PREPARED BY: MA. JONA S.

REFORMA
CLASS: PIC MEM CLASS 60
SUBJECT: EDMGT 608 - School Personnel Management

1. How to delegate work when you know your employees are

already overworked?

As a subject coordinator in our school, delegating work when my fellow teachers are
already overworked requires a careful and considerate approach to avoid further stress and
burnout. Here are some steps that I usually do:

1. Assess the Workload:

 Start by understanding the current workload of each team member. Identify the tasks
they are working on, deadlines, and any additional responsibilities they may have.

2. Prioritize Tasks:
 Determine which tasks are critical and must be completed immediately. Prioritize
tasks based on urgency and importance to ensure that crucial work is not delayed.

3. Communicate Openly:
 Have open and honest communication with your team. Let them know that you are
aware of their workload and express your understanding of their challenges.

4. Set Realistic Expectations:

 Be realistic about what can be achieved within the given timeframe. If there are tasks
that can be postponed or if deadlines can be extended, consider making those
adjustments.

5. Identify Skills and Strengths:

 Identify the strengths and skills of each team member. Delegate tasks that align with
their expertise and strengths. This not only ensures better task execution but also
boosts morale.

6. Delegate Fairly:
 Distribute the workload evenly among team members. Avoid favoritism and ensure
that everyone is contributing their fair share. Consider the individual capacity and
capabilities of each team member.
 7. Provide Resources and Support:
 Make sure your team has the necessary resources and support to complete their
tasks. This may include additional training, tools, or assistance from other team
members.

8. Encourage Collaboration:
 Foster a collaborative environment where team members can support each other.
Encourage them to share knowledge, help with tasks, and collaborate on projects to
lighten the individual workload.

9. Monitor Progress:
 Keep track of the progress of delegated tasks. Regular check-ins can help identify
any challenges early on, allowing you to provide assistance or make adjustments as
needed.

10. Be Flexible:
 Understand that unexpected challenges may arise. Be flexible in your approach and
willing to adjust tasks or provide additional support if necessary.

11. Recognize and Appreciate Efforts:

 Acknowledge and appreciate the hard work and dedication of your team. Recognition
can boost morale and motivation, even in challenging times.

12. Consider Temporary Help:

 If the workload is consistently high, consider hiring temporary assistance or
freelancers to handle specific tasks or projects. This can provide relief to your regular
employees.

Remember, effective delegation involves empathy, communication, and a keen

understanding of your team's capabilities. By taking a thoughtful approach, you can manage
workloads more efficiently and support your team during demanding periods.
2. How to set your priorities when you are busy putting out fires?

When I find myself constantly putting out fires and dealing with urgent tasks, it
becomes crucial for me to manage my priorities effectively. Here are steps that help me
set priorities in such situations:

1. Assess the Urgency and Importance:

 Use the Eisenhower Matrix to categorize tasks based on urgency and importance.
Focus on tasks that are both urgent and important first. This helps you differentiate
between tasks that demand immediate attention and those that can be delayed or
delegated.

2. Identify Critical Issues:

 Determine which fires are truly critical and require your immediate attention. Prioritize
tasks that, if left unaddressed, could escalate and cause more significant problems.

3. Delegate Non-Essential Tasks:

 Identify tasks that can be delegated to others. Empower your team to handle less
critical issues, allowing you to focus on the high-priority items that require your
expertise.

4. Time Blocking:
 Allocate specific time blocks for different types of tasks. This helps you avoid
constant interruptions and ensures dedicated time for focusing on critical issues
without being distracted by less urgent matters.

5. Communication:
 Communicate with your team and stakeholders about your current workload and the
need to address urgent matters. This transparency can set expectations and help
others understand the temporary focus on high-priority tasks.

6. Avoid Multitasking:
 While it might be tempting to juggle multiple tasks simultaneously, it's often more
effective to focus on one task at a time. This reduces errors and ensures that each
task receives the attention it deserves.

7. Reevaluate Deadlines:
 If possible, renegotiate deadlines for less urgent tasks. Communicate with
stakeholders and explain the current priorities. Most people appreciate honesty and
transparency, and they may be willing to adjust deadlines if necessary.

8. Continuous Evaluation:
 Regularly reassess your priorities as the situation evolves. What may be urgent and
critical one day might change as new fires emerge or existing ones are extinguished.
Stay agile and adjust your focus accordingly.

9. Personal Well-being:
 Don't neglect self-care. Ensure that you take short breaks to recharge and maintain
your overall well-being. A refreshed mind is more effective at problem-solving and
decision-making.

10. Learn from the Fires:

 Reflect on the root causes of the fires you're putting out. Are there recurring issues
that need systemic solutions? Use the experience to identify patterns and implement
preventive measures to reduce future emergencies.

11. Develop Contingency Plans:

 For common issues that frequently arise, create contingency plans. Having
predefined strategies for handling certain types of problems can save time and
reduce the impact of emergencies.

12. Automate and Streamline:

 Look for opportunities to automate routine tasks and streamline processes. This can
free up time and resources, reducing the likelihood of fires breaking out due to
manual errors or inefficiencies.
 Remember, effective priority management is about staying flexible, adapting to the
situation, and addressing the most critical issues first. By employing these strategies,
you can navigate through the chaos and focus on resolving urgent matters while
maintaining a strategic perspective.