Strategies for Helping Employees Manage Their Workload (2023)


Whether you are running a small, medium-sized, or multinational conglomerate, there is a time when your employees will be faced with the extra workload. Therefore, you will be required to help them navigate through this intense work by initiating a workload management protocol. But why is it important as an employer to help your employees manage their workload? Research has shown that workload management enhances employee performance, reduces their stress levels, and most importantly it enhances employee satisfaction.

You should know that there are negative consequences when employees fail to manage their time properly which include:

• Increased missed deadlines and appointments
• Financial implications leading to possible loss of revenue
• Leads to the delivery of low quality work
• Causes conflicts with the management and other colleagues
• Puts a strain on the work and life balance

Therefore, to ensure that your organization runs smoothly, you are obligated to take the lead in helping your employees manage their workload. Here are some of the essential tips that you could adopt to help your employees manage their workload:

Discourage Distractions

Life is marked by numerous distractions that cost people numerous valuable hours. In the office, the source of distractions includes social media, “chit chats” among workers, and the use of mobile phones during office hours. While you may want your staff to build a rapport, spending hours talking to each other causes work to file up. These distractions can cause you a loss of time of up to three hours a day. As a manager, you should discourage such distractions during office hours so that employees can finish the tasks at hand. Additionally, you could also have them identify other things that are lowering their productivity and encourage them to refrain from such practices.

(Video) How to manage an overwhelming workload | Life skills

Cluster Related Work

Strategies for Helping Employees Manage Their Workload (1)Grouping related work in the same group helps manage workload efficiently because you can tackle one group at a time without having to go back on forth.

This process involves using tools like mind-maps to match activities that look the same. As a leader, you can take up the responsibility of grouping work then share it with your teams based on their strengths.

In the process of sending tasks to your employees, you should consider converting documents to RAR files when sharing them with your teams. You can then encourage your workers to use aRAR opener, such as WinZip'sto access these documents. Working with RAR files is easy and efficient. Opening the files is also straightforward and involves right-clicking the RAR file then selecting “7-Zip Extract” files. The next step involves selecting a place to save the compressed files. Suppose you do not wish to save it else, you should click on the “Extract Here” option. This process will help employees manage tasks efficiently.

Introduce a Time Tracking Software

Since we happen to be living in an era where technology is so advanced, it is imperative to make use of it to get work done. Time management in the workplace is critical because it affects the productivity of your organization. If you are a project manager, time flies a lot when you do nothave a proper time tracking plan. Some applications can aid your staff in managing their work. Therefore, you could introduce your employees to time tracking software such as ProofHub to help them manage and track the activities that they have to undertake. The utilization of such technology will ensure that no task is missed while working.

Teach Employees to Identify Their Most Productive Hours

Strategies for Helping Employees Manage Their Workload (2)People tend to achieve a lot in their most productive hours. As a manager, you should encourage your team to identify hours of the day where they are the most productive so that they perform some of the tasks that are demanding and difficult. By so doing, employees can then tackle the less demanding work in hours where they cannot do much.

(Video) A Better Way To Manage Your Workload

Working in these ‘golden hours’ will ensure that your project targets are met and that your staff is not overwhelmed.

Have Employees Priorities Work

Prioritizing work helps reduce stress, enhances focus, and productivity. It also helps one focus and to find a balance between work and life. However, prioritizing is not simple. Getting your employees to prioritize takes skills to do it. The way to get your staff to prioritize is by getting them to distinguish important tasks from urgent ones. Having a clear, open and frequent communication strategy isone of the simple employee managements tips you need to followto help your employees prioritize work. They can do this by drawing a “to-do list.” An effective list has the large tasks broken down into minor activities which are then given a timeline to be done.

The advantage of a “to-do list” is that:

• It will serve as a constant reminder to complete a task
• Helps you work on the important tasks first
• Makes you focus and helps one find a sense of purpose
• Ensures that you take control of the work
• It gives you a feeling of accomplishment once you tick activities off the list

Stress Management

Strategies for Helping Employees Manage Their Workload (3)A heavy workload can be a source of mental distress among your employees. Stressed employees tend to take a lot of sick days which lowers their productivity.

Stress results in absenteeism in the workplace results in an unmanageable workload. As a leader, you need to ensure that yourstaff can manage their stress levels to tackle work effectively.

(Video) How to MOTIVATE the UNMOTIVATED | Simon Sinek

Stress can be from other underlying issues other than the work allocated to them. Therefore, you should set up stress management workshops for them to raise awareness about mental health and help them cope with stressors that they may have. Healthier workers are happier and can enhance their creativity as well as their productivity significantly.

