10 top tips for managing a heavy workload

Work can be a drag, can’t it? A team mate calls in sick, a new project gets the go ahead, the big cheese comes to town, and all of a sudden you’re drowning in deadlines.

When your workload gets too big to handle, it could well be that what you have on your plate is downright unrealistic, but it’s also worth being honest with yourself and asking whether you could be doing more to help yourself. If you’re struggling to manage a mammoth workload, try following our tips (all tried and tested ― we’ve been there too) for pulling yourself out of that professional rut: 1. Make a detailed to-do list Lists make the world go round. Honestly, where would we be without them? At the start of each week, write a list of everything you need to achieve that day, and for the rest of the week. Jotting tasks down on post-it notes is all well and good but they can easily get lost ― and this situation calls for order. 2. Be realistic with your deadlinesIt can be easy to underestimate how long a task will take you, so try to be realistic about what you can achieve in a working day; otherwise, you’ll end up with more work than you can handle, and people chasing you for delivery left right and centre. 3. Expect interruptionsYou know what they say about the best laid plans, and it’s no different when you’re dealing with your workload. You’re bound to have phone calls and emails to deal with throughout the week, so factor in a little response time, but be firm with your priorities. 4. Seek help if you can get itIt’s always worth reviewing your list of priorities to see if there are any tasks or projects you can delegate; even if you’re not a manager with a dedicated team working for you, you may have a colleague with a lighter workload ― or a specific skill in a particular area ― who could take the work on and free you up for other tasks. Speak to your line manager about sharing the burden. 5. Avoid the dip approachDipping in and out of particularly laborious jobs can feel like the best way to balance the work that you enjoy with the tasks that you dread, but you’re only prolonging the agony. When you start a job, get it finished and out of the way; it’ll be a huge weight off your mind.  6. Limit distractionsWhilst you need to allow time to respond to emails, don’t get distracted by every last one that hits your inbox. Allocate five minutes at the end of every hour to check whether there’s anything important that needs your attention, and turn off notifications so you don’t see mail after mail popping up to tempt you. 7. Capture your working weekIf you’ve never really thought about how long something takes you, or what your most common interruptions are, try keeping a written record of your working week. We’re not suggesting you do this every week, but as a one off it can give you ― and your manager ― a real insight into how your week is structured, and if anything needs to change. 8. Don’t neglect yourselfYou’re rushed off your feet, you’ve got a mountain of work, and you’re focused on the task in hand; it’d be unthinkable to take a lunch break now, right? Wrong. While taking time out of your day can feel like a huge set back, having 20 minutes away from your desk to eat a decent lunch can help you to refocus, ready for a more productive afternoon. 9. Call a meetingIf you have a number of conflicting deadlines, arrange a quick meeting with the people involved, explaining that some tasks will need to be prioritised ahead of others; that way, you get to share the responsibility for deciding what gets finished and when. 10. Hold your hands upIf you find that you’ve followed our suggestions to the letter and you’re still up to your ears in unmanageable deadlines, it might be worth sending a few distress flares in the direction of your manager. They might not even realise how busy you are, and may be able to help you prioritise, delegate, or offload some of your work.