Team Priority Playbook
GET YOUR TEAM ON THE SAME PAGE SO THEY
Before We Start...
Welcome to the Team Priority Playbook, your go-to resource for mastering team prioritization using the PVC Model (Purpose, Value, Capacity) Whether you ’ re navigating peak workloads, tight deadlines, or simply striving to improve your team’s effectiveness, this playbook is designed to guide you through essential conversations and strategies that keep your team aligned, focused, and performing at their best Equally if you can identify the warning signs of misalignment, you can solve for them more efficiently.
The PVC Model is more than just a framework; it’s a game-changer that addresses the core of effective team management By focusing on Purpose, Value, and Capacity, you’ll help your team prioritize effectively, eliminate unnecessary tasks, and ensure that everyone is working towards the most impactful goals. This isn’t just about managing work it’s about mastering it.
Need Help? Many of our clients prefer to have an expert guide them through this process, whether online or in person If you’d rather not worry about organizing and facilitating this experience, let us handle it We offer a 90minute facilitated session that dives deep into the PVC Model, tailored specifically for your team’s needs Interested? Contact us at mailto: operations@jimmyburroughes com to learn more
Let’s dive in and transform the way your team approaches their workload
PURPOSE: CLARIFYING THE 'WHY'
Purpose is the foundation of any task or project. When your team understands the ‘why’ behind their work, they’re more likely to stay motivated, aligned, and focused on the goals that matter most
Ask yourself: "How well do I communicate the ‘why’ behind tasks to my team?"
Questions to Clarify Purpose with your team:
QUESTIONS:
Howclearlydoyouunderstandthepurpose behindyourcurrenttasks/projects?
Howwelldoesyourworkcontributetotheoverall teamgoals?
Howaligneddoyoufeelyourcurrenttasks/projects arewiththeteam’sobjectives?
Howmotivateddoyoufeeltocompletethesetasks basedonyourunderstandingoftheirpurpose?
S C O R I N G
1: Strongly Disagree – I have no clarity on the purpose or alignment of my tasks
2: Disagree – I have a limited understanding of the purpose or alignment of my tasks
3: Neutral – I have some understanding, but it could be clearer or better aligned
4: Agree – I have a good understanding of the purpose and alignment of my tasks
5: Strongly Agree – I have a full understanding, and my tasks are well aligned with team objectives.
RATING SCALE:
INTERPRETATION
6-20: Excellent alignment with purpose
11-15: Good alignment but areas for improvement
6-10: Moderate misalignment; needs discussion
1-5: Significant misalignment; requires immediate attention
GroupDiscussion:Breakintosmallgroupsanddiscussthepurposebehind yourmostcriticaltasks.Shareinsightsonhowthesetasksalignwiththe team’soverallgoals.Re-alignanymisalignedtasksasagroup.
T I P S
Encourageyourteamtoregularlyrevisitthe purposebehindtheirwork It’seasytogetlostin theday-to-daygrind,butclarityon‘why’canreenergizeandrefocusefforts
Read this curated collection of blogs to learn more about Purpose
VALUE: IDENTIFYING HIGH-VALUE ACTIVITIES
Once your team is clear on the purpose, the next step is to identify which tasks or activities add the most value. This ensures that your team’s efforts are directed towards the most impactful work, rather than getting bogged down in low-value tasks.
Ask yourself: "Am I effectively helping my team prioritize tasks based on value?"
Questions to Identify Value with your team:
QUESTIONS:
Howconfidentareyouthatyourcurrenttasksare high-valueandcontributedirectlytoteam success?
Doyoubelieveyouarespendingthemajorityof yourtimeontasksthatsignificantlyimpactthe team’sgoals?
Howoftendoyoufindyourselfworkingontasksthat feellessvaluablebutconsumealotoftime?
Howwelldoyouprioritizetasksbasedontheirvalue totheteam’ssuccess?
