🔻 The Priority Pyramid: A Secret Weapon for Neurodivergent Minds
- Apr 16
- 9 min read
🔺 Where long-term goals meet daily focus—with room for your brain to breathe.
Making Decisions When Everything Feels Important
Decision-making tools exist for a reason: our brains weren’t built to juggle dozens of competing priorities in real time. From classic frameworks like the Eisenhower Matrix to modern digital planners, the goal is the same—clarity through structure.
But not every model works for every mind, role, or situation.
Some people thrive with categories and color codes.
Others need something more flexible—especially when managing complex roles, creative work, or neurodivergent thinking styles.
We’ll take a closer look at one tool in particular:
🔺 The Priority Pyramid—a visual, layered approach to organizing focus, reducing overload, and staying connected to long-term goals even in the middle of daily demands.
🎬 Scene 1: The Daily Overwhelm
Imagine this: Your to-do list is longer than a CVS receipt. Emails are piling up, your Slack is pinging like a pinball machine, and that big project deadline is looming ominously. For neurodivergent individuals, especially those with ADHD, this isn't just a hectic day—it's a recipe for executive dysfunction.
🎬 Scene 2: The Vision That Keeps Getting Pushed
Imagine this:You have a bold, exciting long-term goal.
A book to write. A business idea that’s been living rent-free in your brain. A career pivot you know is right—but you never seem to “get around to it.”
Weeks go by. Months.
You keep saying: “When things calm down, I’ll start.”
But things don’t calm down.Your calendar fills itself, your inbox eats hours, and the vision that once felt electric now feels… distant.
For neurodivergent people, this isn’t procrastination—it’s paralysis by prioritization.
Because when everything feels urgent, the important stuff never even makes the list.
🧱 Why the Priority Pyramid Works (Even When Nothing Else Does)
The Priority Pyramid isn’t a to-do list.
It’s a decision-making tool, a visual, hierarchical framework that helps you categorize tasks based on their significance and urgency. At its core, it's about focusing your energy where it counts, reducing overwhelm, and aligning daily actions with your vision.
And unlike productivity hacks that assume you have boundless attention or endless time—it’s built for reality.
Especially helpful if your brain loves idea generation more than task execution. 🙃
🔺 How the Priority Pyramid Actually Works
Not just a triangle—this thing’s a game plan.
The Priority Pyramid helps you sort your workload by real importance (not just whoever yelled loudest on Slack).
Here’s how it breaks down:
🔝 Top Level: “Must Happen, Now”
These are your urgent + critical tasks.
Stuff with real consequences if delayed—deadlines, key meetings, deliverables.
Also: prior commitments you’ve consciously agreed to—and that actually matter.
If it breaks something (or someone’s trust) by not getting done today, it goes here.
🧭 Middle Level: “Strategic Moves”
Important, but not urgent.
This is where your long-term vision lives: planning, building, upskilling, strategic outreach, creative development, vision work, relationship building—this is the long game.
They don’t ping. They don’t scream.
But this is how you build momentum and meaning.
📦 Base Level: “Nice… but not Necessary”
Low-impact. Low urgency.
These are the things that keep you busy but don’t move the needle.
Postpone them. Delegate them. Or just… delete them.
(Yes, really. Some tasks were never yours to begin with.)
🧠 Pro Tip:
If you’ve got more than 3 things at the top, you don’t have priorities—you have a panic list.
Defend that triangle like your sanity depends on it. Because it kind of does.
⚔️ Priority Pyramid vs. Eisenhower Matrix
Same battlefield – very different strategies.
Priority Pyramid | Eisenhower Matrix | |
Visual Setup | Vertical triangle—top = most important | 4-box grid: urgent vs. not urgent / important vs. not important |
Purpose | Helps you focus on long-term goals and say no to noise | Helps you decide quickly what to do, plan, delegate, or delete |
Strengths | 🧭 Strategic thinking 🧱 Built-in limit (3 top tasks) = real focus 💡 Great for neurodivergent thinkers or anyone overwhelmed | ✅ Fast for short-term decisions 🧠 Simple structure 🗂 Works well for inbox triage or meeting prep |
Challenges | ❗Needs reflection on goals, not just tasks | ❗Everything starts looking important ❗Cognitively demanding for some brains |
Best Use Case | 💼 Ideal for leadership, creative roles, vision-building | 📝 Great for daily task filtering, firefighting, admin blocks |
Neurodivergent Friendly? | ✅ Yes – reduces overload, limits focus areas | ⚠️ Not always – 4-way decisions can overwhelm or stall action |
Bottom Line:
The Eisenhower Matrix helps you decide what to do.
