Stress, burnout, loss of motivation\u2026 The ruining consequences of excessive workload are real. And people believe that to live in that reality they simply need to set up a calendar and put in a due date for each task. Not true. Workload management means a lot more. It\u2019s a strategic approach to planning your capacity. It\u2019s estimating, tracking, and auditing your resources and limitations \u2013 consistently and consciously.<\/p>\n
![\"Plan](\"https:\/\/www.teamly.com\/blog\/wp-content\/uploads\/2022\/01\/Plan-before-you-start.png\")
<\/p>\n
<\/span>1. Plan before you start.<\/span><\/h2>\nEvery single task on your daily calendar should be linked to a specific goal. Following this tip will give you a sharp eye for detecting a task that doesn\u2019t fit into the larger picture and should be cut down.<\/p>\n
Resist the temptation to rush in and get started on the next project. You\u2019ll be surprised how much time planning will save you later on.<\/p>\n
Companies around the world provide an interesting hint. The 10th Global Project Management Survey<\/a> indicates that the two primary causes of project failure are change in an organization\u2019s priorities (39%) and change in project objectives (37%). Combined, that\u2019s a whopping 76% of all reported cases!<\/em><\/p>\nDouble and even triple workload is unavoidable when threats and opportunities are not considered carefully. If you don\u2019t want to be thrown back to the starting line, setting clear goals and objectives should go first.<\/p>\n
<\/span>2. Prioritize to complete the right<\/em> tasks.<\/span><\/h2>\nOnce you have your goals outlined and a plan to achieve them, you need to build a lighthouse \u2013 your guiding light in the stormy sea of everyday hustle and bustle.<\/p>\n
That\u2019s when you need to figure out what the difference is between urgent tasks and important tasks. Eisenhower Priority Matrix will help to classify your work and think critically about your priorities. Note that you should aim to work on the tasks from the \u201cimportant but not urgent<\/em>\u201d category (marked in blue below).<\/p>\n![\"Eisenhower](\"https:\/\/www.teamly.com\/blog\/wp-content\/uploads\/2022\/01\/Eisenhower-Priority-Matrix.png\")
<\/p>\n
Using this chart will reduce the unnecessary fuss and allow you to push secondary tasks for later.<\/p>\n
By the way, here is when to-do lists come into play. They help to stay focused and boost your productivity if you learn how to master them<\/a>. You simply need to make sure you don\u2019t have multiple lists. Keep only one.<\/p>\nYour to-do list will not only keep you on track but will also serve as a sip of encouragement. When was the last time you ticked the box to mark a task completed? What a superb feeling, right?<\/p>\n
![\"Take](\"https:\/\/www.teamly.com\/blog\/wp-content\/uploads\/2022\/01\/Take-on-the-hardest-tasks-first.png\")
<\/p>\n
<\/span>3. Take on the hardest tasks first.<\/span><\/h2>\nYou may choose to complete easier tasks first to manage your workload better. Forget it. Professionals warn us that many people have tried it and failed. The reason? This improves your performance in the short term, but if you rely solely on this strategy it hurts performance in the long run. Maryam Kouchaki, one of the authors of this research, explains<\/a>: \u201cWhen we are overwhelmed and busy, we just go with easier tasks, and the difficult tasks tend to pile up.\u201d<\/p>\nNot only your to-do list but also the entire project planning should follow this logic. The most pressing tasks are to be placed on top.<\/p>\n
Wait. Are you afraid of tackling the hardest tasks first? Don\u2019t panic. Create milestones! Think creatively about how you can break the project into easier chunks so that you enjoy that blessed sense of making progress.<\/p>\n
<\/span>4. Split it up and delegate.<\/span><\/h2>\nWhy spend so much effort on something that someone else can accomplish more successfully? Yes, you\u2019re hard-working, committed and you want to deliver that project. And you can surely go ahead and take all of those responsibilities on yourself, but it\u2019s a sure path to burnout or unnecessary stress.<\/p>\n
Consider adding the question \u201cWho can help to finish this task?\u201d to your personal workload management techniques.<\/p>\n
