What do you do if you're overwhelmed by competing deadlines and priorities as a public administrator?

Self-care matters. The feeling of 'overwhelmed' is often times a psychological response, and while it may be based in 'reality' (aka: lots of things to do/complete/etc), you have control over how you personally respond to the situation. That's where your self-care matters most. You are human and can only do so much, there are finite number of hours in the day, and an exhausted, overwhelmed person has a hard time completing anything. Taking 5 minutes for yourself to breathe or stretch for example, resets your nervous system. I predict you know all the tips and tricks to prioritize your work, but if you allow yourself to get 'swept away' by the waves of work, no 'tip or trick' for yet another 'list' will help. Start with you :)

Recognise that time spent prioritising is valuable. When faced with competing deadlines, ask yourself what it is that you are trying to achieve and order your tasks accordingly. The urgent is not the same as the important and allocating time to tasks can help give you a sense of control over your work.

Te recomiendo priorizar las actividades por el tiempo toma y la facilidad con la que se podría realizar, sin dejar de lado el plazo de entrega. Esto me ha ayudado a tener mejor gestión y control.

I totally agree Dan. The brain doesn't multitask, it switches. Each switch takes six seconds, neurologically. Over the course of a day, a week, etc , that adds up! A lot of time is spent switching. That tires the brain. Choose a task. Set an amount of time to spend on it and set a timer. Focus. Work. Stop. Breathe or break. Decide what to do next. Set a timer, go...repeat. This saves time, and results in better quality of life and work. Eventually you'll build a new habit and stop switching.

In a busy workplace delegation is an essential skill to manage priorities and achieve deadlines. It should however also be seen as a professional development tool to build the skills of your team and is a useful way of acknowledging your confidence in their abilities. An engaged team that feels appreciated, is a productive team. Always match the task to the individual and ensure support is provided when needed so as not to overwhelm.

Assigning a delegating is important. But it’s best done as through discussion with the team, not simply handed down. People perform their best when they have job satisfaction, and distributing work through discussion rather than mandate can have a dramatic effect. It’s not always possible, but this should be the default.

Identify tasks that can be delegated to team members or colleagues with the appropriate skills and capacity. Delegation can help distribute the workload and provide growth opportunities for others.

Take 5 minutes and reset. Breathe, calm. Relax. Ground yourself and get energised. Now think clearly. What matters most? What needs to happen first. What are the easy low hanging tasks to cross off quick and clear space. Ask your colleague, your team - anyone else to give their thoughts on how to tackle. Listen and then make a decision on who and how to delegate and when you’ll regroup to check in. Be excited. Be calm. It will be fine.

One thing I have found useful is to frame the right questions and ask these at the right time after delegating the tasks to the team members. Delegation must be followed up with robust monitoring by asking the right questions.

Develop a realistic schedule that allocates specific time blocks for each task or project. Factor in buffer time for unexpected issues or interruptions. Stick to your schedule as much as possible.

- Set clear goals and prioritize tasks - Use tools like calendars, planners, or digital apps - Break tasks into smaller, manageable chunks - Allocate specific time slots for each task - Minimize distractions and interruptions - Practice time blocking or Pomodoro Technique - Regularly review and adjust schedules as needed - Delegate tasks when possible - Learn to say no to non-essential commitments - Prioritize self-care and breaks to maintain productivity

Effective time management has been instrumental in handling multiple priorities efficiently. By allocating specific blocks of time to tackle high-priority tasks & minimizing distractions during these periods, I've been able to maintain focus & productivity. Utilizing tools like calendars and task lists has allowed me to stay organized & track deadlines effectively. Dissecting larger projects into smaller, actionable steps has made them more manageable & helped maintain momentum. Regular reviews of progress & adjustments to my plan as needed have ensured that I stay on track and prioritize the most important tasks. Effective time management isn't just about maximizing productivity but also about working strategically to achieve results.

Communication is key. I have experienced that good leaders play on strengths and support as needed. Delegation also requires understanding skills and capabilities of team. Empower but be approachable

When communicating needs or instructions, minimize back and forth by giving options. For example," if A, then B is OK. If not, then C or D can work if necessary.

Keep your supervisors, colleagues, and stakeholders informed about your workload and any potential delays. Be transparent about your capacity and constraints. Proactively seek guidance on priority alignment if needed.

- Use concise and straightforward language - Ensure message is relevant and audience-appropriate - Listen actively to understand others' perspectives - Clarify expectations and objectives - Provide context and background information when necessary - Use visual aids or examples to enhance understanding - Encourage questions and feedback - Confirm understanding by summarizing key points - Follow up on communications to ensure clarity and completion - Adapt communication style to suit different audiences or situations

In my project management role, clear communication has proven vital in reducing overwhelm. Keeping stakeholders informed about progress, delays, and resource needs fosters transparency and collaborative problem-solving. Regular team check-ins ensure alignment and prompt issue resolution. This approach cultivates a supportive environment where challenges are addressed collectively, leading to more effective outcomes and team cohesion.

