When faced with the burden of growing workload that seems to increase instead of reduce with each passing day, what do you do? You take each task, and you DEAL with it.
DEAL – Delegate, Escalate, Automate, Leverage. Here’s what each means in relation to your workload:
Delegate = move it downwards. Is this work someone reporting into you is better equipped (or has more bandwidth) to handle? If so, delegate the task to someone else.
Escalate = move it upwards. Some categories of tasks are better suited for someone more senior to you. Sometimes the level of proficiency, authorization power, or influence required to execute a task on your plate resides with the person you report to. Holding on to the task only delays its execution and creates a backlog that spirals up in your organization. So escalate the task.
Automate = use technology to shorten the pathway to output. Consider the task: is it digital (or digitalized)? If yes, are the process steps routine and replicable by a software or robot? If so, explore automated tools to get the task done.
Leverage = use pre-built resources (templates, tools), crowdsourced knowledge (from peers and colleagues), and social capital (negotiate your timelines, trade tasks for simpler ones or trade shifts to buy you time) to reduce your workload. These help you buy back the time you will require to complete the task.
All these are subject to abuse, so care must be taken.
Delegate: Ensure tasks match the strengths, or stretch ambition, of your reports before you move the task to their table. Don’t give them work they will struggle to execute, or need intense handholding from you to perform. Or else the workload piles back on you. Also, provide clear expectations on standards, timelines, and requirements of the task output to get the best outcomes from delegation.
Escalate: Ensure you have assessed and explored possible options before escalation. Itemize the steps you have taken to solve the task, or list alternative pathways to resolution. Don’t give your boss the impression you want them to do your job for you – ensure it is only work they are cut out to do that gets escalated by you.
Automate: Automate mindfully. A fully automated written report can read as robotic, and an automated model without your input gives the impression of a copy-paste effort. Let your unique thinking, style or approach still be reflected in one way or another in your output.
Leverage: Every time you use leverage involving other people’s time and effort, you are utilizing your social currency. This must be done with care.
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