We love it when life has great timing and hate it when too many deadlines occur on the same day. “When it rains, it pours,” is the saying. I recently found myself with two major projects due on the same day and only two days to get the job done. How would you have handled this situation?
I asked ChatGPT what it recommended because my client always asks me if ChatGPT can help lighten my work. It came up with ten tips to handle an overwhelming schedule, and because I found a list of ten tips overwhelming, I reduced those tips to a more manageable five. Here are my tips for getting an overwhelming work schedule under control and my insights on how well these tips work.
Tip 1: Prioritize Tasks
Start by organizing all your tasks in a list and deciding which ones must be done and which are less urgent. If the tasks are major tasks, break those down into subtasks and prioritize those as well.
Pros: This tip helps to make the job less overwhelming when you focus on finishing just one item at a time. It’s also satisfying to see each item checked off your list as you complete them. Your progress is tangible.
Cons: Life isn’t ideal. I finish a task, give it to the supervisor for review, and see a pile of edits on it, not a stamp of approval. So I pop the task back in the to do list so I can work on it again later.
Tip 2: Create a Schedule
Establish a schedule for getting the work done. Working in 15 or 30-minute blocks for example allows you to focus your attention in short spurts. Set a goal to accomplish within that block of time. When the block is finished, take a quick break to rest your eyes or stretch. If you’ve been working for a few short blocks, take a longer break to go for a walk or have a snack.
Pros: Working in short spurts keeps you focused and working to short-term goals. It’s easier to work for a short block of time, instead of working for several hours until the task gets done, or thinking you’ll be free from work in eight hours.
Cons: The perfect schedule doesn’t exist. You might be interrupted by a coworker with an urgent question that you must deal with immediately.
Tip 3: Set Boundaries
Even if you plan out your schedule and set goals to manage an overwhelming schedule, you can’t anticipate everything that could go wrong. Your boss might ask you to change what you’ve done. After several fixes with no end in sight, it’s time to protect your mental well-being. Let your boss or team know what you’re facing. Tell them you need support, and what that support may be, such as taking a break until the next day, or asking if someone else can help with the task.
Pros: Your mental health will improve when you set boundaries and let your boss or coworkers know that you’ve hit your limit and need a break. Without that break, you’ll become less productive.
Cons: You may feel guilty over delegating your work to a coworker because it was your task to complete.
Tip 4 Take Regular Breaks
Taking scheduled breaks is essential if you want to stay productive. Even if you think you can stay focused for three hours straight to get a time-sensitive project out the door as soon as possible, it’s not the best idea. Your eyes need a break from staring at the screen. Your body needs rest – sitting or standing at a computer desk is unnatural. Remember to take mental break to take your thoughts off work and give your body a rest.
Pros: Better for your health. Better for your eyeballs and good for the brain and other body parts. The mind needs a chance to clear your thoughts.
Cons: You may feel you’re losing time by resting, but the breaks are worth it.
Tip 5 Utilize Technology
Technology is a great tool to help you get the job done. Always look for new developments that will help enhance your productivity. For example, grammar and spell-checking apps keep an extra pair of eyes (so to speak) on the quality of your work. Spreadsheets and various apps keep your tasks organized.
Pros: Helps you to do your work more efficiently and accurately.
Cons: Technology isn’t perfect, so you can’t rely on them completely. For example, grammar-checking apps sometimes suggest corrections that aren’t always the best choice.
Key Takeaways
An overwhelming work schedule is manageable if you find a system for dealing with what you need to complete. By prioritizing tasks, creating a schedule, setting boundaries, taking breaks, and using technology, you can chip away at those tasks and get the job done.
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