The Priority Pyramid helps you remember why you’re doing it.
If you're managing both day-to-day demands and big-picture goals (especially with ADHD or executive function challenges), the Pyramid gives you a structure that focuses your time—not just your task list.
✅ The Real Benefits of the Priority Pyramid
Because knowing what to focus on shouldn’t feel like solving a Rubik’s Cube blindfolded—especially if your brain runs on creativity, curiosity, or chaos.
✔️ Protects your time
Helps you filter the noise and stop wasting hours on stuff that feels urgent but isn't actually important.
✔️ Cuts the overwhelm
Max. 3 real priorities = less mental juggling, more clarity. Perfect for brains that get easily overstimulated.
✔️ Gives your day a why
No more doing things just because they’re next on the list—you work with purpose, not just motion.
✔️ Connects today to your future
Makes sure your daily effort moves the needle on the things that actually matter to you long-term.
💡 Especially powerful for neurodivergent people, and anyone who's ever felt stuck between “too many ideas” and “where do I even start?”
⚠️ Common Pitfalls to Watch Out For
Yes, it’s simple. No, that's not a guarantee.
Here’s where things can go sideways:
🚫 Too many “top” priorities
If everything’s urgent, nothing really is. Keep the peak of your pyramid sharp and sacred.
🚫 Mistaking busy for important
Just because it’s loud or color-coded doesn’t mean it deserves your time.
🚫 Set it and forget it
Priorities shift. So should your pyramid. A quick weekly check-in keeps it useful—not decorative.
Especially helpful if your brain tends to say “yes” before asking “should I?”
🧠 Stuck in “Everything Feels Important”?
Try This:
🔢 The “Forced Ranking” Trick
Write down all your current tasks or projects.
Now, sort them in a list—from most to least important.
Not all at once.Just compare two at a time:
"Which one moves me closer to my goal?"
"Which one has real consequences if I delay it?"
Repeat until every task has its place.
Still too close to call? Then:
✂️ The “One Must Go” Game
Look at your top 5. Now ask:
“If I had to cancel one of these today—which one would it be?”
Cross it off.
Then do it again.
👉 It's not about perfection. It’s clarity through contrast.
And sometimes the easiest way to see what truly matters… is to subtract.
🛠️ How to Use the Priority Pyramid
Big visions are great. But let’s be honest—so is finishing your inbox.
1️⃣ Start with your bigger “why”
What are you ultimately working toward this month or quarter?
Keep it visible—this is your North Star.
2️⃣ Anchor your day in that vision
Each morning, ask:
➡️ “What’s one thing I can do today that supports that big goal?”
Start there—even if it’s just 20 minutes.
3️⃣ Pick 2–3 daily focus tasks
Not everything gets to be a priority. Choose what actually needs your time today
(ideally one tied to your goal + two “must-do”s).
4️⃣ Drop, delay, or delegate the rest
You’re not lazy—you’re being strategic.
Use a “Later List” or Parking Lot for tasks that don’t belong today.
5️⃣ Do a weekly reset
Check your progress:
✅ What moved forward?
🔄 What got stuck?
🗑 What can go?
Update your pyramid based on reality—not wishful thinking.
🧠 Tip for neurodivergent minds:
Pair this system with visual cues (whiteboards, sticky notes, color codes). Your brain loves structure it can actually see.
🛠️ Using the Priority Pyramid to Plan a Single Day
For the days when your brain is doing 17 things and finishing none of them.
1️⃣ Morning: Set Your Daily “North Star”
Before the day starts spinning—pause.
Ask: “If I only get one thing done today, what will move me forward?”→ That’s your top of the pyramid. Guard it with your life.
2️⃣ Pick 2 more realistic priorities
These should be:
Time-limited (think: “Send proposal” not “Work on website”)
Not too similar (context-switching helps ADHD brains reset)→ These go in the middle of the pyramid.
3️⃣ Brain-dump the rest
Everything else? It’s base tier stuff.
Write it down somewhere safe (hello, Notion / paper / app of choice)so your brain stops chasing it like a feral squirrel. 🐿️
4️⃣ Build in breaks and transitions
Use timers (Pomodoro, 20/5, whatever works), physical resets (get up, stretch, music change), or costume changes (yes, that counts).
