How to Manage Organizational Workload

Whether you are a CEO of a rapidly growing company, an entrepreneur of a small business, or an employee of a company that demands a high level of productivity, you are going to be faced with too much work and not enough time to get it all done.

Working efficiently is important for any business, but getting snowed under is a too-familiar situation. A well-structured workload is key to good time management and will increase your productivity. Read the tips below:

Prioritise your projects

Just simply get your priorities straight. You will always have more work on than you have time to complete, right? Not if you prioritise. Work out project deadlines and prioritise tasks accordingly. Pressing work can sometimes take priority over important long-term projects. Don’t let this happen! Utilise your time wisely by prioritising that workload.

Prepare for challenges in advance

Reports with historical data are handy for predicting future workload challenges. See, many companies observe seasonal patterns in workload spikes.

For e-commerces it’s the holiday shopping period. Creative agencies are also rushing to prepare holiday campaigns on time. Other businesses may be more busy during the vacation planning season etc.

Protecting Top Workers From Burnout

Managers want the best performers on top projects. This is completely fine, however, other aspects of an all-star’s workload  must change to make room for new assignments.

Quadrant four, in Priority Matrix, can hold postponed tasks. In addition, it is easy to change the ownership and due dates if needed.

Take Time Out

To stay on top of a heavy workload, it’s important to take time out to rest and recuperate. If your energy levels are high and your mind and body is refreshed and alert, you are in more of a peak state to handle a heavy workload.

Take time out of your day to go for a walk or get some exercise in. Leave early when possible and spend time with people who give you a lot of energy.

Figure out your team’s workload and capacity

With your team’s work scattered among multiple different project briefs, plans, and tools, it’s hard to understand just how much total work you all need to tackle.

Having that knowledge is key to figuring out how much each team member is doing or what they can take on.

Outsource, outsource, outsource.

Depending on your skill set, many tasks should be outsourced. For example, we find that if our computer network is on the fritz, it’s much more cost effective to call a technician than to attempt the fix ourselves. He does in 30 minutes what would take us three days (optimistically), time we could be spent generating revenue.

Control interruptions

Phone calls, drop-in visitors, unscheduled meetings, crises, mail, emails and self-imposed interruptions can eat up hours every day. Interruptions can’t be totally eliminated but they can be better controlled.

Defend your calendar and be firm (but polite) with coworkers who repeatedly interrupt with non-urgent discussions. Ask them to make a list and schedule a one-on-one once they have several things to discuss or to approach you when they have something time-sensitive.

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