What do you do if your workload in Facility Management (FM) is overwhelming and deadlines are approaching?

1 Prioritize your tasks

One of the first steps to manage your workload is to prioritize your tasks according to their urgency, importance, and impact. Urgent tasks are those that have a tight deadline or a high risk of negative consequences if not done on time. Important tasks are those that align with your goals, values, and vision. Impactful tasks are those that have a significant effect on your organization's performance, reputation, or customer satisfaction. You can use a matrix or a list to rank your tasks based on these criteria and focus on the ones that are urgent, important, and impactful first. This will help you avoid wasting time and energy on low-priority or trivial tasks that can be delegated, postponed, or eliminated.

2 Delegate and communicate

Another way to reduce your workload is to delegate some of your tasks to your team members, colleagues, or external partners. Delegation is not a sign of weakness or incompetence, but rather a smart and strategic way to leverage the skills, expertise, and availability of others. However, delegation requires clear and effective communication to ensure that the expectations, instructions, and feedback are well understood and followed. You should also monitor the progress and quality of the delegated tasks and provide support and recognition when needed. By delegating and communicating well, you can free up some of your time and resources for more critical or creative tasks that require your attention and input.

4 Manage your time

Time management is another key skill to cope with workload overload in FM. You should be aware of how you spend your time and identify any sources of distraction, interruption, or procrastination that may affect your productivity and efficiency. You should also set realistic and specific goals for each task and estimate how long it will take you to complete it. Moreover, you should break down large or complex tasks into smaller or simpler subtasks that are easier to handle and measure. Furthermore, you should use techniques such as batching, batching, or Pomodoro to focus on one task at a time and avoid multitasking. By managing your time, you can optimize your performance, quality, and output.

5 Balance your work and life

Finally, you should balance your work and life to prevent burnout, stress, and fatigue. You should set boundaries and limits for your work and respect your personal time, space, and needs. You should also take regular breaks and rest periods during your workday and week to recharge your energy and mental health. Additionally, you should engage in activities that bring you joy, relaxation, and fulfillment, such as hobbies, exercise, or socializing. Moreover, you should seek support and guidance from your family, friends, mentors, or professionals if you feel overwhelmed or stressed. By balancing your work and life, you can maintain your well-being, motivation, and resilience.

6 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?