S C O R I N G
1: Strongly Disagree – I have no confidence that my tasks are valuable or impactful
2: Disagree – I believe my tasks have limited value and impact on team goals
3: Neutral – I see some value in my tasks, but clarity and impact need improvement
4: Agree – I believe my tasks are generally valuable and contribute positively to team success
5: Strongly Agree – I am highly confident that my tasks are of great value and directly drive team success
RATING SCALE:
INTERPRETATION
6-20: Excellent alignment with purpose
11-15: Good alignment but areas for improvement
6-10: Moderate misalignment; needs discussion
1-5: Significant misalignment; requires immediate attention
TaskPrioritization:Eachparticipantidentifiestheirtopthreetasks andranksthembyvalue.Asagroup,discusshowtominimizelowvaluetasksandrefocusonhigh-impactactivities
1.High-Value Tasks/Projects: Task
Why it’s valuable:
2.Time-Consuming but Low-Value Tasks: Task
How can we minimize it?
3. Adjustments Needed:
Task/Activity:
How to better align with key priorities:
CAPACITY: ASSESSING WORKLOAD AND HOTSPOTS
Capacity is about understanding the limits of your team and ensuring that workloads are balanced. This step is crucial to prevent burnout, manage stress, and maintain high levels of performance across the team.
Ask yourself: "Am I accurately assessing my team’s capacity and adjusting workloads accordingly?"
Questions to Assess Capacity with your team:
QUESTIONS:
Howmanageableisyourcurrentworkloadgiven yourcapacity?
Howoftendoyoufeeloverwhelmedbyyour tasks?
Howeffectiveareyouatidentifyingandaddressing bottlenecksoroverloadsinyourwork?
Howcomfortableareyouwithaskingforhelpor redistributingtaskswhennecessary?
S C O R I N G
1: Strongly Disagree – My workload is unmanageable, and I often feel overwhelmed
2: Disagree – My workload is mostly unmanageable, and I frequently struggle with overwhelm
3: Neutral – My workload can be manageable at times, but I occasionally feel overwhelmed and need to improve my ability to address overloads
4: Agree – I generally find my workload manageable and rarely feel overwhelmed, but I could improve in identifying bottlenecks
5: Strongly Agree – My workload is fully manageable, I effectively identify and address bottlenecks, and I feel very comfortable asking for help when needed
RATING SCALE:
INTERPRETATION
6-20: Excellent alignment with purpose
11-15: Good alignment but areas for improvement
6-10: Moderate misalignment; needs discussion
1-5: Significant misalignment; requires immediate attention
Capacity Check: Each team member assesses their workload and identifies any bottlenecks As a group, discuss strategies for redistributing tasks and providing additional support where needed
T I P
Don’twaituntilit’stoolatetoaddress capacityissues.Regularcheck-insand honestdiscussionsaboutworkloadcan preventburnoutandimproveteam performance
NEED HELP?
If your team is struggling to manage their capacity effectively, consider scheduling a 90-minute facilitated session with us We’ll help you address these issues head-on and create a more balanced, effective work environment Reach out at operations@jimmyburroughes com
1.Current Capacity:
Team Member:
Current Capacity Status (Overwhelmed, Balanced, Underutilized):
2. Bottlenecks or Overloads:
Task/Process: Issue:
3. Redistribution Strategy:
What adjustments can we make?
Who can take on additional tasks?
Team Misalignment and Its Impact
Misalignment within a team can be the silent barrier to high performance. When team members aren’t clear on Purpose, can’t identify or rank Value, and struggle to assess their Capacity, the result is often inefficiency, frustration, and burnout.
Let’s break down how misalignment can occur within each pillar of the PVC Model and the warning signs to watch for.
