How to Manage Your Workload While Overwhelmed: Essential Tips for Charity Professionals

Fundraisers, freelancers, and charity leaders often find themselves juggling multiple responsibilities and tasks. The desire to make a positive impact can sometimes lead to an overwhelming workload. However, with effective strategies and tools, it's possible to regain control and maintain productivity. Keep reading for top tips on managing your workload efficiently, ensuring you stay focused and organised, and able to maintain a healthy work-life balance.

1. Embrace Digital To-Do Lists:
One of the most effective ways to manage workload efficiently is by utilising digital to-do lists. Tools like Trello or Tasksboard on G-suite can help you stay organised, prioritise tasks, and meet deadlines. Create different boards or lists for different projects or areas of responsibility. Break down tasks into smaller, actionable steps, and assign due dates or action dates to stay on track. By centralising your to-do lists digitally, you can relax in the knowledge that nothing is going to slip through the cracks. Share your digital to-do list with your manager (or coach) for added accountability.

2. End-of-Day Wrap-Up:
Take 30 minutes at the end of each workday to tie up any pending tasks, and prepare for the following working day. This is an opportunity to reflect on what you have achieved, celebrate your accomplishments, and identify any areas for improvement. Use this time to manage your email inbox, respond to urgent messages, and prioritise your tasks for the next day. By setting aside dedicated time for this wrap-up routine, you'll start each day with a clear plan and minimise the risk of feeling overwhelmed or demotivated.

3. Prioritise Daily Tasks:
When you feel overwhelmed, it's crucial to focus on what matters most. Choose the three most important or time-sensitive tasks each day and commit to completing them. The 1-3-5 rule is a task management technique, whereby you allocate 1 large, 3 medium, and 5 small tasks to tackle within a day. Based on the idea that we tend to overestimate how much we can accomplish in a day, leading to feelings of overwhelm and stress, by limiting your daily to-do list, you reduce the chances of feeling overwhelmed or spreading yourself too thin. Only once you finish those allocated tasks can add more. This approach helps you maintain clarity, concentrate your efforts, and experience a sense of accomplishment at the end of the day.

4. Embrace Time Management Techniques:
Various time management techniques can significantly improve your productivity. For instance, the Pomodoro Technique involves working in focused bursts of 25 minutes followed by a short break. This approach can help you maintain concentration while giving yourself regular intervals for rest and rejuvenation (quick cuppa and a wee anyone?). Another useful technique is time blocking in your calendar, where you allocate specific time blocks for different tasks or projects throughout the day. Experiment with different techniques to find what works best for you and integrate them into your daily routine.

5. Reflect and Adapt:
Regularly reflecting on your time and task management strategies is essential to ensure their effectiveness. I work with clients regularly to help them consider what's working well and what needs improvement. Ask yourself: Are there specific tasks that constantly cause stress or take longer than expected? Can you delegate or outsource certain responsibilities? Regularly assessing your workflow and making necessary adjustments will help you optimise your productivity and maintain a healthy work-life balance.

Conclusion:
Managing an overwhelming workload can be a challenge. However, you can regain control and maintain productivity. Remember, it's not just about accomplishing tasks; it's about finding a balance that allows you to make a positive impact while taking care of yourself. By effectively managing your workload, you'll be better equipped to continue making a difference in the world.

If you are considering working with a coach to better manage your workload and avoid burnout, click the link below to book a 30-minute video call with me to discuss how coaching can help you.