Hello. I'm Nishijo, the director.
The busy season is over and I can take a breather, but when I have a lot of projects and the deadline is approaching, I tend to end up working late into the night or going to work on weekends. Before taking on a task on my own, I need to understand what tasks there are and how much work they will take, and if there are any that are difficult to handle on my own, I need to communicate them to those around me as soon as possible. I feel that it is important to take stock of my work from that perspective.
This time, I would like to take this opportunity to reflect on myself and think again about how I approach my work.
Why do you take on so much work?
Looking back at my experiences, five factors have emerged as to why people end up taking on too much work.
1. I don't know if it's okay to ask for advice
In the first place, aren't you carrying out your work without determining whether the way you are going about it is appropriate?
For example, let's say you come across something unclear during work. You would probably look it up yourself first, but the time you spend looking it up shouldn't be included in the actual work hours. For example, if you don't set a rough guideline and hand it over early, such as "look it up for 10-15 minutes, and if you don't understand, ask someone," 2-3 hours will pass in the blink of an eye. (Even if you can find the answer in those 2-3 hours, the cost will still have been incurred, and it will be a huge waste of money.)
When you receive a request, don't start right away, but make a plan for how to proceed after understanding the estimated man-hours. Especially when you are not familiar with the work, it is advisable to check the plan with your team leader or superior each time to make sure you are proceeding correctly. Even if you are somewhat familiar with the work, we recommend that you always share any concerns you may have.
2. Your pride gets in the way
Once you get past your rookie days and gain some skills, it can be hard to ask for help. You may feel self-conscious and think, "I'm embarrassed to ask this question," or "I'm afraid I'll be ridiculed if I ask that question," and end up not asking for help.
However, this is unnecessary pride. At my previous workplace, I was surprised to see my superior asking questions about things he didn't understand during a meeting with a client. At first glance, asking questions may seem like something anyone can do, but I realized that this is also a job skill.
Of course, it depends on the content, but asking questions is necessary to understand the other person. Even if you understand everything the other person has said, I think asking a question at the end to confirm will increase the other person's trust in you.
3. Not knowing your limits and trying to push yourself until you collapse
This may be something that happens because you are serious about your work, but I don't think it's good to just try your best without understanding your limits. If you push yourself to the limit, you will make more mistakes than usual, and not only will you not be able to guarantee quality, but you will often end up exceeding the amount of work you had originally planned.
Even if those around you think that it must be difficult, there is no one constantly observing each person, so unless the person themselves raises the alarm, it is difficult for those around them to realize that they really need to help.
4. I feel too responsible and can't say no
Similar to the previous point, be careful not to be unable to say "No" and take on work that exceeds your responsibilities. It is truly wonderful to have a strong sense of responsibility. But what is that responsibility for? Being unable to say "No" and taking on work that exceeds your limits seems irresponsible.
In particular, I think that people who believe they have to work until they reach their mental and physical limits need to train themselves to be able to say ``No!'' properly.
5. You make too many decisions on your own
From the time you are asked to do a job until you actually start working, have you ever found yourself making all the decisions on your own?
For example, if you are staying late into the night to deal with a project, is it really necessary to stay that long to work? When you come in to help, is it assumed that you will be working late into the night in the first place? In reality, you should be able to check with your superior or the person in charge of the project about such things. But you end up making your own judgment and working hard. As a result, you may not be able to ensure sufficient quality or you may end up with too much man-hours, which can cause problems.
Each department has its own role, each salesperson has their own role, and each director has their own role. I just happened to use late-night support as an example, but I think that if you have any problems, worries, or doubts while working, or if you feel even the slightest bit uncomfortable, it is best to consult with someone and have them make a decision based on their role.
Things to keep in mind to avoid taking on too much work
How can we improve the work we end up taking on? Just being aware of the following three things can make a difference. (I think it's very important to be aware of them in the first place.)
1. Anyway, consult (chat) frequently
We recommend that you communicate with your boss or leader on a daily basis. When you do, don't just talk about work, but also have casual conversations!
There was a time when I thought, "I feel relieved because my boss leaves me alone," but when that happened, I only talked about what was necessary for work, and the opposite happened: I couldn't get my work done. Depending on the distance between you and your boss, even if you consult with them about the same thing, it seems like things are going better for the person who is closer to you.
Even if you are busy, chatting is not a waste of time and can act as a lubricant for work. Why not try to make the effort to chat?
2. Don’t take on too much (know your limits)
Taking on everything that is asked of you is by no means a sign of excellence.
What's not good is to take on a job and then end up saying, "I couldn't do it after all." If you're in a company, you might be able to fill in the gaps with other members, but if you're a freelancer, you'll be left without work for a while.
When I was a freelancer, I once had a situation where I couldn't do anything because I was taking on a lot of work. I had no choice but to tell the client that I couldn't do one of the jobs after all, but I ended up causing a lot of trouble for the client, and they distanced themselves from me for a while.
The good thing about a company is that people can help each other. However, if unexpected things happen frequently, the people who help out will have to deal with things on weekends and late at night, which is not good for the organization as a whole.
3. Be aware of man-hours (time is limited)
When you are performing a task, how much effort is being spent?
When taking on a job, it is necessary to be aware of "the man-hours for the tasks you have planned + the buffer". Work time is not infinite, but finite. If you are not aware of it, time will pass by in the blink of an eye. In private life, you can do it freely without being conscious of time, but when it comes to work, it's a different story.
People who assign work do not always take into consideration the other party's man-hours. It is important to determine the scope of what you can do and use your limited time effectively.
Also, since the estimated man-hours are only "estimates," even if you have a buffer, they may overflow. This applies to you and other members. That's why you should be conscious of the man-hours you work on, and if you finish earlier than expected, help those who seem to be having a hard time. In this way, being able to help each other while remaining independent is the best direction for the organization as a whole.
If you think about it again, it may seem like a simple thing, but if you are still holding it in and it is making you feel miserable, take a moment to stop and reconsider how you are going about your work. I would be happy if this article can be of some help to you in such a situation.
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