Why they ask it
In many jobs, there's more to do than time to do it. The interviewer wants to know you'll put the right things first. They also want you to tell people when something has to wait.
The UK Civil Service puts this under managing a quality service. At Executive Officer level, it includes making clear plans and setting priorities. These should meet the needs of both customers and the business.
Step 1: describe your system
Keep it short and true. For example:
- I write every task down, so nothing lives only in my head.
- I ask two questions: what's due first, and what matters most if it's late?
- I do the urgent and important things first.
- When two priorities clash, I ask my manager which comes first.
- I tell people early if something will be late.
The Civil Service lists being an organiser as a strength. It means making plans, being well prepared and making the most of your time.
Step 2: prove it with a story
Use the STAR method, as England's National Careers Service sets it out. STAR stands for Situation, Task, Action and Result:
- Situation: where you were and what was going on, in a line or two.
- Task: what you had to do, or the problem to solve.
- Action: what you did, step by step. This is most of the answer, so say "I", not "we".
- Result: what changed, with a number if you can, and what you learned.
Aim for about 90 seconds out loud. Keep it short and to the point, and be ready for follow-up questions about it.
CareerOneStop's practice questions give similar advice for questions about goals. Stress how you organised your work, and what helped you follow through.
Common mistakes
- Describing a system you don't really use.
- Saying you just work harder or stay late. That isn't a system.
- Never asking anyone. Good prioritising often means checking with your manager.
- Leaving out what you let wait, and why.
Make it fit the job ad
Look at the duties in the ad. Many list a mix, such as "answer phones, process orders and keep records". Use those same tasks in your example.
Some interviews ask it as a scenario: "What would you do if two urgent tasks landed at once?" Our sample scenario questions help you practise those.
A full answer, as a made-up example
Here is a made-up answer from a school office on the first day of term. It shows what came first, what waited, and who was told.
Made-up example
Omar, a school office assistant applying for an office manager job
Question
Situation
Task
Action
- I wrote the tasks down and asked: what's urgent, and what can only I do?
- I reported the phone fault first, because parents couldn't reach us. It took 5 minutes.
- I asked a teacher's aide to hand out enrolment packs while I served the queue.
- I told the principal which jobs would wait until the next day, and she agreed.
Result
Omar's system is simple and real. He fixes what blocks others first, asks for help, and tells his manager what will wait.
Questions
Should I name a method, like a priority grid?
Only if you really use it. A plain system you use every day is better than a famous one you don't.
What if my manager sets my priorities?
Say so. Then show how you organise the work within them, and when you raise clashes.
What if everything is urgent?
Say how you'd check with the people involved, agree the order, and tell everyone what will wait.
Sources
Written by Seal the Offer from these pages, last checked on . Rules change, so check the employer's own page and the job ad before you apply.