How to Handle High Unexpected Workloads
My Strategy
Happy Friday everyone!
I’m sure, we’ve all been in situations where, out of the blue, we’re asked to take on a project/task with a tight deadline.
It can be extremely stressful if you find yourself in such situations and, for the longest time, such unexpected workload upticks used to trigger a sense of panic in me.
Over the years, I have developed an approach that helps me deal with such sudden spikes and, while I still experience an initial sense of panic at times, I believe I have gotten much better at handling such situations.
This week, I’d like to share my personal approach for keeping myself sane when the workload suddenly surges.
Here goes…….
Prioritise
The first step is to assess and take stock of what needs to be done exactly. I start with listing out all the tasks and, subsequently, categorise them into urgent, important, and nice-to-have. This, already, gives me a view of the big picture and a sense of where I should start. As an example, something the C-Suite expects should fall under urgent, while other stuff could be categorised as less important.
Delegate
As a next step, I flag tasks that I could potentially delegate. A level of trust amongst colleagues is, of course, crucial here. I try to delegate based on each team member’s strengths and capacity. That, already, is a major step towards an efficient approach.
On a basic level, this could mean that I take ownership of the slide deck that would be presented to a client. My colleagues, on the other hand, would own different analytical modules that have to be synthesised into a coherent message.
Effective delegation not only helps me manage stress but also helps build a healthy team dynamic.
A problem shared is a problem halved as they say!
Time Management
Time management techniques have been a game-changer for me. There are many frameworks out there (e.g. the Pomodoro Technique for breaking work into intervals) and whatever your technique is, the idea is to be consistent.
One thing that has worked wonders for me is to log everything, even the most basic of tasks, into a team calendar. This, not only helps me stick to a plan but also flags my slots as ‘Busy’ in case someone wants to reach out. It’s a great way to maintain focus and prevent burnout.
Leveraging Tools
Project management tools like Asana and Jira can be a great ally in such situations. These tools not only help with keeping track of tasks and deadlines, they also have visualisation and workflow management functions that ensure nothing gets overlooked.
Additionally, such tools reduce manual effort and allow for automation across the project cycle. As an example, automated alerts on deadlines or budget over-runs free up significant chunks of my time.
Communication
It may sound obvious but clear communication with colleagues and stakeholders is crucial. Beyond the use of project management tools, regular check-ins and updates prevent misunderstandings and ensure a smooth workflow.
Being open and transparent about workload, capacity and expectations fosters a supportive environment where everyone feels included.
Self-Care
If you’ve been following me, here on Substack, you would know that I place a high premium on self-care and mental health. I can’t, however, emphasise enough how important self-care is during periods of intense workload.
During such periods, taking short breaks to hydrate, stretch or simply breathe is essential. It may be tough to take short out time when stressed but such brief moments of respite recharge my mental and physical energy. In turn, these breaks allow me to maintain a high level of productivity when needed.
I guess my main message is that managing unexpected workloads can be challenging but ultimately achievable with the right strategies.
As pointed out earlier, it took me a while before I got better at dealing with a sense of panic that I used to experience in such situations. High-pressure work periods are a fact of life and I wanted to share how I’ve learned to deal with them .
Hope you found it worthwhile :)!
I no longer live in a world with such high stakes and demands. But if I did, I would want you as my coach. Great advice!
I swear by the Pomodoro Technique now. This is a great list, Naush!