Administrative tasks (or anything that someone else can quickly learn and complete) should be considered to be delegated. Learn how to delegate administrative tasks<\/a> and remember that according to a Gallup study<\/a>, CEOs who master the art of delegating, generate 33% higher revenue.<\/p>\nDon\u2019t spread yourself too thin. Whenever possible, get it off your desk.<\/p>\n
One final note before we move on. When delegating tasks, do it fairly<\/em>. People should understand that delegation doesn\u2019t mean you don\u2019t want to pull your weight. They should clearly see that you recognize their unique strengths of doing something more effectively than you could.<\/p>\n![\"Block](\"https:\/\/www.teamly.com\/blog\/wp-content\/uploads\/2022\/01\/Block-off-time-for-emails-and-calls.png\")
<\/p>\n
<\/span>5. Block off time for emails and calls.<\/span><\/h2>\nReplying to that urgent message. Checking if there is anything important in the email you\u2019ve just received. Answering that last phone call\u2026 Did you notice that you\u2019re now switching tasks and multitasking?<\/p>\n
Let\u2019s face it. We\u2019re hooked. Technology has us in its grip. We don\u2019t even notice that emails and notifications force us to switch tasks causing brain downtime and loss of productivity.<\/p>\n
Although juggling different projects has become something people brag they\u2019re good at, research provides clear evidence for the negative impact of multitasking. It triggers stress, depression and increased levels of anxiety.<\/p>\n
Allocate time to checking and replying to your emails and calls. Silence social media notifications. Keep in mind that personal workload management is a tough call. Remove the traffic jam in your head to be able to handle your workload effectively.<\/p>\n
<\/span>6. Learn to be imperfect.<\/span><\/h2>\nIf you\u2019re a perfectionist, this point is not about putting blame on you. In fact, being a maximizer may help you persist when others get disappointed and give up. It helps you take your skills to the next level and eventually, stand out from the crowd. Keeping your standards high is important, but effective workload management strategies are all about thinking strategically<\/em> about when you should tell yourself: it\u2019s good enough!<\/em><\/p>\nBe careful. Don\u2019t let your perfectionism kill your creative self. Author, professor, and podcast host Bren\u00e9 Brown points to interesting research showing that in perfectionist workplace cultures, people often report that there is no innovation or creativity<\/a>.<\/p>\nTherefore, especially in times of heavy workloads, your motto should be \u201cbetter done than perfect.\u201d<\/em><\/p>\n<\/span>7. Don\u2019t be a pleaser.<\/span><\/h2>\nIf you\u2019re someone who says yes too often, most probably you feel the pressure of not letting anyone down \u2013 be it a co-worker, a family member, or a client. But when you try to be all things to all people, you forget that your time is limited.<\/p>\n
Try this. Don\u2019t respond reactively; instead, take some time to think about the consequences of saying \u201cYes\u201d. Practice saying: \u201cI can do it, but which of my tasks can wait?\u201d<\/em><\/p>\nReal progress is not about taking on more and more. It\u2019s about having the courage to be honest with yourself and the people around you about what\u2019s not working.<\/p>\n
![\"Set](\"https:\/\/www.teamly.com\/blog\/wp-content\/uploads\/2022\/01\/Set-realistic-expectations-and-plan-for-buffers.png\")
<\/p>\n
<\/span>8. Set realistic expectations and plan for buffers.<\/span><\/h2>\nWhen planning, you can use 100% of your working time and squeeze everything into your schedule. \u201cLooks good,\u201d you tell yourself.<\/p>\n
But the cruel truth is \u2013 it\u2019s not realistic<\/em> to occupy your entire schedule (especially for an extended period of time). There should be time left for buffers. Build flexibility into your schedule and consider at least a buffer<\/em> of 10%.<\/p>\nYou can have everything set up and follow every single deadline. And then bang! Force majeure! Now you must rush to ad hoc meetings, make quick decisions, handle increased stress\u2026 You need time to adapt and keep on managing your personal workload effectively.<\/p>\n
