in one place for easy scheduling.
• Google Calendar. While simple, Google Calendar is one of the best tools for time-blocking. You can schedule specific times for tasks and batch similar tasks into time blocks, color-code them for easy differentiation, and set reminders.
  
  Best for: Straightforward time-blocking and scheduling tasks.
  
• TimeBloc. TimeBloc is an app specifically designed for time-blocking. You can set up time blocks for different tasks throughout your day, color-code them, and review your daily and weekly schedules at a glance.
  
  Best for: Those who want a dedicated time-blocking app.
  
• Toggl Track – Tracks time spent on tasks. This a great tool to analyze how you’re using your time.
  
  Clockify – A free time tracker that helps you log work hours and manage productivity.

• Pomodor. This app is based on the Pomodoro Technique, which encourages focused work sessions followed by short breaks. You set a timer for 25 minutes of work, followed by a 5-minute break.
  
  This method helps improve focus and productivity, making it easier to tackle big tasks without feeling overwhelmed.
  
  Why it’s useful: Perfect for managing time in focused bursts, Helps you maintain momentum and stay productive without burning out.
  
• Pomodone – Integrates the Pomodoro technique with your task list to help you work in focused sprints.
• Habitica. Habitica turns your task list into a game. You can batch tasks into different categories and track your progress. It’s motivating for those who like a fun, gamified approach to time management.
  
  Best for: Gamifying your productivity and batching small tasks.

• RescueTime – Tracks where your time goes so you can eliminate distractions and work more efficiently.
  
• Forest. Forest uses a unique method to encourage focus by growing a virtual tree while you work. Set time blocks to focus on tasks, and as you complete them, your tree grows. It’s a great visual tool for staying focused.
  
  Best for: Time-blocking with a focus on concentration and reducing distractions.

Step 5 : Adjust as Needed

School social work is unpredictable, which can significantly impact how you prioritize. What feels urgent in the morning might not even matter by lunchtime.

That’s why it’s so important to regularly check in with your to-do list instead of letting the day run you.

Take a few minutes at the start or end of your workday to reassess your tasks. Ask yourself: What’s changed? What still needs my attention?

This simple habit helps you stay flexible and focused, which allows your time and energy to go where they’re needed most.

How to Choose the Right Prioritization Method

How will you know which prioritization method is right for you? The best approach depends on your workload, personal work style, and the level of urgency you deal with daily.

Here are a few things to consider when choosing a prioritization method:

• If you’re constantly juggling crises: The Eisenhower Matrix can help you separate urgent from important tasks so you don’t get caught up in things that feel pressing, but don’t actually move the needle.
  
• If your to-do list feels overwhelming: The Big Rock Method ensures you tackle the most meaningful tasks first, instead of filling your day with minor things that don’t have much impact.
  
• If you tend to procrastinate: The Eat the Frog Method pushes you to complete the hardest or most dreaded task first, so the rest of your day feels easier.
  
• If you work better with structure: Time-blocking or batching similar tasks together can help you focus without constantly switching gears.
  
• If your priorities shift often: A simple daily Top 3 Task List can keep you focused while allowing flexibility when unexpected things come up.

Embrace Your Priorities and Take Action

Remember, prioritization isn’t about doing everything, it’s about doing the right things. By embracing a prioritization method that works for you, you can move from feeling overwhelmed to being in control of your tasks and time.

You have the tools, you have the strategies, and now it’s time to take action. Whether you’re using the Eisenhower Matrix, batching tasks, or Eating that Frog, start small.

Choose one method, experiment with it, and see how it works for you.

The next time you’re faced with a mountain of tasks, remember that the secret to overcoming overwhelm is not doing everything, but focusing on what’s important.

With the right prioritization system guiding your day, you’ll start moving forward with confidence, accomplishing your goals, and making progress on the things that matter most.

Want More?

For more ideas on how to prioritize and get things done, check out 10 Minute Strategies For Better Time Management

Your Turn

What are your tips for how to prioritize what work gets done? Share in the comments!