A huge workload can also be a source of stressbecause it brings about burnout, anxiety, and boredom. You should encourage your team to take frequent breaks for a walk, a long lunch, or for coffee to enhance creative thought. By so doing, they will come up with innovative strategies to handle their work with ease.

Focus on Their Strengths

People are gifted differently which means that your employees are not a homogenous group. There are those people who will excel in analysis, others in planning, or marketing. Therefore, your obligation as a team leader is to delegate work according to what one is good at. This approach will reduce workload because employees will harness their best skills to complete the allocated duties. It will also minimize the frustration that comes from working being overworked.

Discourage Multitasking

Strategies for Helping Employees Manage Their Workload (4)The truth is that the brain is incapable of facilitating you to perform two tasks at the same time. To enhance performance and efficiency, you need to work on one piece of work at a time. When it comes to performing work-related duties, multitasking is counterproductive, laborious, and can be a source of undue stress.

The result is oftenpoor quality output as well as unsatisfied clients. When you are leading a group of workers, the most efficient way to help them manage their tasks is by allocating them one duty at a time. You should also encourage them to finish up fast to be eligible for another task.

Be Flexible

While you might be one leading your employees, it does not hurt to take time to actively listen to their suggestions. When you are managing people, it is imperative to listen because you both have different responsibilities about your job mandate. You have to realize that your approach to an assignment differs from there’s. Once you have heard their suggestions, you can now take the lead in helping them implement processes that work and discard ineffective approaches. At the same time,you may want to adopt a culture of giving your employees room for executing tasksaccording to how they see it fit. When you allow employees to lead, they will serve you well in the long run.

(Video) How to Help Your Team Members Manage and Prioritize Their Workload

Plan! Plan!

Strategies for Helping Employees Manage Their Workload (5)You should know that an overwhelming workload comes from a failure to plan well. Research shows thatworkload planning is the most effective wayto ensure that your employees are productive. This process involves distributing work strategically among your teams to boost performance, reduce burn-out, and stress.

Workload planning offers several benefits to your employees such as:

• Helps them because there is a streamlined way of doing things
• You get to relax because the project’s goals are going to be met by your team
• It gives your employees clarity on how to handle the tasks at hand

Help Your Employees Manage Their Workload And See The Results

When you are a leader, your sole responsibility should be helping your teams work efficiently to manage their heavy workload. Making these small changes to habits will drastically improve the levels of productivity and office efficiency in your business. This will allow you to get more quality work done in a shorter period of time as well as reduce the amount of time spent on unnecessary tasks. In the process, you have to be flexible, adaptable, reasonable, and an excellent communicator. You ought to delegate duties and develop a tracking system to evaluate how well the work is being conducted.

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Strategies for Helping Employees Manage Their Workload? ›

There are three concepts that frequently come into play when I think about managing my workload: time management, prioritisation and productivity. Time management refers to how you plan and organise your activities around a certain timeframe.

What are three techniques for managing your workload? ›

There are three concepts that frequently come into play when I think about managing my workload: time management, prioritisation and productivity. Time management refers to how you plan and organise your activities around a certain timeframe.

What are the 5 steps of proper workload management? ›

The Five-Step Guide to Better Workload Management
  1. Find out your team's workload and capacity. ...
  2. Allocate tasks to your team. ...
  3. Prioritize and Plan. ...
  4. Enhance team efficiency in times of heavy workload. ...
  5. Monitor schedules and projects regularly.

What are the 4 D's of workload management? ›

The 4 Ds are: Do, Defer (Delay), Delegate, and Delete (Drop). Placing a task or project into one of these categories helps you manage your limited time more effectively and stay focused on what matters most to you.

How do you manage heavy workload effectively? ›

10 Top Tips to Manage a Heavy Workload
  1. Review your Routine and Habits: ...
  2. Don't read Emails on Demand: ...
  3. Turn your Phone off: ...
  4. Work from Home: ...
  5. Limit Your Time on Social Media: ...
  6. Manage Meetings: ...
  7. Block off time to Plan and Prepare: ...
  8. Work from a Prioritized 'To Do' List:

How do you manage employee workload stress? ›

Taking steps to manage stress
  1. Track your stressors. Keep a journal for a week or two to identify which situations create the most stress and how you respond to them. ...
  2. Develop healthy responses. ...
  3. Establish boundaries. ...
  4. Take time to recharge. ...
  5. Learn how to relax. ...
  6. Talk to your supervisor. ...
  7. Get some support.
Jul 1, 2014

What are the five 5 types of managing tasks? ›

Tip. The five key functions of managing are strategic planning, organizing resources, staffing, directing activities and controlling the company's success.