Your brain needs rhythm, not punishment.
5️⃣ End of day: Reflect, don’t judge
✅ What actually got done?
🚫 What pulled you off track?
🧠 What would make it easier tomorrow?
No shame, no “shoulds.” Just data for your future self.
⚡ Mini Hack: If it takes less than 5 minutes—and won’t derail your focus—just do it.
Great for brains that crave dopamine boosts and quick momentum.
Just don’t let your “quick task” list turn into a detour highway.
💡Bonus tip: Use colors, emojis, or even stickers. Visual cues help your brain see structure—especially when motivation is MIA.
Real-Life Example: Ryan Reynolds
Actor, entrepreneur, and co-owner of multiple companies—including Mint Mobile and Wrexham AFC.
His secret? Strategic focus, not hustle.
Reynolds says he turns down 80% of offers and blocks dedicated time for just a few high-impact roles.
He doesn’t multitask success—he prioritizes what matters most.
Here’s how his Priority Pyramid plays out:
🔺 Top = Creative ownership + brand direction(Hands-on with ad campaigns, storytelling, and company vision)
🧭 Middle = Selective acting + media roles(Only if they align with his long-term goals or brand)
📦 Base = Random offers, events, low-impact requests(Most get a polite no—or handed off to someone else)
He’s not doing everything.
He’s just doing the right things.
Real-Life Example: Barack Obama (During His Presidency)
When asked how he stayed focused while managing one of the most demanding jobs on the planet, Obama revealed a simple system:
"I only make a few key decisions a day. Everything else is delegated, structured, or eliminated."
He wore the same suit every day to avoid decision fatigue.He had clear top-tier priorities (like national security, economic policy), and everything else was either handed off or parked.
What he did wasn’t “productivity hacking”—it was priority design.
A real-world Priority Pyramid:
✅ Top = mission-critical decisions
🧭 Middle = high-impact discussions
📦 Bottom = everything that didn’t need his brainpower
By limiting his focus to what only he could do, he protected time, clarity, and decision quality.
👤 For Whom This Works
✅ Great for:
Leaders juggling team needs and personal vision
Founders with 100 tabs open (mentally or literally)
Neurodivergent minds who thrive with structure—but not rigidity
Anyone stuck in task overwhelm but craving strategic progress
❌ Not for:
People who insist everything is equally important
Environments that reward busyness over outcomes
Micromanagers (sorry, not sorry)
💎 Why the Priority Pyramid Belongs Inside Gentle Leading™
The Priority Pyramid is more than a productivity tool—it’s a leadership ally.
It’s a mindset shift that speaks the same language as Gentle Leading™.
Here’s why they fit together so well:
🧠 Supports Emotional Regulation
Fewer competing demands reduce overwhelm and decision fatigue—making space for calm, regulated leadership instead of reactive cycles.
🎯 Works with a Needs-Based Approach
By encouraging leaders to focus on what truly matters (not just what’s loud), the Pyramid helps meet both individual and team needs with intention.
🛡️ Creates Psychological Safety
Clear priorities = less chaos. And when people know what matters—and what doesn’t—they feel safer to speak up, slow down, and bring their full selves to the table.
🪴 Builds Sustainable Focus
It limits task overload and helps leaders and teams avoid burnout. That’s not just productive—it’s protective.
🌈 Neurodivergent-Aligned
Structured, but not rigid. Adaptable, but not vague. The Pyramid offers clarity without pressure, making it ideal for diverse cognitive styles.
In short: it’s a quiet power tool for conscious leadership.
Because the more intentional your priorities, the more powerful—and grounded—your leadership becomes.
📝 Wrap-up
The Priority Pyramid is a compass for navigating complexity with clarity.
By helping you cut through the noise and stay connected to what truly matters, it supports emotional regulation, reduces overwhelm, and creates space for intentional progress.
It’s a simple structure with powerful impact—ideal for anyone seeking focus, flow, and meaningful direction in a noisy world.
Ready to Get Out of Reactive Mode?
Your time is finite.
Your goals are valid.
The Priority Pyramid helps you treat both accordingly.
📌 Want a printable template? Drop a comment or DM.
📌 Want help integrating it with your team?
📌 Want to finally stop feeling like you're working hard but not getting anywhere? Start here.
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