What do you do if you're overwhelmed with multiple projects and responsibilities as a facilitator?

I will always consider the Pareto Principle to help me prioritise. Communicate my priorities to key stakeholders, bring in help to support in advance, if stretched too thin, it can affect the quality of our facilitation work. I am always prepared to win some and lose some in the worst scenario. This is not a perfect world but I will definitely reflect to see how I could handle the situation differently to minimise being caught in such a situation too often.

What I think helps with it is starting by prioritizing tasks—figuring out what needs immediate attention and what can wait, Urgent vs Important. Breaking down big projects into smaller, manageable chunks really makes them less daunting. I also find that delegating where possible is a game-changer; it not only lightens my load but also empowers the team. Setting clear boundaries and using project management tools to keep track of everything helps me stay on top of deadlines without dropping the ball. Regular check-ins keep everyone aligned, and taking time for stress management, like a quick walk or meditation, helps keep my mind clear. Always try to squeeze in time for feedback and reflection, which sharpens approach for the next time.

First, and foremost, resist the temptation to just try to run faster, stay up later, etc. and while prioritization is important, depending on the level of feeling of overwhelmed, it is important to pause, and get centered on the here and now before you begin to examine things you can control and things you can’t. Looking at the things you can control, you can then prioritize. Frozen through anxiety, try an incremental approach for starters. Secondly, reach out to stakeholders and share the situation and see if there is a divide and conquer strategy, you can all agree on. Very important under the circumstances to not isolate oneself and allow self criticism/blame, make your productivity suffer further – – treat yourself with grace!??

Delegating is key! ?? No one can cover all the bases alone, which is why collaboration and relying on others is crucial, especially when leading or facilitating. Surrounding yourself with talented individuals who can share tasks and contribute is essential for building a cohesive team. In my opinion, delegating fosters support, caring, ownership, and camaraderie, leading to a more effective and harmonious team environment.

It can be really easy, especially if you work by yourself, to think you have to have all the solutions yourself. Often when you're feeling blocked or overwhelmed a conversation with a colleague will help you work through the issue - just speaking it out loud can be enough. However, a colleague who is less invested in the work will see things that perhaps you don't.

As a facilitator, I thrive in managing multiple projects and responsibilities by prioritizing tasks, setting clear goals and deadlines, and leveraging effective communication and organization tools. I break down complex tasks into manageable chunks, delegate efficiently, and remain adaptable to shifting priorities. By embracing flexibility, practicing self-care, and continuously refining my processes, I deliver successful outcomes and maintain a sense of control and accomplishment. My approach ensures seamless project management, fosters collaborative relationships, and drives results-driven excellence in all my facilitation endeavors. Hope this helps!