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Episode 18 | Managing Understaffed Teams

by Niamh Moynihan on
Team Building Workload Management Manager

Episode Summary

Welcome to The Better Workday Podcast with your host, Niamh Moynihan. In this episode, Niamh addresses a challenge many professionals face: working while understaffed.

The impact on workload and well-being is significant, whether it’s due to layoffs, overlapping holidays, or leadership failing to set boundaries.

Niamh shares practical strategies to navigate these difficult periods, ensuring you can manage the workload without sacrificing health or balance.

Key Takeaways

Be Transparent About the Workload

  1. Share the reality of hidden overtime and extra efforts with your team and leadership to ensure the workload problem is visible and addressed.

Prioritise Breaks and Rest

  • Encourage a shared lunch break and regular pauses throughout the day to combat fatigue and maintain energy.

Set Work Boundaries

  • Agree as a team on non-negotiable off-hours to protect personal time and prevent burnout.

Audit Work

  • Use tools like the RACI matrix to map responsibilities and identify duplication or unnecessary tasks.
  • Prioritise impactful work and decide what can wait.

Delegate Effectively

  • Empower team members to make decisions and explore external or inter-team support to lighten the load.

Ask for Help

  • Communicate your staffing challenges to other teams and be specific about the help you need.
  • Build a supportive workplace culture where offering help is common.

Invest in Training and Process Improvement

  • Take time to streamline workflows, eliminate inefficiencies, and leverage automation and AI tools.
  • A team retreat can be an excellent way to regroup and improve collaboration.

Prioritise Kindness and Connection

  • Maintain a supportive environment with social conversations and team-building activities.
  • This will boost morale and make the situation more manageable.

Practical Tips from the Episode:

  • Conduct a Team Workload Audit: List all ongoing tasks and allocate responsibilities clearly. Identify what can be postponed, delegated, or automated.
  • Block Time for Team Improvement: Schedule regular sessions to discuss progress, vent frustrations, and brainstorm new solutions.
  • Use the "Not This Year" Approach: Decide what projects or tasks can wait until next year to ease immediate pressures.
  • Create Clear Boundaries: Establish shared agreements around working hours to prevent overwork.
  • Invest in Upskilling: Train the team in tools and methods that improve efficiency and reduce unnecessary work.

Understaffed periods are challenging, but with transparency, collaboration, and proactive planning, you can manage the workload effectively while protecting your well-being. Remember, as Niamh always says, “The work will always be there, but work is better when you work together.”

If you found this episode helpful, please share it with a colleague or friend who might benefit from it. Until next time, stay well and have a better workday.

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