7 Tips to Manage Workload

Managing an overwhelming workload can be challenging, but with the right strategies and tools, it can become manageable. Generally speaking, in the public sector, it is often the case that there is no one to delegate tasks to, everyone is already at or beyond their capacity, or someone with the necessary skills is not available to help.  

This blog is a special shout out to my HR local government peers, because I know how much you are managing on a daily basis.  It was through my HR experience that I developed these strategies to keep all the balls in the air.   

1. Do it Now – 3 minutes or less:  
   If a task takes three minutes or less, do it immediately. For example, if you need to schedule a follow up meeting, do it right away. This applies to sending a document or message, responding to an email, or adding something to your to-do list. Use any small pockets of time (don't let those few minutes between meetings go to waste) you have to complete quick tasks. 

2. Write down all commitments and deliverables:  
   Write down everything you commit to, no matter how small it may seem. This is how you build credibility with your colleagues and ensure that you follow through on your commitments. Then tick away at your to do list using the three minutes or less strategy.   

3. Triage Email:  
   Review your email and flag anything that requires a more thorough review, response, or that you have questions about. Respond to what you can immediately. 

4. Brainstorm – 5 minutes:  
   When you receive an ambiguous assignment, brainstorm for five minutes to generate ideas about how to move forward. Use any small pockets of time you have to brainstorm and immediately complete any actions on your brainstorm list that take three minutes or less. 

5. Plan in the morning:  
   Schedule 30 minutes each morning to review your flagged email more thoroughly, knock out your three minute or less items, schedule blocks of time to work on things that require more time, set priorities for the day and remainder of the week, review your calendar and reschedule meetings that are low priority, and evaluate if your attendance is really needed (reality check, sometimes you are invited because someone is being nice, not because your attendance is critical). 

6. Focus:  
   It is not realistic to be constantly interrupted and also do focused work at the same time. Use your three minute or less strategy to be responsive, then allow yourself time to focus by closing your door, email, not answering the phone, and turning your cell phone face down. Bonus tip, sometimes you need to schedule focus time to think about a specific issue or challenge (e.g. performance issue, a difficult conversation you want to prepare for, or what you really think about something).  

7. Plan for tomorrow:  
   Leave the office with a plan of attack for the next day and follow much of the same strategies you will use during your morning planning time. 

 Conclusion 

Remember, effectively managing an overwhelming workload takes time and effort. Prioritize tasks, do what you can immediately, brainstorm, and plan for the day.  If you are still experiencing overwhelm and struggling to keep up, please consider having a conversation with your supervisor about getting more resources or resetting priorities. These tips were learned and applied through personal experience.