Last but not least, your workload is not only<\/em> your load at work. There is more beyond the job \u2013 your family, your friends, your health, and time for yourself. Sorry for the reminder! But this takes us to our ninth tip.<\/p>\n![\"Take](\"https:\/\/www.teamly.com\/blog\/wp-content\/uploads\/2022\/01\/Take-care-of-yourself.png\")
<\/p>\n
<\/span>9. Take care of yourself.<\/span><\/h2>\nDo you forget to fuel your car before driving? Have you ever used your phone without charging it? Then how come you forget about \u2018charging\u2019 your body and your mind?<\/p>\n
When Amanda Rose, a business consultant, was asked about the consequences of fatigue, she gave us a warning: \u201cBurnout sucks the joy out of anything you do at work.<\/a>\u201d It drains your positive energy while you\u2019re \u201ctrying to make it through the next hour.\u201d<\/p>\nTo save yourself from this, you need to exercise and get enough sleep. Luckily, no one needs a long lecture about why these two things are important.<\/p>\n
However, if you don\u2019t feel motivated enough to start, let\u2019s ask Wendy Suzuki to help you. In her enlivening talk, she explains how physical activity can protect your brain by boosting your mood and memory<\/a>.<\/p>\nWhat\u2019s more, the right amount of sleep restores your ability to concentrate and be creative. \u201cOur ability to come up with novel solutions to complex problems is hugely enhanced by a night of sleep,\u201d says neuroscientist Russell Foster<\/a>. Simple as that. You only need a week of good night\u2019s sleep to start witnessing a transformation.<\/p>\n
Double and even triple workload is unavoidable when threats and opportunities are not considered carefully. If you don\u2019t want to be thrown back to the starting line, setting clear goals and objectives should go first.<\/p>\n
<\/span>2. Prioritize to complete the right<\/em> tasks.<\/span><\/h2>\nOnce you have your goals outlined and a plan to achieve them, you need to build a lighthouse \u2013 your guiding light in the stormy sea of everyday hustle and bustle.<\/p>\n
That\u2019s when you need to figure out what the difference is between urgent tasks and important tasks. Eisenhower Priority Matrix will help to classify your work and think critically about your priorities. Note that you should aim to work on the tasks from the \u201cimportant but not urgent<\/em>\u201d category (marked in blue below).<\/p>\n<\/p>\n
Using this chart will reduce the unnecessary fuss and allow you to push secondary tasks for later.<\/p>\n
By the way, here is when to-do lists come into play. They help to stay focused and boost your productivity if you learn how to master them<\/a>. You simply need to make sure you don\u2019t have multiple lists. Keep only one.<\/p>\nYour to-do list will not only keep you on track but will also serve as a sip of encouragement. When was the last time you ticked the box to mark a task completed? What a superb feeling, right?<\/p>\n
<\/p>\n
<\/span>3. Take on the hardest tasks first.<\/span><\/h2>\nYou may choose to complete easier tasks first to manage your workload better. Forget it. Professionals warn us that many people have tried it and failed. The reason? This improves your performance in the short term, but if you rely solely on this strategy it hurts performance in the long run. Maryam Kouchaki, one of the authors of this research, explains<\/a>: \u201cWhen we are overwhelmed and busy, we just go with easier tasks, and the difficult tasks tend to pile up.\u201d<\/p>\nNot only your to-do list but also the entire project planning should follow this logic. The most pressing tasks are to be placed on top.<\/p>\n
Wait. Are you afraid of tackling the hardest tasks first? Don\u2019t panic. Create milestones! Think creatively about how you can break the project into easier chunks so that you enjoy that blessed sense of making progress.<\/p>\n
<\/span>4. Split it up and delegate.<\/span><\/h2>\nWhy spend so much effort on something that someone else can accomplish more successfully? Yes, you\u2019re hard-working, committed and you want to deliver that project. And you can surely go ahead and take all of those responsibilities on yourself, but it\u2019s a sure path to burnout or unnecessary stress.<\/p>\n
Consider adding the question \u201cWho can help to finish this task?\u201d to your personal workload management techniques.<\/p>\n
