Managing Workoad

Restructuring and downsizing in government and private sectors has led to fewer human resources, increased workloads, longer working hours, time famine, information overload and increased stress levels. Strategies for managing this include:

1.    Embrace Brain Extenders – Heightened pressure on the individual as a result of the above can result in loss of mindfulness and attention (e.g., meetings and appointments can get missed).

Externalisers can be high or low-tech and include notepad and pen, address books and calendars. They are valuable sources of attention and memory external to the brain that have the potential to increase effectiveness.

2.    Create To-do-Lists – These can be done electronically (e.g., using an app or a specific list template) or by externalising on to paper. As David Levitin points out in his book, The Organised Mind, a surprising number of people (including Sheryl Sandberg, author of Lean In) prefer the low-tech mode of pen and paper. It is viewed as more visceral, satisfying and efficient. The act of writing the list is a way to identify what needs to be:

·         Done

·         Prioritised

·         Actioned

Creating the list eliminates worry that something will be forgotten thereby promoting relaxation and increasing focus.

When to create the list? Ideal times are the beginning or end of the business day. If opting for the latter it should be created some hours before going to sleep.

Is the list fixed? No. Flexibility is important as, priorities may shift as a result of subsequent events.

3.    Action the To-do-List – Some approaches include:

• Adopt the two minute rule – Are there items on your list that can be dealt with in two minutes or less (e.g., accepting a meeting invite)? Current thinking suggests setting aside a block of time each day, say 10-20 minutes, to deal with these quick action items.

• Delegate – Identify those items best managed by others and delegate appropriately.

• Problem solve – Key questions to write down and answer are:

  • What is the problem? Clearly articulate this.

  • What are the possible solutions to the problem? Brainstorm possible solutions.

  • What is the best solution based on the information and resources available? Seek to implement the selected solution factoring in any policy, procedures and approval processes that may be required.

4.    Avoid Multitasking – It is divisive. It derails attention and disrupts learning, creativity and the problem solving process. Greater energy is expended resulting in less achievement.

5.    Stay on Task - Flexibility and adaptability are important as events may occur to shift priorities. To the extent possible however, avoid distraction. Attend to the task at hand. If it is a large task or project, break it down into smaller more manageable tasks or chunks. Set yourself up for success, not failure. By staying focused less energy is expended in achieving more.

6.    Rationalise your Meetings – Review the list of meetings you attend. How many are necessary, productive and actually require your presence?

7.    Take a Break – Block time out in your electronic calendar as an automatically reoccurring item; that way a meeting cannot be booked with you at that time. Leave the office - even if it is only to walk around the block. Do not eat lunch at your desk in the misguided belief that you will accomplish more by doing so. More often than not it will be an invitation to colleagues, with their own workload issues, to interrupt you. Leaving the office allows your brain to recharge and be exposed to different sights and sounds. It is also an ideal opportunity to daydream which allows the brain to restore and recalibrate itself thereby allowing you to be more innovative and productive at work.

8.    Schedule Time for Exercise – The benefits of regular exercise are numerous and well documented e.g., it helps to prevent or manage a wide range of health problems, reduce stress, stabilise mood, improve sleep, and boost energy, self-confidence and self-esteem. Book regular exercise into your schedule. If you treat it as a business meeting, albeit with yourself, you may be more likely to show up for it.  If that still seems impossible buy a pedometer and try walking 10 000 steps a day. It is known to markedly lower the risk of heart attack and as Martin Seligman in Flourish noted, “exercise is a functional health asset.”

9.    Create Work-Life Balance – Minimise regret. As documented by Bronnie Ware in The Top Five Regrets of the Dying, the second top regret is “I wish I hadn’t worked so hard”. The trick is balance. Sure, work hard but at the same time, make a commitment to yourself to spend meaningful time with family and friends, and engage in interests and travel.