I am back at work after several weeks home. My break should have been longer, because my body wasn’t ready for “normal work”. The stress level has been the same at work for the people who have work all summer, and some just started their vacation. My current assignment is to be project manager in a group where the task at hand is to keep a government system running. I am not going into details, but if we fail – we’ll be in the news in Norway (and that isn’t an option for us).
Anyway, returning to work after several weeks off gives you an overload. You probably have several hundred unread emails. Your forums, rss-feeds and other social media feeds have been down prioritized. You need to get back on the horse – but you also need to decide what you would like to keep doing.
I have a strong dedication to my work mail. In addition I have my private mail, a customer mail account, and my team’s mailbox (and probably half a million other accounts including MobileMe, gmail etc.etc). 90% of my work is probably handling information. I collect and I share information. Status-, time-, financials-, risks-, bugs-… the list goes on. I get input from several people on what my agenda should be. On the customer site there are probably 5 or 6 people who can give me business direction, and that is before I start counting on the IBM side.
So when you get overloaded – you need to get your prioritizations in order. You need to select the items you really need both in terms of work, but also in terms of being you. What is important for you to do each and every day; what can you do weekly – and what isn’t really that important?
I have a list of tasks I should do as an IBM project manager. It includes reporting, forecasting, approving time-sheets (we call it claim), approving expenses (World-Wide-Expense-Reimbursement), the lists go on. I also have a list of tasks my customer wants me to do; but there is also the ad hoc activities that normally becomes more than just a small task.
I consider my work done when my reoccurring tasks have been done, and when I have some level of control of the content in my work mailbox. But when should the overload make you say stop. Sometimes you need to delegate, or just make the one giving you the task to prioritize. You can’t handle everything, and you shouldn’t. Knowing when you have the right load is important – and you should have that level as a goal.