Purpose: Whenthe ‘Why’isLost
Symptoms of Misalignment: Warning Signs: You will hear:
Lack of Clarity: Team members don’t see or understand the purpose behind their tasks They’re working in the dark, unsure of how their efforts contribute to the larger goals
Frequent Questions: If your team is constantly asking why certain tasks are being done or how they fit into the bigger picture, or when you ask, they can’t tell you why things are done - it’s a clear sign that purpose needs to be clarified
Disengagement: Without a clear purpose, motivation dwindles. Team members may begin to feel disconnected from their work, leading to a drop in productivity and engagement
Low Motivation:
Noticeable lack of enthusiasm or commitment to tasks
Inability to Identify Value: Team members struggle to see the value in their work They might be busy, but not necessarily productive, focusing on tasks that don’t move the needle
Difficulty in Prioritization:
Even if the value is recognized, ranking tasks based on their importance becomes a challenge Everything feels urgent, leading to stress and inefficiency
Overestimation of Capacity:
Team members believe they can handle more than they realistically can, leading to overcommitment and eventual burnout
Underreporting Struggles:
Overload on Low-Value Tasks: If your team is spending more time on tasks that yield little return, it’s a sign that they’re not focusing on high-value activities
“Because we’ve always done it this way.
I don’t really know why we’re doing this, but I’m just following orders. We don’t ask questions, we just do it
That’s above my pay grade; I just do what I’m told I’m not sure how this fits into the bigger picture, but I’ll get it done”
Decision Paralysis: When team members struggle to decide which task to tackle first, it’s often because they can’t discern what’s most valuable Capacity: When Perception Doesn’t Match Reality
Warning signs, such as stress or fatigue, are ignored or downplayed, preventing timely intervention.
Increased Errors: Mistakes and oversights become more frequent as team members push beyond their capacity
Burnout Indicators: Look for signs of burnout irritability, exhaustion, absenteeism these are often the result of a misaligned perception of capacity
“I’m just keeping busy; I’m not sure if this is actually important Everything feels urgent, but I’m not sure what really matters I’m working hard, but I don’t see how my work is making a difference I just do what’s in front of me; I don’t have time to think about what’s most important.”
“I can handle it all; I’ll just put in extra hours I’m fine, just a bit tired, but I’ve got it under control. It’s tough, but I can’t afford to say no
I’ll push through; I don’t want to let anyone down”
Conclusion
By regularly applying the PVC Model, you’ll help your team stay focused on what truly matters, reduce stress, and maintain high levels of performance even during the most demanding periods. This playbook is designed to be a living document, one that you can revisit and refine as your team’s needs evolve.
Next Steps:
Set a regular check-in with your team to revisit the PVC Model and adjust priorities as needed.
Encourage open communication about workload and capacity to ensure no one is left struggling.
Celebrate the wins when your team successfully navigates peak periods using these strategies.
Team Priority Playbook: PVC Model Summary
1.Introduction:
The PVC Model is your tool for mastering team prioritization, ensuring that Purpose, Value, and Capacity are clearly understood and aligned
1. PURPOSE: CLARIFYING THE 'WHY'
KEY QUESTIONS:
What is the purpose of this task/project?
How does it contribute to our overall goals?
Is this task aligned with our team’s objectives?
Does everyone understand the ‘why’ behind their work?
2. VALUE: IDENTIFYING HIGH-VALUE ACTIVITIES
ActionSteps:
Clarifythepurpose behindeachtask Ensurealignmentwith teamgoals Fostermotivation throughclear communication.
KEY QUESTIONS:
Which tasks add the most value to our goals?
Are we focusing on high-value activities?
Are there low-value tasks consuming significant time?
How can we better align efforts with key priorities
3. CAPACITY: ASSESSING WORKLOAD AND HOTSPOTS
ActionSteps:
Prioritizetasksbasedon value. Minimizelow-value activities
Aligneffortswith strategicobjectives
KEY QUESTIONS:
Do team members have the capacity to handle their workload?
Where are the bottlenecks or overloads?
Are we managing tasks without overwhelming the team?
Do we need additional support or resources?
OvercomingResistance:
CommonBarriers:
Resistancetochange,lackoftime,difficultyinchangingworkflows Strategies: Involvetheteamearly,integratePVCintoexistingworkflows, providecontinuoussupport,andcommunicatebenefitsregularly
ActionSteps:
Regularlyassess workloadandcapacity. Redistributetasksto balancetheworkload Providesupportwhere neededtoprevent burnout
NextSteps:
RegularlyrevisitthePVCModel Encourageopencommunicationaboutworkload andpriorities
Usethissummaryasaquickreferenceguide duringteammeetings