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How to Manage a Staff That’s Overworked

How to Manage a Staff That’s Overworked
    overworked from Vinet_ on flickr

    There are few managers out there today who are not coping with this issue.  Many of us are working on departments that are expected to be more productive with a lower headcount.  However, when your staff begins to complain that they’re overworked, you have received a dangerous signal that they are burning out and may look elsewhere when the market improves.

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    Stop the Fire Hose

    A good first step in managing your team’s workload is to sit down with each employee individually and list the tasks they should be completing on a daily basis.  Note who is authorized to delegate work to them, and the type of assignments they should be prepared to accept both from you and your fellow managers.   If there are assignments coming in to the employee that you don’t feel they should be working on, take it up with the other manager so that the employee is not caught in the middle.

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    Help Them Prioritize

    In the event that the employee is overwhelmed with tasks that are in their jurisdiction, help them prioritize the ones that are most important and backburner the others.  Encourage the employee to be open and honest with you about whether or not your expectations and timelines are reasonable.  Make sure they have the tools necessary to do their jobs well, and that you try to clear obstacles from their path.  If the job itself is causing burnout, switch things up as much as you can, and support your staff taking on new and varied responsibilities.

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    Encourage Work/Life Balance

    It helps to reassure your staff that work will always be there, and that they should devote energy to their lives outside of work.  As long as they are getting results, don’t balk if they leave early to hit the gym or take a class.  Don’t forget to model work/life balance as much as you can, because if your employees see that you devote adequate time to your personal life, they will be more likely to follow suit.

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    Provide Appropriate R&R (Rewards and Recognition)

    When your staff is worked to the bone, your first instinct might be to pay them more to keep them going.  In the absence of a formal raise, which may only be given at a certain time of year, you look to the bonus.  Surprisingly, though, most organizational psychologists will tell you that money is not a top employee motivator and that you should make an effort to customize rewards and recognition to the individual.  This might take the form of a comp day or a dinner out on the company, or even just a thoughtful e-mail.

     Celebrate Achievement

    Your reports may be the type to appreciate organization-wide recognition, so consider making use of your company’s “employee of the month” program or annual award ceremony.  If an employee successfully finishes a project, put an announcement on the Intranet site or in the e-newsletter, and plan an impromptu celebration.  Also, build in opportunities to acknowledge everyone on the team by writing down the dates of your employees’ birthdays and work anniversaries and taking time out of the business day to observe them.

    Finally, it can never hurt to stop by your employee’s office every so often and reiterate your thanks for how hard they’ve worked during a hectic time.  By showing that you care about them and vocalizing your appreciation, they will likely continue to perform well and stay loyal to you when the tide turns.

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    Last Updated on September 15, 2020

    7 Helpful Reminders When You Want to Make Big Life Changes

    7 Helpful Reminders When You Want to Make Big Life Changes

    Overcoming fear and making life changes is hard. It’s even harder when it’s a big change—breaking up with someone you love, leaving your old job, starting your own business, or hundreds of other difficult choices.

    Even if it’s obvious that making a big change will be beneficial, it can be tough. Our mind wants to stay where it’s comfortable, which means doing the same things we’ve always done[1].

    We worry: how do we know if we’re making the right decision? We wish we knew more. How do we make a decision without all of the necessary information?

    We feel stuck. How do we get past fear and move forward with that thing we want to do?

    Well, I certainly don’t have all the answers, but here are 7 things to remember when you want to move forward and make positive life changes.

    1. You’ll Never Have All the Information

    We often avoid making important decisions because we want more information before we make a tough call.

    Yes, it’s certainly true that you need to do your research, but if you’re waiting for the crystal clear answer to come to you, then you’re going to be waiting a long time. As humans, we are curious creatures, and our need for information can be paralyzing.

    Life is a series of guesses, mistakes, and revisions. Make the best decision you can at the time and continue to move forward. This also means learning to listen to and trust your intuition. Here’s how.

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    2. Have the Courage to Trust Yourself

    We make all sorts of excuses for not making important life changes, but the limiting belief that often underlies many of them is that we don’t trust ourselves to do the right thing.

    We think that if we get into a new situation, we won’t know what to do or how to react. We’re worried that the uncharted territory of the future will be too much for us to handle.

    Give yourself more credit than that.

    You’ve dealt with unexpected changes before, right? And when your car got a flat tire on the way to work, how did that end up? Or when you were unexpectedly dumped?

    In the end, you were fine.

    Humans are amazingly adaptable, and your whole life has been helping you develop skills to face unexpected challenges.

    Have enough courage to trust yourself. No matter what happens, you’ll figure out a way to make it work.

    3. What’s the Worst That Could Happen?

    Like jealousy, most of your fears are created in your own head.

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    When you actually sit down and think about the worst case scenario, you’ll realize that there are actually very few risks that you can’t recover from.

    Ask yourself, “What’s the worst that could happen?” Once you realize the worst isn’t that bad, you’ll be ready to crush it.

    When you’re preparing to make a big life change, write down all of the things you’re afraid of. Are you afraid of failing? Of looking silly? Of losing money? Of being unhappy?

    Then, address each fear by writing down ways you can overcome them. For example, if you’re afraid of losing money, can you take a few months to save up a safety net?

    4. It’s Just as Much About the Process as It Is About the Result

    We’re so wrapped up in results when we think about major life changes. We worry that if we start out towards a big goal, then we might not make it to the finish line.

    However, you’re allowed to change your mind. And failing will only help you learn what not to do next time.

    Furthermore, just because you don’t reach the final goal doesn’t mean you failed. You chose the goal in the first place, but you’re allowed to alter it if you find that the goal isn’t working out the way you hoped. Failure is not a destination, and neither is success.

    Enjoy the process of moving forward[2].

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    5. Continue to Pursue Opportunity

    If you’re on the fence about a big decision, then you might be worried about getting locked into a position that you can’t escape from.

    Think about it a different way. New choices rarely limit your options.

    In fact, new pursuits often open up even more opportunities. One of the best things about going after important goals with passion is that they open up chances and options that you never could have expected in the beginning.

    If you pursue the interesting opportunities that arise along the path to your goal, then you can be sure that you’ll always have choices.

    6. Effort Matters, So Use It

    It sounds simple, but one of the big reasons we don’t make life changes is because we don’t try. And we don’t try because then it’s easy to make excuses for why we don’t get what we want.

    Flunked that test? Are you stupid? “Of course I’m not stupid. I just didn’t study. I would have gotten an A if I actually studied.”

    Stuck in a job you hate? Why haven’t you found a new job yet? “Well, I haven’t really tried to get a new job. I could totally ace that interview if I wanted.”

    Why do we make excuses like these to ourselves? It’s because if we try and fail, then we just failed. But if we don’t try, we can chalk it up to laziness.

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    Get over it. Failure happens to everyone.

    And the funny thing is, if you actually try—because it’s pretty clear that most people aren’t trying—then you’ll win a lot more than you think.

    7. Start With Something Manageable

    You can’t climb Everest if you don’t try hiking beforehand.

    Maybe applying for your dream job seems intimidating right now. What can you start with today?

    Can you talk to someone who already has that position and see what they think makes them successful? Can you improve your skills so you meet one of the qualifications? Can you take a free online course to expand your resume?

    Maybe you’re not quite ready for a long-term relationship, but you know you want to start dating. Could you try asking out a mutual friend? Can you go out more with friends to practice your communication skills and meet new people?

    You don’t need to be a world changer today; you just need to make small life changes in your own world.

    More Tips to Help You Make Life Changes

    Featured photo credit: Victor Rodriguez via unsplash.com

    Reference

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