5 Tips for Handling Hectic Times at Work

Like anything else, work has slow times and incredibly busy moments. How you handle the hectic times determines your ability to succeed. Do you panic and freeze up or address the pressures head-on?

If you properly address busy times at work, you can be sure to complete projects accurately and efficiently without added stress. But knowing what steps to take is necessary. Read on to uncover five ways to meet hectic times and stay on top.

1. Schedule Productivity Time

If you’re expecting an especially hectic day, schedule work time on your calendar in advance. Use Calendar, Microsoft Calendar, or Google Calendar to schedule when you will be actively working. Remember to mark it as “busy” and share it with your coworkers.

You may even want to make a recurring block of time set aside for productivity or “focus time.” Too often, we push aside the daily work activities for things like meetings, special projects, or correspondence. Instead, prioritize your duties. Be sure to let others know through your calendar that you are busy during that block of time. You can also mark yourself as busy using tools like Slack.

Do not give in and schedule something else during your productivity time. This will only allow others to see your time as flexible. Claim your time. Protect it. If someone schedules a meeting or tries to have a discussion that isn’t urgent during your time, speak up. Let them know you are busy and refer them to your calendar.

2. Just Say No

When work gets hectic, it’s okay to say no. You are the only person who knows whether your schedule is too full and your workload too high. Often, we feel pressured to take on everything given to us at work. This mindset ruins productivity, quality of output, and mental health.

When you take on more than you can handle, you may miss deadlines, produce unacceptable results, and simply feel stressed. You may even begin to dislike your job. So, just say no. When asked to attend yet another meeting, inquire about the meeting to determine if your presence is truly necessary. Perhaps you can read the meeting notes to catch up afterward. Or perhaps you won’t benefit from attending at all. Just say no.

If your manager delegates a new project to you and you are already overworked, then it’s time to decline politely. Explain that you’re already completely engaged with other work. Let them know that you won’t be able to give your full attention to the project. Tell them it would be better to give it to a coworker instead. Just say no. If just saying no is not an option at your workplace, I hire someone on the side and pay for it myself. This is so much easier than dealing with the logistics and stress.

3. Delegate

Speaking of delegating, this is a wise move when things become hectic. It’s especially easy to manage a team or have administrative staff available. When delegating, be sure that the person you give the project to is suitable for the work. They should know the topic and have the skills required to complete it. They should also be available. Don’t weigh a team member down with the same project that weighs you down.

If you aren’t able to delegate part of your workload, options are still available to you. Recognize when having something completed is better than doing it perfectly. In some cases, just getting the work done is better than nothing. So spend less time and instead just finish the work — not perfect, but done. You can also use technology to your advantage. Share your calendar for scheduling meetings or calls and automate your emails. That takes away from the back and forth of everyday activities when you’re overworked.

You can also simply ask for help when you’re overloaded. Reach out to coworkers and copy your manager on the email or Slack notification. You want everyone to be aware that you are stretched beyond your abilities and need help. Your manager may know someone open for more work, one who is right for the project in question.

4. Eliminate Distractions

Social media, texts, YouTube or TikTok videos, and coworkers entering your office are distractions everywhere. Avoiding them can be difficult. You have to actively decide to push away interruptions and instead focus on your work, especially during your productivity block of time.

There are many ways to eliminate distractions during the workday. If you find yourself constantly reaching for your phone — it could be the culprit. Put it on Do Not Disturb. It may even be beneficial to put it on airplane mode so you can’t see the incoming notifications. Another option is to simply put your phone out of reach. Place it in another room or lock it in the filing cabinet. Out of sight, out of mind.

If you find that coworkers keep interrupting you, you’ll need to set some boundaries. Put on headphones to signify that you shouldn’t be disturbed. Close your door or put a note on it, letting people know not to bother you unless it’s an emergency. You may even need to define “emergency” for individuals interrupting you to ask where you want to go for lunch. You know the ones. In our office, we have a code — earbuds in, approach with caution — headphones on, don’t even think about interrupting! You can also pause your inbox or close your email app altogether. Those messages will always be there when you have the time to properly review them.

5. Plan and Prioritize

If hectic days are ahead, you should take time in the morning to plan ahead and prioritize. It’s helpful to have a schedule or To-do list in place each day. Seeing every task that needs to be completed and watching as you check each item off the list is beneficial. It encourages you to keep moving forward. It also allows you to look back at everything you’ve accomplished, especially if the day ends and you haven’t finished everything. You can see just how much you completed, receiving visual confirmation of a well-done job.

There are several ways to prioritize your day. You can order your tasks by size. Some prefer to put the short tasks first, followed by progressively larger projects. Others prefer to start with the project that will take the most time. Then, they work toward the shorter tasks at the end of the day.

Or you could arrange tasks by when you feel most productive. Perhaps you’re still sluggish in the morning. Start by checking and responding to emails. Then you get a burst of energy in the late morning, attacking large or complex assignments. As the day ends and you’re daydreaming about heading home, you return to easier or fun tasks. Any way you do it, be sure to take the time to plan. You’ll be prepared to follow that schedule without becoming distracted or unsure what to do next.

Handling Hectic Times

Everyone must deal with hectic times at work at some point in their career. You can face the difficulties head-on with these tips and strategies. Regardless of whether you’re an upper-level executive or the receptionist at the front door, your job is essential. You must complete your daily work with efficiency and effectiveness.

Don’t let your coworkers determine when you are available to do your own job. It is up to you to plan your day. You are responsible for each task on your To-do list. You know when you’ll best be able to properly complete them. This is your career. You are knowledgeable and skilled enough to handle whatever comes your way, even the hectic days.

Featured Image Credit: Ralph W. Lambreck; Pexels

5 Tips for Handling Hectic Times at Work was originally published on Calendar on August 11, 2024 by Angela Ruth.