Administrative tasks (or anything that someone else can quickly learn and complete) should be considered to be delegated. Learn how to delegate administrative tasks<\/a> and remember that according to a Gallup study<\/a>, CEOs who master the art of delegating, generate 33% higher revenue.<\/p>\nDon\u2019t spread yourself too thin. Whenever possible, get it off your desk.<\/p>\n
One final note before we move on. When delegating tasks, do it fairly<\/em>. People should understand that delegation doesn\u2019t mean you don\u2019t want to pull your weight. They should clearly see that you recognize their unique strengths of doing something more effectively than you could.<\/p>\n<\/p>\n
<\/span>5. Block off time for emails and calls.<\/span><\/h2>\nReplying to that urgent message. Checking if there is anything important in the email you\u2019ve just received. Answering that last phone call\u2026 Did you notice that you\u2019re now switching tasks and multitasking?<\/p>\n
Let\u2019s face it. We\u2019re hooked. Technology has us in its grip. We don\u2019t even notice that emails and notifications force us to switch tasks causing brain downtime and loss of productivity.<\/p>\n
Although juggling different projects has become something people brag they\u2019re good at, research provides clear evidence for the negative impact of multitasking. It triggers stress, depression and increased levels of anxiety.<\/p>\n
Allocate time to checking and replying to your emails and calls. Silence social media notifications. Keep in mind that personal workload management is a tough call. Remove the traffic jam in your head to be able to handle your workload effectively.<\/p>\n
<\/span>6. Learn to be imperfect.<\/span><\/h2>\nIf you\u2019re a perfectionist, this point is not about putting blame on you. In fact, being a maximizer may help you persist when others get disappointed and give up. It helps you take your skills to the next level and eventually, stand out from the crowd. Keeping your standards high is important, but effective workload management strategies are all about thinking strategically<\/em> about when you should tell yourself: it\u2019s good enough!<\/em><\/p>\nBe careful. Don\u2019t let your perfectionism kill your creative self. Author, professor, and podcast host Bren\u00e9 Brown points to interesting research showing that in perfectionist workplace cultures, people often report that there is no innovation or creativity<\/a>.<\/p>\nTherefore, especially in times of heavy workloads, your motto should be \u201cbetter done than perfect.\u201d<\/em><\/p>\n<\/span>7. Don\u2019t be a pleaser.<\/span><\/h2>\nIf you\u2019re someone who says yes too often, most probably you feel the pressure of not letting anyone down \u2013 be it a co-worker, a family member, or a client. But when you try to be all things to all people, you forget that your time is limited.<\/p>\n
Try this. Don\u2019t respond reactively; instead, take some time to think about the consequences of saying \u201cYes\u201d. Practice saying: \u201cI can do it, but which of my tasks can wait?\u201d<\/em><\/p>\nReal progress is not about taking on more and more. It\u2019s about having the courage to be honest with yourself and the people around you about what\u2019s not working.<\/p>\n
<\/p>\n
<\/span>8. Set realistic expectations and plan for buffers.<\/span><\/h2>\nWhen planning, you can use 100% of your working time and squeeze everything into your schedule. \u201cLooks good,\u201d you tell yourself.<\/p>\n
But the cruel truth is \u2013 it\u2019s not realistic<\/em> to occupy your entire schedule (especially for an extended period of time). There should be time left for buffers. Build flexibility into your schedule and consider at least a buffer<\/em> of 10%.<\/p>\nYou can have everything set up and follow every single deadline. And then bang! Force majeure! Now you must rush to ad hoc meetings, make quick decisions, handle increased stress\u2026 You need time to adapt and keep on managing your personal workload effectively.<\/p>\n
Last but not least, your workload is not only<\/em> your load at work. There is more beyond the job \u2013 your family, your friends, your health, and time for yourself. Sorry for the reminder! But this takes us to our ninth tip.<\/p>\n<\/p>\n
