Overworked doing other peoples jobs? – Here’s how to stop it (nicely)

As a Role Clarity Specialist, the most emotional cases I walk into are often when high performing employees are burnt out from the work they are doing that their role is actually not responsible for. With the fast moving business landscape, who is doing what work can change rapidly, and the person who is most capable and willing are often given the lions share. While this may work for short term periods such as quick turn-around projects, it can quickly unravel when the high workload cannot be sustained.

This can be particularly frustrating for high achievers, individuals who’s personal drive is to get results and feel accomplished with the work they did at the end of the day. Doing other peoples work, for a variety of reasons, can quickly unhinge this ‘accomplishment’ feeling and personal job satisfaction.

If this sounds like you, you may be doing other people’s work.  Here’s three common traps and how you can gain back your role clarity.

1.       You have inherited the work over time

Perhaps you have been at the company you work for a while, moved around different roles, received promotions or been assigned to projects. Or perhaps people have left and you looked after some of their role while waiting for recruitment. And you are still waiting. Sometimes we hold on to tasks because we are quick at it, others need your help or there just simply hasn’t been anyone to handover the responsibility to. These small tasks can quickly add up over time and be distractions from getting your ‘real’ job done. 

Suddenly, you are at risk of becoming a poor performer because you just can't get all the work done.

To get back on track, get out your last Position Description or written direction you were given describing the responsibilities of your job. Update and write up what you are clear on are expected and essential responsibilities for your role. Don’t forget to prioritise those areas you truly love to do – these will be responsibilities you will perform best at as the joy is built in. Meet with your manager and discuss your need for role clarity and what you suggest your focus responsibilities are. Talk through what responsibilities you will no longer be doing and how they are to be managed going forward. It may take a few discussions, but the effort upfront will pay off. And if you need help, check out my details below for your very own role clarity session.

2.       No one is trained or experienced to do the task

I once witnessed a mum decide that today was going to be the day her little girl tied her own shoe laces. It was on the walk to school, the lace was dangerously dangling untied and the mum told the girl she must tie it up herself. The girl wanted her mum to do it, and proceeded to sit down on the kerb. The mother stood her ground. No, the girl has been taught and now must tie the lace. Doesn’t matter if they are late, today its going to happen. After many tears, and a late school note later, the shoe was successfully tied (by the little girl). 

Yes it would have been quicker for the mum to just tie the lace. They would have been at school on time, but how delayed would that little girls learning have been if the extra time hadn’t been taken that morning.

By not identifying and investing in a person you can train up, you are costing yourself time in having to do the task everytime. Spending some quality time on not only training someone but also giving them support as they practice and learn the task will save you time and energy in the future.

3.       You find it hard to say no

Being the helpful team player you are, it can be hard sometimes to say no to work asked of you. You may not want to appear unsupportive or you can see your assistance is genuinely needed. And that can be ok for one-off requests. It could also be a situation where you are volunteering your services because you see an exciting project or experience that you would love to be part of. For which ever reason, it is still extra responsibilities you are taking on that could affect your role performance.

Now you may have capacity to take on the work. But you may not. To help keep your workload at a sustainable level, it is a smart practice to negotiate. If I am taking on this responsibility, what responsibility am I moving on to someone else or eliminating altogether? It’s an important question to ask, particularly of your manager. While it may feel confronting for some, its better to be upfront and start the discussion rather then be miserable at your desk 8pm on a Friday night resentful. In particular, if you are striving for that elusive work/life balance, its imperative you stay on top of what you are responsible for and focusing your quality work time on that.

There are many benefits to keeping on top of what you are responsible for and what you aren’t. If you are finding it difficult to get role clarity or provide it to your team, then contact me on sam@connectinghr.com.au for a 2-hour role clarity session that can cut-through the noise and provide that clear direction you are looking for.

If you are looking for a trusting coach that can guide you and your team with a practical and impactful role clarity session, Connecting HR can deliver. Sam Crisford-Eade is a Role Clarity Specialist, and Writer.  With over 18 years hands on business experience, Sam understands the demands placed on leaders and business owners and what they in turn need from their people. Connecting HR is your on-call People Coach that can assist in making teamwork not only easier but joyful too.

For more information on our services and the ways in which Connecting HR can help you to obtain your business goals, check out www.connectinghr.com.au