There’s something that pretty much anyone who deals with environmental, health and safety (EH&S) issues has in common. No matter where in the country they are or the type of facility they work in. It’s something I hear all the time when working with clients.
Many managers are simply overwhelmed with their responsibilities. When it comes to EH&S issues like permits, training, required testing and sampling, new regulations coming down the pike…not to mention all the non-EH&S tasks that come with running a productive and profitable facility… there is just simply too much stuff to keep track of.
As a result, all too often, many things get overlooked or just fall through the cracks with accompanying consequences.
It’s a stressful situation. But you can alleviate that stress – and keep things running smoothly at your facility – by making some key changes in how you manage… yourself.
Organize and Prioritize
There are several strategies to overcome those feelings of being overwhelmed.
The first thing I always tell my clients is to organize and prioritize.
It can start with something as simple as a to-do list that you write up in the morning for tasks that need to be done that day, even with just one or two items on it. It’s important that the tasks be something you can realistically get done in a day. Don’t get too ambitious.
By doing so, you’ve set a goal to work towards. Creating a list helps you keep those important tasks top of mind and avoid distractions. When you have a to-do list, you can more easily concentrate on getting things done and stop rushing around “putting out fires,” which stops you from actually completing tasks.
There is no better feeling than crossing an item off your to-do list when you are in a state of constant stress and experiencing the feeling of being overwhelmed.
That sense of accomplishment alone can do wonders for your mental health. Plus, you now have one less thing to do the next day.
Take It One Step at a Time
One of the most common causes of being overwhelmed is the “big project.” You know what I’m talking about. That huge task with a looming deadline that has so many moving parts you don’t know where to start.
As a result, you might put it off. Often, the project seems so big that you never seem to have the time to dedicate to getting it done. Something else always seems to come up that needs to be done first.
Of course, it’s still always in the back of your mind, nagging at you. There’s no worse feeling, other than missing deadlines, perhaps.
I always like to take large projects like this and break them into parts. That gives you a path to completing that big project step-by-step. When you have a series of manageable tasks, it’s a lot easier to get started and a lot easier to get it done. And you can take breaks when you need to in between these project segments.
With everything you have going on as a plant or facility manager, those “breaks” can be very handy to get other tasks on your to-do list done as needed. Then you can go back to the big project and complete the next part.
Before you know it, that insurmountable goal is accomplished; not all at once, but bit-by-bit. There’s an Italian expression I say to myself many times a day when things just get to be a little too much: “poco a poco” - a musical term which means ''little by little'' or ''gradually. ''
Manage Your Time
I don’t have to tell you that your days are full. In fact, you probably have more on your plate than ever before. Cue that feeling of being overwhelmed.
But again, the secret to overcoming it is organization. In this case, the trick is to set realistic deadlines. In the case of many EH&S matters, regulations drive those deadlines.
Either way, your next step after setting a deadline is to set aside enough time to meet it. This goes hand-in-hand with the step-by-step process I’ve already outlined.
I recommend using time management tools to keep you on track, such as calendars or planners… especially apps. With the smartphones everyone carries today, we have a wealth of time management applications you can leverage to accomplish your most important tasks.
Personally, I have a digital time management app but still use an old-school planner. I really enjoy crossing things off my to-do list. Again, it’s that sense of accomplishment when you complete another task for the day. It’s a great motivator too.
Basically, whatever your preferred time management tools are, you’re creating a plan for success and following it through… without losing track and falling behind.
Delegate, Delegate, Delegate
Although the buck stops with you at your facility, that doesn’t mean you have to do it all yourself.
Take some of that burden off your back and share it with your colleagues, whether in your own facility or in a sister facility. You can even hire a consultant to help with the workload.
Find Your Focus
This is a stress-reliever and productivity-booster I only discovered recently after a 35-year career as an environmental consultant.
The power of taking breaks during the workday. And I’m not talking about your lunch break.
These are short breaks throughout the day where you clear your mind and relax… even for just a few minutes.
It sounds straightforward and simple. And it is. But it works. There’s no better method for recharging your batteries and finding your focus to move forward, especially in conjunction with the other strategies I’ve shared.
Take Care of Yourself
When you’re busy at work and have a lot on your mind, it can impact your health. And that can cause even more stress and worry – it’s a vicious cycle.
Again, I have only discovered the power of self-care recently. But the benefits of exercising, paying attention to your diet, and getting enough sleep are clear – for your mental and physical health.
There are all sorts of ways to accomplish these goals: mindfulness and relaxation techniques, meditation, deep breathing…Of course, there are smartphone applications to assist with all these practices. Just a few minutes with one of these apps can put you in a better state of mind and melt anxiety away.
It also pays to remember what is most important: your family. You do what you do for them. So outside of work, set boundaries so you can spend that quality time with your loved ones. That might mean learning how to say “no” to additional tasks. (Remember, you can delegate.)
Simply put – take care of yourself and always remember what’s most important.
Continuous Improvement
A critical part of time management is to be committed to always getting better. Learning new skills, training, and things of that nature. This can only help you do your job more effectively –which boosts confidence and helps reduce that feeling of being overwhelmed.
Not to mention, this continuous improvement often leads to finding different ways to set goals, make action plans, and manage your time.
A Clean Slate
What does your desk look like? If it’s piled high with papers, and reports… maybe your computer keyboard is hiding underneath the mess somewhere… your workspace could be contributing to feelings of being overwhelmed.
I’m a big advocate of coming into the office in the morning to a desk free of distractions, so you can focus on your to-do list.
Overcoming Those Feelings of Being Overwhelmed
The truth is there is no one magic bullet to eliminate the feeling of being overwhelmed that goes with the territory for facility managers.
But using the methods and strategies I’ve outlined can help do just that. They are designed to work in conjunction with each other – in the process, helping ease your stress level, become more productive, improve your management and leadership skills, and not to mention improve your overall state of mind.
That’s good for you. Good for your family. And good for your employer, of course.
Remember, poco a poco, my friends!
As I said, delegating tasks by hiring a consultant is one way to overcome your feelings of being overwhelmed. And I’m happy to chat with you about your needs. Just call me, Mark Roman, at 609-208-1885 or get in touch via e-mail at markroman@envisionenvironmental.com