<\/span>9. Take care of yourself.<\/span><\/h2>\nDo you forget to fuel your car before driving? Have you ever used your phone without charging it? Then how come you forget about \u2018charging\u2019 your body and your mind?<\/p>\n
When Amanda Rose, a business consultant, was asked about the consequences of fatigue, she gave us a warning: \u201cBurnout sucks the joy out of anything you do at work.<\/a>\u201d It drains your positive energy while you\u2019re \u201ctrying to make it through the next hour.\u201d<\/p>\nTo save yourself from this, you need to exercise and get enough sleep. Luckily, no one needs a long lecture about why these two things are important.<\/p>\n
However, if you don\u2019t feel motivated enough to start, let\u2019s ask Wendy Suzuki to help you. In her enlivening talk, she explains how physical activity can protect your brain by boosting your mood and memory<\/a>.<\/p>\nWhat\u2019s more, the right amount of sleep restores your ability to concentrate and be creative. \u201cOur ability to come up with novel solutions to complex problems is hugely enhanced by a night of sleep,\u201d says neuroscientist Russell Foster<\/a>. Simple as that. You only need a week of good night\u2019s sleep to start witnessing a transformation.<\/p>\n
<\/p>\n
Using this chart will reduce the unnecessary fuss and allow you to push secondary tasks for later.<\/p>\n
By the way, here is when to-do lists come into play. They help to stay focused and boost your productivity if you learn how to master them<\/a>. You simply need to make sure you don\u2019t have multiple lists. Keep only one.<\/p>\n Your to-do list will not only keep you on track but will also serve as a sip of encouragement. When was the last time you ticked the box to mark a task completed? What a superb feeling, right?<\/p>\n You may choose to complete easier tasks first to manage your workload better. Forget it. Professionals warn us that many people have tried it and failed. The reason? This improves your performance in the short term, but if you rely solely on this strategy it hurts performance in the long run. Maryam Kouchaki, one of the authors of this research, explains<\/a>: \u201cWhen we are overwhelmed and busy, we just go with easier tasks, and the difficult tasks tend to pile up.\u201d<\/p>\n Not only your to-do list but also the entire project planning should follow this logic. The most pressing tasks are to be placed on top.<\/p>\n Wait. Are you afraid of tackling the hardest tasks first? Don\u2019t panic. Create milestones! Think creatively about how you can break the project into easier chunks so that you enjoy that blessed sense of making progress.<\/p>\n Why spend so much effort on something that someone else can accomplish more successfully? Yes, you\u2019re hard-working, committed and you want to deliver that project. And you can surely go ahead and take all of those responsibilities on yourself, but it\u2019s a sure path to burnout or unnecessary stress.<\/p>\n Consider adding the question \u201cWho can help to finish this task?\u201d to your personal workload management techniques.<\/p>\n Administrative tasks (or anything that someone else can quickly learn and complete) should be considered to be delegated. Learn how to delegate administrative tasks<\/a> and remember that according to a Gallup study<\/a>, CEOs who master the art of delegating, generate 33% higher revenue.<\/p>\n Don\u2019t spread yourself too thin. Whenever possible, get it off your desk.<\/p>\n One final note before we move on. When delegating tasks, do it fairly<\/em>. People should understand that delegation doesn\u2019t mean you don\u2019t want to pull your weight. They should clearly see that you recognize their unique strengths of doing something more effectively than you could.<\/p>\n Replying to that urgent message. Checking if there is anything important in the email you\u2019ve just received. Answering that last phone call\u2026 Did you notice that you\u2019re now switching tasks and multitasking?<\/p>\n Let\u2019s face it. We\u2019re hooked. Technology has us in its grip. We don\u2019t even notice that emails and notifications force us to switch tasks causing brain downtime and loss of productivity.<\/p>\n Although juggling different projects has become something people brag they\u2019re good at, research provides clear evidence for the negative impact of multitasking. It triggers stress, depression and increased levels of anxiety.