Are you constantly feeling overworked, struggling to keep up with an ever-growing to-do list? You’re not alone. Many leaders grapple with the challenge of managing their workload effectively. But before you blame yourself for not being organised enough or lacking time management skills, it’s crucial to consider whether the issue lies with you or with the job itself.

Is it you or is it the job?

To determine what’s causing you to feel overworked, try the following strategies:

1. Compare your workload with peers

Look at similar roles within your organisation or industry. Are others managing similar workloads more effectively? If so, what are they doing differently? You may pick up some great shortcuts and time-saving ideas you can use to make immediate changes or identify some knowledge or skills gaps that you can remedy. On the other hand, this comparison may confirm that the workload is universally challenging.

2. Review your position description

Revisit your original job description and compare it to your current responsibilities. Often, new tasks are added over time without removing existing ones, leading to an unsustainable workload. If there have been significant changes, it’s time for a discussion with your manager.

3. Track your time

Keep a record of your work activities for a week or two in a way that helps you to reflect on your workload objectively. Make this easy to do – you just need a simple way to record what you do throughout the day and 10 minutes at the end of the day to reflect. You can use your own work diary, notebook or a spreadsheet or app, or print this simple time tracker template and keep it nearby throughout the day. Noting these things can be helpful:

• what you accomplished, and the time taken for each major task
• what remains undone, and how much time you estimate it would take
• any work done outside of your designated working hours
• whether you had any breathing space or breaks during the day
• the conditions that allowed you to do your best work
• any interruptions or obstacles you faced.

4. Analyse your data

This data will provide valuable insights into your workload and productivity, and you’ll be able to see patterns emerging. For example, you may notice that unproductive meetings are eating up substantial amount of your time, recurring technology issues slow you down, or you’re having to field constant requests for assistance from your team on matters that they should be able to manage on their own. With increased awareness, you can take action to ease overwork, such as changing your approach to meetings, working with your technology people to fix recurring issues, or arranging additional training for your team.

You may also find out that even if you change how you work, there is still too much expected of you.

Overworking is a common cause of workplace stress, and can lead to burnout if left unchecked. While there are certainly ways to optimise your time and increase productivity, it’s essential to recognise when the workload itself is simply too much for one person to handle.

So, where to from here?

The next step: talking to your manager

Once you’ve gathered your information, the next crucial step is to have a conversation with your manager. This discussion should focus on presenting your findings objectively and exploring potential solutions. Remember, this isn’t about pointing fingers at anyone or feeling as though you’ve failed – it’s about finding a way to work more effectively and sustainably.

Preparing for the conversation

Before approaching your manager, consider the following:

• Organise your data: Present your time-tracking results and position description comparison clearly and concisely.
• Propose solutions: Come prepared with ideas for how to address the overwork issue.
• Be open to feedback: Your manager may have insights or suggestions you haven’t considered.
• Choose the right time: Schedule the conversation when your manager is likely to be receptive and not rushed.

The bigger picture

Remember, addressing workload issues isn’t just about your personal well-being – it’s also about ensuring the quality and sustainability of your work. A manageable workload leads to better performance, increased job satisfaction, and a healthier work-life balance.

By taking these steps to assess your workload and communicate effectively with your manager, you’re not just solving a personal problem – you’re contributing to a more productive and positive work environment for everyone.

In the next article, we’ll delve deeper into strategies for having that crucial conversation with your manager, ensuring you approach the topic in a way that’s most likely to yield positive results. Stay tuned!