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What do you do if your innovative projects are overwhelming your IT team?

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When innovation sparks in your company, it's like a beacon of progress. But what happens when those bright ideas start to put too much strain on your IT team? You might find them swimming in a sea of tasks, struggling to keep up with the pace of development. The balance between encouraging innovation and maintaining a manageable workload is delicate, and tipping the scales could lead to burnout or subpar results. If you're noticing signs of overwhelm, such as missed deadlines or a drop in team morale, it's crucial to step back and reassess your approach.

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Alessandro Ventorin

CIO - CTO - IT Director - Head of IT | Transforma??o Digital | Inova??o | CIO do Grupo Multivix | MBA Executivo em…
Gabriel Toban

Director of Business Intelligence | AI Consulting Expert

1 Prioritize Tasks

The key to managing an overwhelmed IT team is to prioritize tasks effectively. Start by identifying which projects are critical to your business goals and which can be deferred. This may involve tough decisions, but it's essential for keeping your team focused and productive. Communicate openly with your team about these priorities and ensure they have the resources they need to succeed. Sometimes, less urgent projects can be put on a slow track or even paused to allow your team to concentrate on the most impactful tasks.

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Alessandro Ventorin

CIO - CTO - IT Director - Head of IT | Transforma??o Digital | Inova??o | CIO do Grupo Multivix | MBA Executivo em Gest?o e Governan?a de TI
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Sem dúvidas nenhuma priorizar projetos mais relevantes e que trazem mais resultados para o negócio é fundamental. Os que trazem maior retorno e resultados mais tempestivos também devem ser considerados.

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Mayank Darji

Director of Product Management | Xperience-tech, Building B2B2C SaaS platforms
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In my opinion, and it is proven in the past, is to use frameworks based on the stage at which the project is. Here are some of the commonly used ones: 1. RICE 2. MoSCoW 3. MVP 4. Kanban 5. CPM Post selecting the framework, one can go with TShirt sizing the tasks based on the complexity. This way it can help the teams to focus on the tasks that can be aligned with Organisation’s goals and objectives

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2 Delegate Duties

Delegation is a powerful tool in alleviating the pressure on your IT team. Look within your organization for talent that can take on some of the workload. This might mean training employees from other departments to handle certain IT tasks or hiring temporary staff to assist with the overflow. Delegating not only helps distribute the workload more evenly but also encourages a collaborative culture where everyone contributes to the company's innovative efforts.

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Mayank Darji

Director of Product Management | Xperience-tech, Building B2B2C SaaS platforms
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Doubling down on one’s roles and responsibilities can be one of the ways to delegate duties. It also speeds up the process and helps in knowledge management within the team. Team members get the opportunity to learn something beyond their R&R and improves team bonding and collaboration

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Alessandro Ventorin

CIO - CTO - IT Director - Head of IT | Transforma??o Digital | Inova??o | CIO do Grupo Multivix | MBA Executivo em Gest?o e Governan?a de TI
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Além de delegar fun??es e descobrir talentos internos, a terceiriza??o de m?o-de-obra através de parceiros estratégicos pode ser uma boa solu??o para esse tipo de problema. Isso pode trazer uma melhoria da satisfa??o do time interno e também acelerar o desenvolvimento dos projetos, aliviando a fila do backlog.

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Jean-Luc OURMET

D.S.I.
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Adding ressource IS sometime the way to go. Beware of not adding complexity. If you add ressources but the information exchange and the training of the new ressource eat up all the extra Time, you'll end up with a frustated team.

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3 Streamline Processes

Efficiency is crucial when dealing with overwhelming workloads. Examine your current processes and identify any bottlenecks or redundancies that can be eliminated. Implementing agile methodologies or automating repetitive tasks can significantly reduce the time and effort required to complete projects. Encourage your IT team to provide feedback on these processes, as they are the ones who know best where improvements can be made.

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Alessandro Ventorin

CIO - CTO - IT Director - Head of IT | Transforma??o Digital | Inova??o | CIO do Grupo Multivix | MBA Executivo em Gest?o e Governan?a de TI
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Comece mapeando processos atuais para identificar gargalos e redundancias, priorizando a elimina??o de atividades sem valor. Implemente metodologias ágeis, como Scrum ou Kanban, para ciclos curtos de desenvolvimento e feedback contínuo. Automatize tarefas repetitivas, reduzindo significativamente o tempo necessário para concluir projetos. Envolver a equipe é essencial, incentivando feedback e ideias para melhorias, enquanto o monitoramento constante garante eficiência contínua e adapta??o às mudan?as.

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4 Invest in Training

Investing in ongoing training and development for your IT team is essential. As technology evolves, so should their skills. This not only helps in tackling current projects more effectively but also prepares them for future challenges. Training can be in the form of workshops, online courses, or even peer-to-peer learning sessions. The goal is to build a team that is resilient, adaptable, and capable of handling the demands of innovative projects.

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Alessandro Ventorin

CIO - CTO - IT Director - Head of IT | Transforma??o Digital | Inova??o | CIO do Grupo Multivix | MBA Executivo em Gest?o e Governan?a de TI
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Investir em capacita??o e treinamento, além de melhorar a produtividade, melhora a capacidade de inova??o. Aumentando a produtividade do time de TI, é possível reduzir o backlog de projetos sem aumentar o headcount. Com a equipe mais madura em conhecimento, os projetos de inova??o ganham mais energia e capacidade.

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5 Manage Expectations

Managing expectations both within your team and with stakeholders is critical when projects pile up. Be realistic about timelines and deliverables, and communicate these clearly. This helps in setting achievable goals and reduces the chances of disappointment from missed objectives. It's important to understand that not everything can be done at once, and sometimes saying no or renegotiating deadlines is necessary to maintain quality and team well-being.

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6 Offer Support

Lastly, offering support to your IT team can make a significant difference in how they cope with high-pressure situations. This includes recognizing their hard work, providing opportunities for rest, and fostering a positive work environment. Encourage open communication about workload and stress levels, and be ready to step in with solutions when needed. A supported team is more likely to stay motivated and committed to bringing innovative projects to fruition.

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Gabriel Toban

Director of Business Intelligence | AI Consulting Expert
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IT is one of the top professions to cause burnout. Accepting that can help in difficult times. I ask for my team to work at 75% capacity. In times of crisis, I ask for 90% - 95% capacity. Most people do this naturally by slowing down when they get tired. But IT work can encourage working through exhaustion. In those overwhelming times, it’s ok to ask for more if you’ve encouraged to leave a healthy capacity for more. It’s a good come together moment before and after the “extra” work has gone in. People will be in shock and relieved when you ask for less than 100%, but their 75% will be better quality, healthier, and happier.

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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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What do you do if your innovative projects are overwhelming your IT team?

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3

4

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1 Prioritize Tasks

2 Delegate Duties

3 Streamline Processes

4 Invest in Training

5 Manage Expectations

6 Offer Support

7 Here’s what else to consider

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