Why we are always overwhelmed at work and what to do about it

What is the reason

It's just that we are bad at determining how long it will take us for some business. We usually greatly overestimate our abilities Exploring the "Planning Fallacy". Also, we like to say yes. By agreeing to follow someone's plan, we create or strengthen a bond with that person.

To rewind time and say “no” instead of “yes” will not work. How to deal with the accumulated cases?

What to do

1. Separate the wheat from the chaff

Highlight the most urgent tasks. Think about what on your list really needs to be done today and what can be postponed?

Our brains tend to confuse real important work and minor administrative tasks like parsing mail. By eliminating less urgent matters, you can devote all your attention and energy to the main things.

2. Delegate some tasks

Perhaps you have a direct report to do one of your tasks? Or try asking a colleague for help, promising that you will help him out in a similar situation in the future. Most importantly, do not forget to convey all the information you need to get the job done.

If you are working alone, consider if you can somehow automate your work. Automation is usually best suited for repetitive tasks that take a lot of time. For example, you can automatically save files and attachments from emails to Google Drive or schedule posts on social networks.

3. Reschedule the deadline

Of course, this is exactly what you wanted to avoid. But, when you have reduced your list as much as possible and have exhausted all your possibilities, it's time to admit that some deadlines will have to be moved and someone will have to be let down. The main thing is to do it as early as possible.

It is much more professional to ask to postpone the deadline before he came, and not after.

When you write a letter to a colleague with this news, remember two things. First, don't apologize too many times. Of course, you are uncomfortable with admitting defeat, but apologizing over and over again will make you feel even more guilty. There is no benefit to this. So be straightforward and concise.

Secondly, be sure to name a new deadline by which you will definitely complete the work. You can ask for a postponement once. But repeated requests signal that you are not doing your job.

How not to be in this situation again

First, try tracking how much time you spend on each task. This will break the habit of evaluating your abilities too optimistically and will be able to soberly calculate the time.

If you are used to jamming your calendar with all sorts of activities like training seminars and networking, create a new calendar for yourself "Optional" and add everything that you do not need to attend. On the days when you are torn apart, sort the cases by eliminating the unnecessary ones.