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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 August 6, 2019

    Why Do I Procrastinate? 5 Root Causes And How To Tackle Them

    Why Do I Procrastinate? 5 Root Causes And How To Tackle Them

    Procrastination is something many people can relate to and I, myself, have been there and done that. Yes, I write all about productivity now, but when I first started out on my career path, I would often put off work I didn’t want to do. And most of the time I didn’t even realize I was doing it.

    So what changed?

    I thought to myself, “why do I procrastinate?” And I started to read a lot of books on productivity, learning a great deal and shifting my mind to the reasons why people procrastinate.

    My understanding brought me a new perspective on how to put an end to the action of procrastination.

    Procrastination slows your goals and dreams way down. It can create stress and feelings of frustration. It rears its ugly head on a regular basis for a lot of people. This is particularly apparent at work with day-to-day projects and tasks.

    But, why do people self-sabotage in this way? Essentially, there are 5 reasons behind procrastination. See if you can identify with any of these in your own work life.

    1. The Perfectionist’s Fear

    Procrastination is sometimes a subconscious fear of failure.

    If you put off a task enough, then you can’t face up to the potential (and usually imagined) negative results. If you’re a stickler for minor details, the stress of getting things ‘just right’ may be too much and cause you to delay continuing the task.

    Either way, fear is at the root cause and can sabotage your desire to move forward.

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    How to Tackle It?

    Try visualizing the completion of your task in a positive way.

    For example, you have a presentation that your boss wants you to conduct for a potential client. Visualize yourself standing in the meeting room confident, meeting the eyes of the client and seeing them light up as you explain the concept simply and concisely.

    Imagine your boss telling you how great you did and you were the best person for the job. Think about how it would feel to you and focus on this as you move forward with the task.

    2. A Dreamer’s Lack of Action

    This is a person who is highly creative and has many brilliant ideas but can’t quite seem to bring them to fruition.

    The main reason for this is because there’s usually no structure or goal setting involved once the idea has been created. This aimless approach ends up manifesting as a lack of decision-making and significant delays on a project.

    How to Tackle It?

    Write down a timeline of what you want to achieve and by when. Ideally, do this daily to keep yourself on track and accountable for progression. Creative minds tend to jump from one idea to the next, so cultivating focus is essential.

    If you’re designing and creating a new product at work, set out a task list for the week ahead with the steps you want to focus on each day. Doing this ahead of time will stop your mind from wandering across to different ideas.

    Learn about how to plan your time and take actions from some of the successful people: 8 Ways Highly Successful People Plan Their Time

    3. An Overwhelmed Avoider

    This is one of the most common reasons for procrastination; the sheer overwhelm of a daunting task.

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    The complexity of a task can cause the brain to lose motivation and avoid doing it altogether choosing instead to stay in its comfort zone.

    The search then starts for a more enjoyable task and the harder tasks are put off. This can cause stress and dread when the task inevitably comes up to be completed.

    How to Tackle It?

    Break the challenge down into smaller tasks and tackle each one individually.

    For example, if you have a project that has technical elements to it that you know you’ll find challenging, list each step you need to take in order to complete these difficult elements. Think of ways you can resolve potential hurdles. Perhaps you have a coworker that may have time to help or even consider that the solution may be easier than you initially think. Put each task in order of most daunting to least daunting. Ideally, try to deal with the more challenging parts of each task in the morning so that momentum is created as the tasks get easier through the day.

    A reward system will also help you stay motivated so, once completed, you can enjoy your treat of choice.

    If you want to know how to better handle your feelings and stay motivated, take a look at my other article: Procrastination Is a Matter of Emotion, Here’s How to Stop It

    4. The Busy Bee Who Lacks Prioritization

    Either you have too many tasks or don’t truly acknowledge the differing importance of each task. The result? Getting nothing done.

    Time is spent switching constantly from one task to another or spending too much time deciding what to do.

    How to Tackle It?

    It’s all about priorities and choosing important tasks over urgent ones.

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    Make sure to question the value and purpose of each task and make a list in order of importance.

    For example, throughout your work day, you can waste a lot of time dealing with ‘urgent’ emails from colleagues but, you need to ask yourself if these are more important than working on a task that will affect, say, several office projects at once.

    Help yourself to prioritize and set a goal of working through your list over the next few hours reassessing the situation once the time is up.

    In my other article, I talk about an effective way to prioritze and achieve more in less time: How to Prioritize Right in 10 Minutes and Work 10X Faster

    5. The One with Shiny Object Syndrome (Distraction-Prone)

    This is another common cause for procrastination; just simple distraction.

    Our brains aren’t wired to focus for long periods of time and it looks for something else. So throw in a bunch of colleagues equally looking for distractions or checking your phone mindlessly, and you’ve got a recipe for ultimate procrastination.

    However, this type of procrastination may not always be an unconscious decision to sabotage and put off work. It’s simply a result of your work setup or types of coworkers you have. Only you know the answer to that.

    How to Tackle It?

    Be mindful of your workspace and potential distractions. Schedule a specific time to converse with your coworkers, put headphones on to minimize listening to what’s going on around you, and switch your phone off.

    Aim to do this for 20-30 minutes at a time and then take a break. This will be a much more efficient way of working and getting what you need done. This is also why scheduling down time is so important for productivity.

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    Whether this type of procrastination is self-sabotage or being a victim of a distracting environment, either way you can take control.

    If you need a little more guidance on how to stay focus, this guide can help you: How to Focus and Maximize Your Productivity (the Definitive Guide)

    Bottom Line

    I’m going to be bold and assume you identified with at least one of these procrastination pitfalls.

    You could be trapped in the endless cycle of procrastination like I was, that is, until I decided to find out my why behind putting off tasks and projects. It was only then that I could implement strategies and move forward in a positive and productive way.

    I killed the procrastination monster and so can you. I now complete my tasks more efficiently and completely killed that feeling of stress and falling behind with work that procrastination brings.

    I know it’s not easy to stop procrastinating right away, so I also have this complete guide to help you stop it once and for all: Procrastination – A Step-By-Step Guide to Stop Procrastinating

    Featured photo credit: Luke Chesser via unsplash.com

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