5 Mistakes to Avoid In Managing Workload and Solutions
When asked what their biggest
challenge is, many managers say that getting everything done is what they
struggle with most. One of the major differences of being a manager is
that you are no longer just responsible for one or two things. You need
to manage a varied workload as well as people and resources. So what are
the 5 top mistakes managers make when it comes to managing workload and what
should they do instead?
Mistake 1: Failing to focus
The first mistake managers often make
when it comes to managing workload is failing to focus on managing. This
is often more of a challenge for those that have been promoted within the same
organisation to a management role. If you are a manager you are no longer
measured just on what you do but on the results you deliver through others.
Solution: Make a point of allocating a proportion of your time
specifically for managing and get crystal clear on how your performance is
measured.
Mistake 2: Not delegating
Delegating tasks and responsibility
is often something managers find tough to do. It might be that they were
let down in the past and are reluctant to try again. It is important to
remember that if you avoid delegating you give a message to your staff that you
don’t trust them. How would you feel if your boss gave you a message that
he or she did not trust you?
Solution: Identify tasks that can only be done by you and those that can
be delegated. Once you have identified those tasks that can be delegated,
find the best person in your team to do the task and delegate it to them.
Mistake 3: Not being willing to
say no
You want to be seen as someone who is
helpful – don’t you? The real question to ask yourself is whether you
want to be regarded as the person who always offers to help but rarely
delivers. As a manager you need to know when you can commit and when you
cannot commit to something. It is better to say and explain your reasons
than to say yes and not deliver.
Solution: Always be clear on what you have to deliver in the weeks ahead
and how long it will take so that you can clearly identify what capacity you
have to take on additional work or projects.
Mistake 4: Not planning
Failing to plan is planning to
fail. You would not go travelling without a plan or try to make something
without a plan. So why would you leave your productivity and
effectiveness to chance by not planning?
Solution: Plan your workload for the month, week and day and ensure that
you focus on your priorities.
Mistake 5: Being too accessible
Many managers talk about having an
open door policy. At the same time, you need to be careful that your open
door policy does not become a constant interruption policy. When this
happens you start to lose huge chunks of your time, put the delivery of results
at risk and put yourself under real pressure.
Solution: Have designated times when you are available to deal
with problem issues and people issues and schedule this time in your
calendar. When issues arise outside of this, make sure that the issues
really do require your immediate attention.
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