What are the most effective strategies for managing your workload during busy periods?

One thing I found helpful is first to document all the tasks that need to be done, this already reduces the stress level. Then, I highlight the urgent & important and start with those, the urgent and not important, I normally find someone else to delegate it to if I am busy with something else. The important and not urgent I keep it on my list for another day.

In my experience, doing the things you don't want to do first helps. Get them out of the way, and free up your time to focus on what matters. That, and don't check e-mails too often throughout the day. If something is really urgent, you'll know about it via an IM or call.

Appreciating the impact of assigning importance and urgency of the tasks, it is also equally important to assess or measure the complexity and dependencies (cross functional teams) involved in the tasks. Both of these put together will help the planning for ETA of the tasks. Communicating the ETA to the relevant stakeholders will help at better handling of the situation

And once you have prioritised your tasks, prioritise your priorities! It is tempting to put everything in "urgent" and "important", or even just in "important". Nevertheless, and especially, in periods when there is already too much of things going on, focus on three priorities maximum.

I use the Eisenhower Matrix, a very simple but effective tool to prioritise the tasks and take the relevant action. I have a copy of the matrix on my desk / white board ready to use.

I find that a quick call with your customer/stakeholder to manage their expectations is the best policy to avoid frustration/disagreements. If a call is not possible, a short and clear message will do.

It is amazing how those little breaks (5-10 min) spent meditating or stretching can make you feel better and clear out your head! 10 minutes scrolling social media or news won't do that. So pick the content of your breaks wisely.

There are several apps that can guide you for breathing exercises (3’-5’) that are a great quick fix. My favorite is “Breathing” but there are others like “UCLA Mindful” or even Fitbit that also have short exercises.

You can manage what you can measure. So do think "on paper" and set your priorities in writing. Plus define and adopt a set of productive habits (like already mentioned meditation breaks during the day), that you would also track. That will allow you to have a better idea of your progress and the areas for improvement.

I’ve learnt to use a simple Urgency / Importance matrix to plan my activity. The ideal world is a world where I’d work only on Important and not urgent tasks. If it does not happen it’s because my days are full of urgent and important tasks that I have not been able to anticipate or solve efficiently in the past. It also means that I accept to let go the non-important tasks. It requests regularity, that include wrap ups at the end of each day and week planning at the closing of each Friday.