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Last updated on 2024年8月7日

Your team is overwhelmed with tasks. How can you provide support without hovering over them?

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When your team is swamped with tasks, the pressure to deliver can be immense. As a supervisor, it's your role to provide support and ensure productivity without micromanaging. This delicate balance requires a set of supervisory skills that foster a supportive environment while empowering your team to manage their workload effectively. It's about striking the right chord between guidance and autonomy, ensuring that your team feels trusted to complete tasks without constant oversight.

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1 Prioritize Tasks

When facing a mountain of work, prioritizing tasks is crucial. You should guide your team in identifying which tasks are urgent and important, and which can be deferred. This process not only helps manage the workload but also provides a clear direction for your team to follow. Encourage them to focus on high-impact activities first and remind them that not everything can be a top priority. By establishing a hierarchy of tasks, you alleviate the stress of where to start and what to tackle next.

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Glen Giddens

Retired Facility Engineering Maintenance Supervisor
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When prioritizing tasks from different locations that are part of a technicians territory, working all the locations in an area, will help to reduce travel time between locations, which will lead to higher productivity, and lessen the workload faster. And this will lessen the stress the individual technicians feel.

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2 Delegate Effectively

Delegation is a key supervisory skill that can help reduce overwhelm. Assess the strengths and workload of each team member and assign tasks accordingly. Make sure that the distribution is fair and that no one is overloaded. This not only ensures that tasks are handled by those best equipped to do them but also helps team members develop new skills. Trust in their ability to handle responsibilities, but be available for guidance if they need it.

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Glen Giddens

Retired Facility Engineering Maintenance Supervisor
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When having your team work in groups, rotating the lead position of different projects is how their leadership skills are built. You as the manager should always reward all the best wins for that project. The leader you choose should be tasked with formulating all that is needed to complete his project, the coworkers he will need, how long the project will need to be completed, and make his materials list for everything that will be needed. And as the manager over this project leader, holding the leader accountable for meeting his budget, and completing his project timely are how that leader learns to be more successful.

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3 Open Communication

Maintain open lines of communication with your team. Encourage them to share their concerns and challenges without fear of retribution. By fostering an environment where team members feel comfortable expressing their struggles, you can address issues before they escalate. Offer support and solutions, such as adjusting deadlines or reallocating resources , to help them manage their workload more effectively.

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Glen Giddens

Retired Facility Engineering Maintenance Supervisor
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As a manager, open communication with your team is what is needed to keep the manager informed on new processes, are new opportunities in the competition of all projects are work assignments. As a manager you should work to lessen for your team, the obstacles that reduce their individual productivity.

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4 Streamline Processes

Sometimes the issue isn't the workload itself but the processes that govern it. Take a critical look at how work is done and identify any inefficiencies or bottlenecks. Streamlining these processes can significantly reduce the time and effort required to complete tasks. By simplifying procedures or eliminating unnecessary steps, you help your team work smarter, not harder, and free up their time to focus on what's important.

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Glen Giddens

Retired Facility Engineering Maintenance Supervisor
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To streamline your team’s processes, a manager has to spend time working with each person on their team, to learn how each person on your team work the issues they are assigned to. Each person will work differently to complete the same type of projects. By knowing the differences in how each person on your team completes the same project, a manager can see what’s needed to streamline those processes by using the best from each, and making them the new process for working that type of project.

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5 Encourage Breaks

Ironically, one of the best ways to combat task overload is to encourage your team to take breaks . Continuous work without rest leads to burnout and decreased productivity. Promote a culture where taking short, regular breaks is the norm. These pauses can help clear the mind, reduce stress, and ultimately lead to more sustained productivity. Remember, a well-rested team is a more effective one.

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6 Offer Support

Lastly, be a pillar of support for your team . Rather than hovering, make it known that you're there to assist when needed. Whether it's through mentoring, problem-solving, or just lending an ear , your support can make a significant difference in how your team copes with stress. Your role is not just to oversee their work but to uplift them during challenging times .

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Michael (Mike) Milne, DSL

Communication Subject Matter Expert | TS-SCI | BS in Criminal Justice (HONs)| Army Veteran | Certified Scrum Master | CompTIA SEC+
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Task saturation can manifest in different ways and for various reasons. A crucial aspect of effective management is building trust by empowering your team to ask for help when they’re overwhelmed. People may fail to complete tasks for three main reasons: they don’t know how to do it, they can’t do it, or they won’t do it. To address these issues, start by ensuring your team understands how to complete tasks and has the capability to do so. Provide support and mentoring without micromanaging. Begin with prioritizing and delegating tasks effectively. Once these steps are in place, you can address any reluctance or lack of effort from a small portion of the team in a way that aligns with your corporate culture.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Jaimie March

Assistant Dean of Student Support Services
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I’ve started encouraging my team to ensure they are adding time onto scheduled meetings so there is time to jot down notes, etc. This allows the information to be more accurate but also prevents backup, which can feel overwhelming. While this is not a novel idea, it isn’t something that has been in the culture of the department.

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Garozy Cyr Exupery Tchambila

Hvac Control Technician chez Département d'état
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Tasks Planning and task management software. - Some tasks will be located in the same zone, therefore a task management software will help reorganize the work flow. - Knowing your team's masterpiece will help assign the right person to the right task. - So the supervisor will give his support more effectively to the weakest team member

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Your team is overwhelmed with tasks. How can you provide support without hovering over them?

1

2

3

4

5

6

7

1 Prioritize Tasks

2 Delegate Effectively

3 Open Communication

4 Streamline Processes

5 Encourage Breaks

6 Offer Support

7 Here’s what else to consider

Supervisory Skills

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Your team is overwhelmed with tasks. How can you provide support without hovering over them?

1

2

3

4

5

6

7

1 Prioritize Tasks

2 Delegate Effectively

3 Open Communication

4 Streamline Processes

5 Encourage Breaks

6 Offer Support

7 Here’s what else to consider

Supervisory Skills

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感谢您的反馈

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