What are the 4 W's of time management? ›

They are Who, Why, What, Where and When.

How do you motivate your staff to keep up with the heavy workload? ›

Recognition, appreciation, and reward are undoubtedly some of the best ways to motivate your overwhelmed employee. You can also provide them with work flexibility and some time off if needed. Talk with them one-on-one to guide them. Ensure colleagues and peers are also keeping a helpful environment.

How do you organize a busy workload? ›

Rank tasks according to their importance or urgency to help focus your mind.
  1. Use free online to-do tools. ...
  2. Focus on key tasks for workload management. ...
  3. Break big tasks into sub tasks. ...
  4. Be realistic with your time. ...
  5. Avoid multitasking. ...
  6. Learn to delegate. ...
  7. Avoid distractions. ...
  8. Save time with repetitive tasks.

How do you keep employees motivated during stressful times? ›

Motivating Employees In Difficult Times
  1. Give Them Vision. ...
  2. Don't Hide The Target. ...
  3. Provide Regular Feedback. ...
  4. Make Employees Part Of The Solution. ...
  5. Focus On People Development. ...
  6. Communicate! ...
  7. Don't Overlook The Power Of Praise. ...
  8. Build Fun.

How do you deal with employees who complain about workload? ›

How to deal with employees who complain about the workload
  1. Listen to the unhappy employees and register the complaints. ...
  2. Be approachable and welcome input from the employee(s) ...
  3. Keep an open line of communication with the complaining employee. ...
  4. Attempt to find a solution.
Aug 31, 2022

What are the three main skills managers need? ›

Robert Katz identifies three types of skills that are essential for a successful management process:
  • Technical skills.
  • Conceptual skills.
  • Human or interpersonal management skills.

What are the 3 most important roles of a manager? ›

All managers must be comfortable with three main types of activities or roles. To do their jobs, managers assume these different roles. No manager stays in any one role all of the time, but shifts back and forth. These roles are leadership (or interpersonal), informational, and decision making.

What are the 8 popular function of management? ›

functions into decision-making, organizing, staffing, planning, controlling, communicating and directing. Koontz and O'Donnell divide these functions into planning organizing, staffing, directing and controlling. Davis includes planning, organizing and controlling.

What is the 3 3 3 rule for time management? ›

The 3/3/3 method

Three hours per day to work on an important current project; three urgent but less time-consuming things (including meetings); and. three “maintenance” tasks” (for example e-mails, but also micro-learning, etc.).

What are 3 time management tool you can use to make sure you are in control of your time? ›

Examples of time management skills are boundary setting, planning, delegating, prioritizing and so on. Time management techniques and frameworks are different ways to manage your time. Examples of time management techniques are Getting things done (GTD), Pomodoro timer, Eisenhower matrix and many others.

What is the 50 40 30 20 10 technique? ›

A50-40-30-20-10 workout is almost self-explanatory: those are the number of reps you should perform for each exercise every round. You'll have only 3 bodyweight exercises to do, which turns the next 15 minutes into a great conditioning session.

What is the 40 20 10 rule? ›

40% of your income goes towards your savings. 30% of your income goes towards necessary expenses (food, rent, bills, etc.). 20% of your income goes towards discretionary spending (entertainment, travel, etc.). 10% of your income goes towards contributory activities (donations, charity, tithe, etc.).

What is the 40 20 rule of work? ›

The dictum is that 40 percent of your direct marketing success is dependent on your audience, another 40 percent is dependent on your offer, and the last 20 percent is reserved for everything else, including how the material is presented.

What is the 6 12 6 rule for time management? ›

Use the 6-12-6 rule.

Block out specific time to check communications instead of doing so throughout the day. McKinnon calls this the 6-12-6 rule where check your email for 20 minutes at 6 am, 12 pm, and again at 6 pm.

What are the five major management controls? ›

At the most fundamental level, management is a discipline that consists of a set of five general functions: planning, organizing, staffing, leading and controlling. These five functions are part of a body of practices and theories on how to be a successful manager.


1. Top 7 Workload Management Tips | How to Manage Heavy Workload Effectively
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3. How to Manage Your Workload & Priorities | PM Tips for Non-PMs
4. How To Manage Difficult Employees In The Workplace Without Resentment
(Rene Godefroy)
5. The RIGHT Way to Do Work-Life Balance | Simon Sinek
(Simon Sinek)
6. Why Middle Management is the Hardest Job | Simon Sinek
(Simon Sinek)
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