What do you do if your team members are overwhelmed with tasks?

Using an effective project management tool (in my case, Jira) allows me to see all tasks delegated across our team. This visualization is essential in understanding which team members have a higher workload than others, and where some projects are over-assigned to a small number of team members. Understanding individual workload is essential in identifying how to balance tasks across our team.

Aside from reassigning tasks to another team member, I recommend having the person make a list of everything they have to do. Then have them select the 1, 2, or 3 tasks that must be completed by the end of the day. Everything else can wait until tomorrow. This strategy usually immediately helps the person focus on the priorities at hand to complete them easily and without pressure.

My focus is targeted towards creating an environment of collaboration through active listening and consistent feedback with staff. Document all processes and workflows to ensure awareness of the workloads of your staff. The ability to predict and pivot spikes in workload are critical attributes in evaluating stress points for staff. Create processes to evaluate productivity and efficiency of staff towards completing tasks in a time study format.

As a project manager, I would say that if you only start to assess the burden at that point, it is too late. You have to set up good error management right from the start and make sure that people speak up when they have problems or difficult times in the project implementation process. Only if problems are discussed openly and early can others help. If it is already a drama, then put things into a healthy relationship. Will someone die if tasks are not completed? How important is the project for the world? This will get the stress out - at least 80% of it - and then it is possible to look at the immediate problems and deal with them.

By prioritizing tasks, team members can focus on what's most important to meet the established goals. I like to use a priority matrix for this where I identify what's urgent and what's not. Also what's important and what's not. I focus first on what's urgent and important (must do), then I can schedule some time after to do what's not that urgent but important. After that I identify what's urgent but not important, that particular part I usually delegate, and lastly what's not important and not urgent, that I just reject.

It's important not to let perspective impact progress. While prioritizing, consider which inputs are needed for the various grant tasks and be sure to coordinate so that your deadlines for a smooth completion. While one task may not feel like a priority to a team member because of their ability to complete it quickly, if it will impede someone else from completing another item, that can be problematic. Use a workflow or Gantt chart to help everyone see the progress of how the final submission will be created.

A key element of prioritization is identifying tasks that are not high priority. This can help "clear the plate" and alleviate mental fatigue of carrying too many things at once. Put those low priority tasks to the side, communicating when necessary, and focus on the high priority items.

By prioritizing tasks. The staff is able to continue the work focusing on what is important and urgent. This enables the workflow to run smoothly meeting deadlines and ensuring quality work.

Often, managers don’t want to delegate because they want to control the project and avoid empowering other team members. However, delegation allows a manager to shine even more as a leader, while letting her/his team shine too. Delegating is a sign of great leadership. It brings substantial value to the team: greater productivity, reduced overwhelm and burnout of the most involved team members, which results in multiplying team’s results, boosting team members’ engagement, fostering learning and growth. Not to mention the team’s wellbeing in such a healthy working environment. In my view, delegating is a key leadership skill.

If your team members are overwhelmed with tasks, a practical approach is to help them break down larger tasks into smaller, manageable steps. This method allows them to focus on one portion at a time, making the overall task seem less daunting and more achievable. Start by identifying the key milestones or components of each large task and arrange these smaller steps in a logical sequence. Emphasising time management is also crucial. Encourage your team to prioritize their tasks based on urgency and importance. You can guide them to use the 80/20 rule, or the Pareto Principle, which suggests that 80% of results come from 20% of efforts.

One thing that I have found helpful is to engage teammates in fun. Sometimes all we need is a little stress relief and to come back with fresh minds and a more balanced state of mind. I have found team building fosters a resilient group.

We always look for ways to streamline processes and remove tasks that don't support efficiency. Using apps like Monday we help improve communication on progress within our teams to empower them to be able to work on the correct tasks in order to maximise their time. Being able to create a list and visualise the steps to completion is a massive benefit for a lot of people and as a manager it helps me understand where in the process people need support. It also allows us to quickly see which team members have capacity and which need help.

Scientific research supports that short, frequent breaks can significantly enhance both mental and physical health, leading to increased productivity and creativity. Techniques such as the Pomodoro Technique, which involves periods of deep focus (typically 25 minutes) alternated with 5-minute breaks, help in maintaining high levels of performance throughout the workday. These breaks are critical for resetting the brain’s attention capacity. Incorporating movement into breaks is especially beneficial in office-based jobs, where prolonged sitting can lead to health issues such as back pain and decreased concentration.

If a team member is overwhelmed with a task, I'd first offer support and see how I can help. This might involve redistributing tasks, providing additional resources, or offering guidance on how to break down the task into manageable steps. Communication and collaboration are key in such situations.

One thing I always find useful is getting involved. Your involvement motivates the team and all the necessary processes needed to manage the workload go much smoother. Getting involved in the prioritization process will help identify urgent tasks and allow for a more organized approach in the organization.