How to manage the overload of work?

Doesn't it sound common that only the first two weeks of joining an organization and last two weeks of quitting one are the real free times at work place? However, you get stressed in the middle naturally as you get acquainted with many domains of your verticle. You are expected to work more sometimes, and sometimes your interest and passion for your work traps you in. Whatever the reason maybe, it isn't good (neither to you nor the employer) to handle overload of work constantly. We hope our solutions help you deal with the issue. However, examine the situation first using the below questions before you jump into the solutions!

Examination of the Scenario

How frequently are you overloaded?

Does your organization have job openings, but are unable to find the right candidate?

Is there any work that you can deprioritize?

Are all the work related to your role?

Do you see this dissolving within some timeframe? Maybe after product launch?

Have you spoken to your manager about it?

Solutions

Deprioritize unnecessary projects

Sometimes unknowingly, we may have a low priority project on our to-do list. Sometimes it is because we are nearly 60% done with the project, and want to complete it without leaving a long gap, or sometimes it may just be a blindside, or we may have not been informed about the priority change. Whether you are a Manager or an IC, it is important for you to look into the priority, the deadlines, and the importance and impact of the project.

Create a table with: Project, Deadline, Effort, Impact, and Revenue (if applicable). For parameters (Effort, Impact, and Revenue) give a rating of 1 to 10, 10 being the most important and 1 being least. For all the projects, sum up the values and list down in the descending order. The projects at the bottom or with the least score can be deprioritized for the time being.

Have clarity on the amount of work you can do in a week

Sometimes we tend to give a sooner date for completion in the fear of "What would my Manager say?" if I quote a later date? "Will it be reasonable?" "Maybe, I should work extra hours to complete it soon", and get into the overload problem. Have clarity before you can give away any date.

1. Modularize the task into the smallest chunks possible. Write it down so that you can use it as a reference when your manager or stakeholders ask.

2. Evaluate each chunk with the number of hours required. Neither overrate nor underrate.

3. Sum up the total work and quote the number of days required, based on the number of hours you are expected to work every day.

Keep practicing it. Maybe you'll face difficulties initially. But you'll become more accurate on following the practice regularly.

Prioritize hiring

If you are expected to work 8 hour a day, and you clearly sense, you or your reporters work more than 14 hours, even after you deprioritize work, it means you need another hire for your team. If it is a day or two in a quarter, it can be avoided. But if working 12-13 hours per day is becoming a habit, it is a negative trend. There are higher chances the person who is overloaded will quit, and all work will become messy.

If you are a manager, you need to prioritize hiring and act quickly upon it. If you are a reporter, you need to push hiring and push back work if not adhered to. Don't confuse loyalty with exploitation. Generally, good leaders understand the issue and take steps. But if they constantly try to pushback your request, it only means they don't value you enough. Time to look for a job change!

Talk to your manager

Not all managers deep dive into your work or would have had worked on a similar project when they were ICs. It is important for you to clearly communicate the amount of efforts that you are actually putting, and why the work is an overload for you. Sometimes, a task can be completed within 4 hours by a senior member, but, if you are a newbie, it may take 2 days. You need to explain "What you already know, what your grey areas are, and What difficulties you are currently facing".

Chances are high that you may be solving a problem in the longest route, and your manager can guide you on simplifying it. So, talk to your manager to see if there are any simpler solutions or request to deprioritize unnecessary tasks, or for a new hire.

Bear with the workload for some defined timeframe until a solution is found

After talking to your manager, get a timeframe within which the work can be simplified, either by a new-hire or by deprioritizing. Put with the hard work until the given timeframe, as it may not be a piece of cake even for your manager to get you out of the tangles instantly. But, if you don't hear back from your manager again, you may need to set up another meeting to understand the issue and see if they are being genuine or not.

Don't compromise your personal life

In the act of doing your office duties, don't compromise on your personal life, be it your health or your time with your parents, spouse, or kids. You may get another job, but you may not get back the precious moments with your family, or your health if ruined in this process. Make sure you give priority to your exercise routine, as it is the most important factor when it comes to your mental health when you deal with your stressed life temporarily. Remember, even the world's richest man, Jeff Bezos sleeps 8 hours every night and spends quality time with family for a family breakfast.

Pushback overload before it becomes the "New Normal"

No, it isn't okay to be burdened with unnecessary work, even if others don't mind. First check with your conscience. If it says it is really too much work for a person in your designation with the amount of pay you are earning. If you still feel right, be bold to express the same. You can't compromise for others' opinion of work on you.

Before things begin to become your "New Normal", you need to take action, all of the above, and job change in worst-case scenario.