Managing a team can be immensely rewarding—but it can also become exhausting. Leaders are often caught between the demands of daily operations and the need to focus on strategic priorities. Responsibilities multiply, resources remain limited, and the pressure to respond quickly to every issue can leave even experienced managers feeling trapped.
This tension is a common challenge: the more indispensable a leader becomes, the less capacity they have to think broadly, coach their team, or innovate. Yet there are ways to navigate this pressure while maintaining effectiveness, building team capability, and preserving personal well-being.
Organize teams into small groups
When managing a large team, trying to interact with every individual can be overwhelming. A more effective approach is to organize employees into small groups of three to four, either by project or by specialty.
Small groups allow for focused collaboration and peer problem-solving, reducing the reliance on the leader for every decision. Leaders can facilitate communication within these groups, ensuring issues are resolved collectively rather than individually.
One-on-one interactions should be reserved for quarterly check-ins focused on career development and personal well-being rather than routine project updates. Asking questions like, “How are you doing?” or “What’s on your mind?” reinforces a culture of support without consuming unnecessary time.
Learn to say no
A frequent challenge for leaders is managing an influx of good ideas. Teams are often full of capable, proactive individuals proposing new projects or improvements. While these ideas can be valuable, saying yes to everything leads to overload.
Effective leaders prioritize ruthlessly, focusing on initiatives that deliver the greatest impact. Maintaining a central system—whether a calendar, task list, or project tracker—to capture commitments can prevent small tasks from snowballing into an unmanageable backlog. Encouraging teams to complete their top priorities before taking on new work reduces stress and promotes discipline.
Align expectations early
Miscommunication is a common source of unnecessary work. Taking the time to align expectations upfront can prevent confusion, repeated follow-ups, and wasted effort.
Before starting a project or even a week of work, clarify roles, responsibilities, and success criteria. Ask: Who owns which assignment? What does “done” look like? What’s our backup if challenges arise? A shared understanding ensures that team members can act independently while staying coordinated.
Use meetings strategically
Meetings and emails are often misused, adding to the leader’s burden. Routine updates are frequently conducted face-to-face, while complex problem-solving occurs over email or messaging platforms, leading to inefficiency.
Flipping this approach can improve productivity. Reserve in-person or virtual meetings for collaborative problem-solving, decision-making, and clarifying ambiguity. Use email or messaging for routine updates or sharing information that doesn’t require discussion. Short, focused huddles of 15–30 minutes can dramatically reduce the volume of digital communication.
Set boundaries around your time
Many leaders spend excessive hours in meetings, leaving their work and strategic thinking for evenings or weekends. Setting boundaries is essential: only attend meetings that truly require your presence, and delegate or request summaries for the rest.
This practice not only protects your time but also develops team members’ leadership skills. It requires some trial and error—occasionally skipping a meeting only to realize your input was needed—but over time, it fosters independence and efficiency.
Be transparent and direct
The busier you are, the more your team needs clear guidance on how to interact with you. Team members may hesitate to follow up on assignments, fearing they are adding to your overload.
Being transparent about your workload and expectations can prevent misunderstandings. Communicate openly: “I’m managing a large team and need your help keeping us on track. Follow up if I don’t respond, and prioritize the most important items for my attention.”
Teaching your team to filter and prioritize their requests ensures you focus on the highest-impact issues while fostering accountability among employees.
Prioritize your mental and physical well-being
Leadership stress is not confined to the office; it affects decision-making, interactions, and overall performance. Maintaining mental and physical health is critical.
Regular exercise, mindfulness, or meditation can help regulate stress responses. Leaders must recognize the signals of overload and actively manage their energy and focus. Treating your well-being like an essential resource—similar to budgeting time or money—ensures you can perform effectively without burning out.
Recognize when to push back
There are times when workload or organizational expectations exceed reasonable limits. Leaders may need to make difficult decisions about their roles or the structure of their responsibilities.
Engaging peers to discuss shared challenges can provide insight and amplify the case for change. Sometimes, organizations fail to understand the cumulative demands on managers, creating unsustainable expectations. Advocating for workload adjustments, delegation, or additional resources can be necessary to maintain both personal and team performance.
If systemic challenges persist despite best efforts, leaders may need to consider whether their current environment allows them to perform effectively without compromising their health or long-term career goals.
Building sustainable leadership practices
Managing a team effectively is as much about structure and processes as it is about personal resilience. Key practices include:
- Segment your team into small, self-sufficient groups to reduce dependence on you for every decision.
- Say no strategically to prevent overload and maintain focus on priorities.
- Align expectations upfront to avoid wasted effort and confusion.
- Use meetings and communication efficiently for collaboration, not routine updates.
- Set boundaries around time and attention to protect focus and foster team autonomy.
- Communicate transparently with your team to clarify priorities and responsibilities.
- Invest in your mental and physical health to maintain long-term performance.
- Push back when necessary and advocate for sustainable workloads.
Implementing these approaches allows leaders to regain control of their schedule, reduce stress, and focus on strategic priorities while supporting their team’s growth and performance.
The challenge of leadership is not merely managing tasks—it’s managing the interplay between people, priorities, and your own capacity. When responsibilities mount, leaders can feel trapped in a cycle of firefighting, unable to step back and focus on what matters most.
By adopting structured approaches, setting boundaries, and prioritizing both personal and team development, managers can navigate periods of high demand more effectively. Over time, these practices build a culture of autonomy, accountability, and collaboration, enabling teams to function efficiently even in challenging circumstances.
Ultimately, sustainable leadership requires balancing the immediate demands of the team with strategic focus, personal well-being, and the long-term health of the organization. Leaders who recognize these dynamics and act deliberately can transform overwhelm into opportunity—supporting both their teams and their own growth.
DREIESKIVA|Roald Kvam 
Legg igjen en kommentar