<\/p>\n Allocate time to checking and replying to your emails and calls. Silence social media notifications. Keep in mind that personal workload management is a tough call. Remove the traffic jam in your head to be able to handle your workload effectively.<\/p>\n If you\u2019re a perfectionist, this point is not about putting blame on you. In fact, being a maximizer may help you persist when others get disappointed and give up. It helps you take your skills to the next level and eventually, stand out from the crowd. Keeping your standards high is important, but effective workload management strategies are all about thinking strategically<\/em> about when you should tell yourself: it\u2019s good enough!<\/em><\/p>\n Be careful. Don\u2019t let your perfectionism kill your creative self. Author, professor, and podcast host Bren\u00e9 Brown points to interesting research showing that in perfectionist workplace cultures, people often report that there is no innovation or creativity<\/a>.<\/p>\n Therefore, especially in times of heavy workloads, your motto should be \u201cbetter done than perfect.\u201d<\/em><\/p>\n If you\u2019re someone who says yes too often, most probably you feel the pressure of not letting anyone down \u2013 be it a co-worker, a family member, or a client. But when you try to be all things to all people, you forget that your time is limited.<\/p>\n Try this. Don\u2019t respond reactively; instead, take some time to think about the consequences of saying \u201cYes\u201d. Practice saying: \u201cI can do it, but which of my tasks can wait?\u201d<\/em><\/p>\n Real progress is not about taking on more and more. It\u2019s about having the courage to be honest with yourself and the people around you about what\u2019s not working.<\/p>\n When planning, you can use 100% of your working time and squeeze everything into your schedule. \u201cLooks good,\u201d you tell yourself.<\/p>\n But the cruel truth is \u2013 it\u2019s not realistic<\/em> to occupy your entire schedule (especially for an extended period of time). There should be time left for buffers. Build flexibility into your schedule and consider at least a buffer<\/em> of 10%.<\/p>\n You can have everything set up and follow every single deadline. And then bang! Force majeure! Now you must rush to ad hoc meetings, make quick decisions, handle increased stress\u2026 You need time to adapt and keep on managing your personal workload effectively.<\/p>\n Last but not least, your workload is not only<\/em> your load at work. There is more beyond the job \u2013 your family, your friends, your health, and time for yourself. Sorry for the reminder! But this takes us to our ninth tip.<\/p>\n Do you forget to fuel your car before driving? Have you ever used your phone without charging it? Then how come you forget about \u2018charging\u2019 your body and your mind?<\/p>\n When Amanda Rose, a business consultant, was asked about the consequences of fatigue, she gave us a warning: \u201cBurnout sucks the joy out of anything you do at work.<\/a>\u201d It drains your positive energy while you\u2019re \u201ctrying to make it through the next hour.\u201d<\/p>\n To save yourself from this, you need to exercise and get enough sleep. Luckily, no one needs a long lecture about why these two things are important.<\/p>\n However, if you don\u2019t feel motivated enough to start, let\u2019s ask Wendy Suzuki to help you. In her enlivening talk, she explains how physical activity can protect your brain by boosting your mood and memory<\/a>.<\/p>\n What\u2019s more, the right amount of sleep restores your ability to concentrate and be creative. \u201cOur ability to come up with novel solutions to complex problems is hugely enhanced by a night of sleep,\u201d says neuroscientist Russell Foster<\/a>. Simple as that. You only need a week of good night\u2019s sleep to start witnessing a transformation.<\/p>\n<\/p>\n<\/span>3. Take on the hardest tasks first.<\/span><\/h2>\n
<\/span>4. Split it up and delegate.<\/span><\/h2>\n
<\/p>\n<\/span>5. Block off time for emails and calls.<\/span><\/h2>\n
<\/span>6. Learn to be imperfect.<\/span><\/h2>\n
<\/span>7. Don\u2019t be a pleaser.<\/span><\/h2>\n
<\/p>\n<\/span>8. Set realistic expectations and plan for buffers.<\/span><\/h2>\n
<\/p>\n<\/span>9. Take care of yourself.<\/span><\/h2>\n