- Embrace change and adaptability - Remain open-minded to new ideas and perspectives - Be willing to adjust plans and strategies as needed - Anticipate and prepare for unexpected challenges - Maintain a positive attitude towards unforeseen circumstances - Prioritize tasks based on shifting priorities - Utilize problem-solving skills to find alternative solutions - Collaborate with others to navigate changes effectively - Continuously evaluate and reassess goals and approaches - Learn from experiences and use them to inform future decisions

Adaptability is rare but absolutely necessary while navigating public sector demands and challenges. Everyday we face competing priorities for attention, resources and solutions, hence finding the right balance between the main goals at hand and appearing priorities is critical. For that every time we face challenges we need to ask ourselves a few questions: what is most important and urgent? Is this issue a consequence of something that I am not seeing or tackling? How can I prioritize better and adapt to the new raising challenges? How can I and the team innovate to be better prefer for further disruptions and challenges? In my experience, pause for a few minutes, think and ask yourself these questions will support you along the way.

La flexibilidad en los etornos laborales es a mi entender una de las mejores herramientas con las que se puede contar al momento de estar frente a una gran cantidad de trabajo. Ello te permite redefinir objetivos, y poder priorizar los asuntos. Trabajar organizadamente en un única tarea puede resultar fácil, pero es importante mostrar anudas la flexibilidad y organización cuando el entorno laboral resulta desafiante.

In my role within public administration, I've learned the importance of remaining flexible amidst rapidly changing circumstances. As priorities shift and deadlines evolve, adaptability becomes paramount to avoid feeling overwhelmed. This often entails re-evaluating priorities and adjusting task approaches to accommodate new developments. Moreover, staying open to feedback and being willing to pivot strategies when necessary is crucial for success. Embracing a flexible mindset enables me to navigate uncertainties with agility and effectiveness, ensuring that I can address evolving challenges with confidence and resilience.

- Prioritize your physical and mental well-being - Allocate time for relaxation and leisure activities - Maintain a healthy work-life balance - Get regular exercise and sufficient sleep - Practice stress-reduction techniques like meditation or mindfulness - Set boundaries to protect personal time and space - Seek support from friends, family, or professionals when needed - Engage in hobbies or activities that bring joy and fulfillment - Monitor and manage workload to avoid burnout - Remember that taking care of yourself enables you to better serve others

Communicate Open Keep communication lines open with your team and supervisors. If deadlines are unrealistic, discuss them openly and seek adjustments or support. Transparency about workload challenges can lead to practical solutions and shared responsibilities. For each work session, set specific, achievable goals. This helps in maintaining focus and provides a sense of accomplishment as you tick off tasks from your list.

A former pastor used to always remind us in church that we should remember “to keep the main thing the main thing” when it comes to following the Lord. Love, grace, compassion, forgiveness — just as Jesus demonstrates to us. But this works in business too. We can’t let the “tyranny of the urgent” take us away from doing what is important and will help our business succeed. When competing deadlines, pressures and demands impact a team, a good leader slows everyone down to take a breath and provide focus on what is most important to accomplish, for the good of the team and for the good of the organization.

I would suggest a hybrid approach to overwhelm. Prioritizing tasks plus some thoughtful delegation will ease the logjam enough to feel some light coming in on the situation. Then focus completely on one thing at a time, in chunks, to get real momentum going. I find the momentum supports additional opportunities to delegate or prioritize - and then you can see that the light coming in towards is NOT a train but sunnier skies.

Delegating task wisely as it assist in ensuring tasks are completed on time. Individuals carry the responsibility and ensures quality output as work is specific to individuals.

- Seek feedback and constructive criticism to improve performance - Continuously develop and update your skills and knowledge - Foster positive relationships with colleagues and stakeholders - Stay informed about industry trends and best practices - Remain adaptable and open to change in your approach - Keep a growth mindset to embrace challenges as opportunities for learning - Celebrate achievements and milestones, no matter how small - Reflect on experiences to identify areas for growth and improvement - Stay organized and maintain clear documentation of tasks and projects - Take breaks and vacations to recharge and prevent burnout

También cuando hay un situación en donde hay saturación de la cantidad de trabajo; considero importante formar equipos de trabajo -por tema- de ser posible para que pueda salir automatizado en esa situación particular. Delegando en ellos el detalle de las prioridades, y realizar un relevamiento conjunto sobre todo lo que hay para resolver, estableciendo metas de trabajo diarias.