Your work can pile up, possibly because it is so sensitive that delegating could pose risks to confidentiality, or your organisation may simply not have the resources for you to delegate. Photo: catherinescareercorner.com.
Vartika Kashyap says when you are overloaded with work, delegation is the obvious answer – but if that is not an option, she has advice on how to get through the day as effectively as possible.
Your calendar is packed and you still have tasks on your to-do list. The obvious thing to do is delegate – but for a variety of reasons, this may not be an option.
Certain project deliverables are so technically specialised that only a qualified individual can handle them. Or the work involves precision judgment or personal management skills that are not easily transferable or teachable.
The work may be so sensitive that delegating could pose risks to confidentiality, the task requiring direct oversight to ensure accountability.
Finally, your organisation may simply not have the resources for you to delegate.
When you can’t delegate a task, there are some grounded and actionable strategies to handle the workload.
Prioritise effectively: We often get stuck doing tasks that feel productive but offer minimal return – responding to every email, attending non-essential meetings, and over-polishing reports.
These hidden time thieves drain your focus without adding much value. Task prioritisation helps you to eliminate low-value work so you can focus on the most important and urgent tasks.
With the right prioritisation method, you can manage your workload with clarity and purpose.
My favourite is the Eisenhower Matrix, also known as the Urgent-Important Matrix, which helps you divide tasks into four quadrants based on their urgency and importance.
It helps to decide which tasks to focus on first and which can be done later. The four Eisenhower Matrix quadrants are as follows.
Critical and urgent: Tasks are both important and time-sensitive and should be handled immediately.
Critical but not urgent: Tasks are important but don’t require immediate action and should be scheduled thoughtfully to ensure they’re not overlooked.
Not critical but urgent: Tasks often feel pressing but contribute less value and should be re-evaluated for non-urgent placement.
Not critical and not urgent: Tasks hold little importance or impact and are best eliminated as they waste time and energy.
Manage your time and productivity: When you have to do most of the work yourself, managing your time is essential. The right productivity techniques help you stay focused and get more done with less mental fatigue.
Here are three proven methods to maximise output under pressure.
Time Blocking: This is the practice of scheduling your day into dedicated blocks of time for specific tasks like deep work, meetings, email, or even breaks.
By assigning time for each activity, you create structure and reduce distractions. For example, you block 9 am to 11 am for writing reports. During this time, you silence notifications and avoid meetings.
Eat the Frog: This is the term for identifying the most difficult and complex task on your to-do list and doing it first.
Chomping through this unpalatable piece of work early boosts your sense of accomplishment and frees up mental energy for the rest of the day.
Task Batching: Group similar tasks and complete them all at once. For example, you block an hour to respond to all emails, rather than replying sporadically throughout the day.
Strategically reduce your availability: When you can’t delegate tasks, you can still protect your time by setting clear boundaries – in essence, you’re choosing when and how others have access to you.
Start by establishing clear work hours for yourself, and then you can use these practical ways to reduce availability without sacrificing communication.
This doesn’t mean being unapproachable; it means setting healthy boundaries so you can stay focused on what matters most.
A study published by the American Institute of Stress found that 44 per cent of employees who set clear boundaries reported better wellbeing compared with those who didn’t.
Learn to say no: A recent report found that 93 per cent of employees experienced burnout from taking on extra work, with 59 per cent frequently feeling burned out due to not saying no to additional responsibilities.
Saying no doesn’t mean disrespect; it is another way of setting boundaries, leading to a happier and more productive work environment for everyone involved.
Here are some tips for framing a polite ‘’no’’ to a request for extra work.
Be honest and direct: “I would love to help, but I am currently at capacity and need to stay focused on existing priorities.”
Offer an alternative: “I cannot take this on right now, but I can recommend the best resource for it.”
Use delay as a soft no: “Can we discuss this next week? As of now, I need to stay focused on existing priorities.”
Whether you are a remote worker, a manager handling sensitive deliverables, or working with limited resources, the right techniques can help you achieve optimal productivity and complete your tasks on time.
Vartika Kashyap is chief marketing manager at project managing company ProofHub. She is an expert in digital marketing and entrepreneurship. She can be contacted on Twitter at @kashyapvartika. This article first appeared on the ProofHub website.
