An administrative team member is overwhelmed with work. How can you help them overcome burnout?

Observe your colleague closely and ask questions. What resource is missing to complete the workload? What concerns the person outside of work? Have there been major changes or personal crises in the person's environment? Ask questions and encourage the person to take action themselves. It doesn't help to take over the work or force a visit to the doctor. Often, understanding and pointing out the situation can already be a great help. If the person wants to change something, then support them. Bring ideas on how change can take place, help optimize processes, and point out solutions that the person may not currently consider. Also, allow for breaks and recovery periods, and remind them if necessary.

Recognizing the signs of burnout is crucial in offering timely support. These signs may include increased irritability, decreased productivity, frequent illness, or withdrawal from social interactions. Start by having an open conversation to understand their current workload and any external factors contributing to their stress. Actively listen to their concerns without judgment. Tools like Toggl or Clockify can help track time spent on tasks, identifying potential bottlenecks and areas where workload can be adjusted. Encourage the use of project management tools such as Asana or Trello to organize tasks and deadlines effectively. These tools can also facilitate transparency and collaboration within the team, reducing individual stress.

I inspire and support my colleagues to look after each other because it truly matters to me that we have a supportive environment where we can reach out for help. Additionally, I encourage taking breaks, going for a walk, and doing some stretching between tasks. Moreover, I urge my colleagues to engage in self-reflection as it is pivotal in dealing with burnout. It involves looking back on how we got to that point and finding ways to prevent reaching that place again.

Being overwhelmed can be supported by a mental and physical ‘clean up’. Here’s how we fixed it: 1. Ruthlessly discard any unnecessary paperwork from all locations (inbox, teams, desk etc.) 2. Prioritise tasks that take 10 minutes or less and complete them on the same day 3. Address any remaining tasks over the following week Why did it work? 1. A manager guided the team member in a hands-on manner and gradually stepped back as they regained control 2. Encouraged to take breaks and celebrate each ‘win’ 3. Longer tasks were broken into manageable chunks 4. Collaboratively devised a system to prevent future overwhelm This may seem obvious - but never underestimate the benefit of organisation and direct and personal management.

It's important to be alert to symptoms like decreased productivity, increased errors, irritability, or withdrawal from team interactions especially if that team member was an active participant during team meetings and sprints, Once you notice these signs then there's a possibility they are suffering from burn out.

Once you’ve identified the workload challenges, work together to prioritize tasks based on urgency and importance. Help them break down larger tasks into smaller, manageable steps. Use techniques like the Eisenhower Matrix to categorize tasks into four quadrants: urgent and important, not urgent but important, urgent but not important, and neither urgent nor important. This method can guide decisions on what tasks to tackle first and what can be delegated or deferred. Encourage delegation where possible. Tools like Monday.com or Microsoft Teams offer features for task delegation and collaboration, allowing team members to share responsibilities more effectively.

Simplificar os processos de trabalho pode reduzir significativamente a sensação de sobrecarga. Incentive sua equipe a adotar técnicas de gerenciamento de tempo, como agrupar tarefas semelhantes e usar ferramentas para automatizar tarefas repetitivas. Simplificar canais de comunicação e reduzir a frequência das reuniões também libera tempo para um trabalho focado. Otimizando a gestão das tarefas, você ajuda seu colega a trabalhar de forma mais eficiente e com menos estresse.

Pausas regulares ao longo da jornada de trabalho são essenciais para a saúde mental e a produtividade. Esses intervalos não são luxo, mas sim necessidade para recarregar as energias e manter o foco. Incentivar uma cultura organizacional que valorize o descanso é fundamental para o bem-estar dos colaboradores e para evitar o esgotamento. Um ambiente que respeita e encoraja pausas pode não apenas aumentar a eficiência no trabalho, mas também promover um equilíbrio sustentável entre vida profissional e pessoal.

Foster a supportive environment by creating a positive culture where team members can rely on each other. Organize team-building activities to strengthen relationships and build a sense of community, enhancing support and collaboration within the team.