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January 30, 2019

Four Steps to Successfully Managing Added Workload

The day-to-day workload can often seem like a lot, but top it off with a special project and it can easily become overwhelming. The added tasks create a situation where determining how to prioritize the project while maintaining the regular workload can lead to stress. This is especially true when everything needs to be completed within a certain timeframe, while still meeting the quality of work the organization expects. Developing a plan and scheduling out responsibilities contributes greatly to the ability to handle multiple projects while completing regular work tasks all at the same time. To ensure everything stays on track, here are four tips that will yield success when it comes to exceeding expectations and meeting major deadlines. 

Create a Schedule to Stay on Track

When a large project is requested to be complete by a certain deadline, the first priority should be developing a schedule to keep every item on track. Begin by writing down the end goal, then developing a daily schedule of what tasks will need to be completed to ensure the goal is achieved. To stay accountable to the deadlines, mark a calendar with tasks to ensure timely completion.

Prioritize Both the Project and Work Responsibilities

Even while working on a big project, daily work tasks still need to be completed. The Eisenhower Matrix provides as an easy method for differentiating between urgent and important work, and for determining what tasks can be placed on hold. This matrix helps to categorize heavy workload items quickly and allows for the more efficient management of tasks. Furthermore, setting aside time every day to complete routine items contributes to the ability to stay on top of work responsibilities. If paperwork must be filled out or items ordered, block off a portion of time during the day to complete the work. Once the time is up, move on to the larger project. This helps ensure that enough time is being allocated towards daily tasks and projects, and also guarantees that a high quality of work continues to be produced.

Don’t be Afraid to Ask for Help

Never be afraid to ask for help when things become overwhelming. Coworkers are there to support each other, and by asking for assistance it shows the importance of collaboration. Consider this scenario: It is the last week of the project and there are still graphs, charts, and content that needs to be finalized, but a vendor application is due at the end of the week and it just isn’t feasible to complete the task within traditional work hours. This is an opportune time to reach out to the team and ask if they can assist with the application. By creating a team-oriented work environment and collaborating as needed, tasks can be completed in a timely manner while the overall quality of work remains consistent.

Communicate Every Step of the Way

Communication is key during busy times, and allows everyone on the team to remain aware of the schedule or any issues that might arise. Discussing the project and sharing details will help eliminate any missed items and guarantee that everyone knows where the project is in the process. Plus, communication is vital to gathering ideas and contributions that may boost the quality of the project and attribute to the presentation of the final product.

Utilizing these four steps keeps accountability at the forefront and allows for more streamlined processes with less stress. By focusing on the project first, separating out important and urgent items, getting others involved, and communicating with the team, you’ll guarantee the skillful execution of both the project and daily work responsibilities.

Tag(s): Leadership

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