Advertising

How to Manage a Staff That’s Overworked

Advertising
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.

    Advertising

    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.

    Advertising

    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.

    Advertising

    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.

    Advertising

    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.

    Advertising

     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.

    More by this author

    How to Cope with Rejection at Work Do You Unnecessarily Point Out Flaws? 5 Keys to Building Networks Over Time Is Flex-tirement the New Retirement? Does the Y Chromosome Inspire Confidence?

    Trending in Lifehack

    1 Protecting Your Online Life With Secure Passwords 2 Lifehack Reviews: 50 Best Life Hacks for Your Life 3 Best Life Hack Sites – 100 Most Useful Websites on The Internet 4 80 How-To Sites Worth Bookmarking 5 20 Unusual Uses for Coca-Cola That You’ve Never Considered

    Read Next

    Advertising
    Advertising

    Last Updated on November 25, 2021

    Protecting Your Online Life With Secure Passwords

    Advertising
    Protecting Your Online Life With Secure Passwords

    With all of the recent online services and companies falling under attack to hackers in the past few months, it seems only fitting to talk about password creation and management. There are a lot of resources out there discussing this, but it never hurts to revisit this topic time and again because of its importance.

    Password management isn’t necessarily a difficult thing to do, yet it does seem like a bit of an annoyance to most people. When it comes to password management, you will hear the famous line, “I don’t really care about changing my passwords regularly. I have nothing important online anyways.” Let’s see if you have nothing important online when your PayPal account gets taken over because you thought the password “password” was good enough.

    In my opinion, it is an “internet user’s” responsibility to make sure that they keep secure passwords and update them on a regular basis. In this article we will discuss how to make your online presence more secure and keep it secure.

    The easy fundamentals

    First thing is first; creating a strong password.

    Advertising

    A strong password is a mixture of alpha-numeric characters and symbols, has a good length (hopefully 15 characters or longer), and doesn’t necessarily represent some word or phrase. If the service you are signing up for doesn’t allow passwords over a certain length, like 8 characters, always use the maximum length.

    Here are some examples of strong passwords:
    * i1?,2,2\1′(:-%Y
    * ZQ5t0466VC44PmJ
    * mp]K{ dCFKVplGe]PBm1mKdinLSOoa (30 characters)

    And not so good examples
    * sammy1234
    * password123
    * christopher

    You can check out PC Tools Password Generator here. This is a great way to make up some very strong passwords. Of course the more random passwords are harder to remember, but that is where password management comes into play.

    Advertising

    Managing your passwords

    I know some people that keep their passwords in an unencrypted text file. That’s not a good idea. I suppose that if you aren’t doing much online and are decent at avoiding viruses and such, it could be OK, but I would never recommend it.

    So, where do you keep your strong passwords for all the services that you visit on a daily basis?

    There are a ton of password safes out there including KeePass, RoboForm, Passpack, Password Safe, LastPass, and 1Password. If and when I recommend any of these I always count on LastPass and 1Password.

    Both LastPass and 1Password offer different entry types for online services logins (PayPal, Twitter, Facebook, Gmail, etc.), credit cards and bank accounts, online identities, and other types of sensitive information. Both have excellent reviews and only differ in a few subtle ways. One of the ways that is more notable is that LastPass keeps your encrypted password Vault online where 1Password allows you to keep it locally or shared through Dropbox. Either way, you are the holder of the encryption keys and both ways are very secure.

    Advertising

    LastPass and 1Password both offer cross-platform support as well as support for Android and iOS (LastPass even has BlackBerry support). 1Password is a little pricey ($39.99 for either Windows or Mac) where LastPass has free options as well as premium upgrades that allow for mobile syncing.

    Upkeep

    You should probably change your passwords for your “important” accounts at least every 6 weeks. When I say “important” accounts I am referring to ones that you just couldn’t imagine losing access to. For me that would be Gmail, PayPal, eBay, Amazon, all my FTP accounts and hosting accounts, Namecheap, etc. Basically these include any account where financial information could be lost or accessed as well as accounts that could be totally screwed up (like my webserver).

    There is no hard and fast rule to how often you should change your passwords, but 6 to 8 weeks should be pretty good.

    Alternatives

    You may think that all of this is just too much to manage on a daily basis. I will admit it is kind of annoying to have to change your passwords and use a password manager on a daily basis. For those people out there that don’t want to go through all of the hub-bub of super-secure, encrypted, password management, here are a few tips to keep you safe:

    Advertising

    1. Create a unique and hard to guess “base password” and then a pattern to use for each site you logon onto. For instance a base password could be “Ih2BaSwAa” (this stands for “I have two brothers and sisters who are annoying”). Then you would add something “site specific” to the end of it. For Twitter Ih2BaSwAaTWTTR, Facebook Ih2BaSwAaFCBK, etc. This is sort of unsecure, but probably more secure than 99% of the passwords out there.
    2. Don’t write your passwords down in public places. If you want to keep track of passwords on something written, keep it on you at least. The problem is that if you get your wallet stolen you are still out of luck.
    3. Don’t use the same passwords for every service. I’m not even going to explain this; just don’t do it.

    These are just a few things that can be done rather than keeping your passwords in a management system. Personally, with over 100 entries in my password management system, I couldn’t even dream of doing any other way. But those out there with only a few passwords, having a simpler system may be beneficial.

    So, if you want to be a “responsible internet citizen” or you just don’t want to lose your precious account data, then creating and maintaining strong passwords for your online accounts is a must.

    Read Next