Tech leaders’ workloads are always heavy, but they often rise to stratospheric levels. Having survived a massive addition and renovation at my school of 500,000 square feet and $200 million, I learned a whole lot of things I never wanted to know but had to figure out both in my role as tech director and an additional battlefield promotion as operations lead. With help from my superiors and backup from the IT and operations teams, I arrived at some tricks and tips that helped keep me sane and effective.
The school started the largest expansion in school history—five years of building new spaces and renovating existing ones. I learned a lot of things I never really wanted to know, but I had to adapt regardless. You have to be like Gumby—completely flexible at all times. If you are already a great Gumby, work with team members to do the same. Here are some lessons I’ve learned.
Go to meetings you weren’t invited to. During trying times, a lot of decisions get made, but too often, you find out about them after they’re done. Sitting in on meetings you may not have been invited to is a good way to hear what is happening. As a technology leader, you are one of only three or four people to see the school’s full picture, so it can be worth your while to sit in. You might not hear anything of value, but you may be surprised about how much you do hear.
Five-minute team meetings rock. Do one in the morning and one in the afternoon. You need to share what the goal for the day is and whether you got it done before you leave.
In the movie Road House, Patrick Swayze’s character, John Dalton, said, “Be nice until it is time to not be nice.” Most tech leaders are helpful and kind and working hard to get things done. When working with vendors, however, you may find that being nice doesn’t really help much. It is OK to speak freely with vendors when they are not performing up to speed, and if they continue to fail to meet deadlines, you should not hesitate to pursue other means of getting them to improve their performance. You should check in with your superiors before you do.
When it comes to managing meetings, if it is at all possible, try to book meetings in the same day or days. Doing so will leave you larger chunks of time to work during the week. You will also find that meetings end on time if you have booked others to follow.
If your head of school or other higher-ups book meetings, you might not be able to do this, but it’s a big help if you can.
During trying times, you will be asked to do many new things you didn’t see coming. As technology leaders, we are inclined to say, “yes,” which can mean we will be even more overloaded than we already are. Consider using the “yes, if” approach in which you clearly articulate what you are willing to do and what you have already committed to. “Yes, I can relocate those ceiling lights if my team can step away from (fill in the blank) to get it done.” It’s important for others to know how changes affect our work.
Let’s delve into some strategic approaches for effectively managing your workload like a seasoned pro.
Prioritize Tasks and Set Realistic Goals
A fundamental aspect of handling your workload with finesse lies in effective prioritization. List all your tasks, and then categorize them based on urgency and importance. Setting realistic goals and addressing high-priority tasks first will ensure critical projects receive the attention they deserve while mitigating the risk of burnout and enhancing overall efficiency as technology leaders.
Embrace Delegation and Collaboration
Recognize that you don’t have to shoulder the entire workload alone. Foster a culture of collaboration within your team, and delegate responsibilities wisely. If you don’t have a technology team, find allies among your colleagues. Identify individual strengths, and assign tasks accordingly to achieve a fair distribution of work. Sharing the workload not only increases productivity but also nurtures professional growth within your team, ultimately yielding significant benefits.
Consider this insight from Tye Campbell, director of strategic information and innovation at Gilman School in Baltimore: “As tech leaders, we often find ourselves debating between two lines of thinking: Do it ourselves because we know how to do it, and it’s faster than training someone; or give it to someone else to do because I simply don’t have the time. Try using these opportunities to instill trust in your team, to let go, and to build skills and confidence in your team. It can be tough at times, but in the long run, it will be better.”
Embrace Time Management Techniques
Effective time management is crucial for technology leaders facing demanding workloads. Consider utilizing techniques such as the Pomodoro Technique, where work is divided into 25-minute intervals, followed by short breaks. This approach helps maintain focus and prevent burnout. Additionally, time-blocking, where specific time slots are allocated for different tasks or projects, can enhance productivity and provide a sense of structure.
Continuous learning and professional development are essential for technology leaders in the ever-evolving technology landscape.
Leverage Technology Tools
Regardless of your school’s size, you will always juggle multiple projects. Harnessing the power of technology itself can significantly improve workload management. Utilize project management and collaboration tools like Trello, Asana, or Monday.com to streamline tasks, track progress, and facilitate communication within your team—or just start using them to get yourself organized. These tools enhance efficiency and help you stay focused on making progress on bigger-picture items instead of always putting out fires. It’s easy to stay in the weeds if you don’t look up every once in a while.
Practice Effective Communication
Open, clear communication is essential for managing workload effectively. Foster a culture of open dialogue within your team, encouraging members to share concerns, challenges, and progress updates. Regularly scheduled team meetings, stand-ups, or brief check-ins can help address issues promptly and maintain a cohesive workflow. Additionally, explore alternative communication channels such as Slack or Microsoft Teams to facilitate quick and efficient information-sharing.
Embrace Automation and Streamlining
Identify areas in your workflow that can be automated or streamlined. Look for repetitive tasks or processes that can be simplified using technology. For example, implementing an automated ticketing system for IT support requests can save time and ensure efficient handling of issues. By leveraging automation and streamlining workflows, you can free up valuable time to focus on more strategic initiatives.
Practice Self-Care and Promote Work-Life Balance
In demanding times, it’s crucial for technology leaders to prioritize self-care and maintain a healthy work-life balance. Set boundaries, and establish a dedicated time for personal activities, hobbies, and relaxation. Engage in regular exercise, practice mindfulness techniques, and ensure you get sufficient rest. Taking care of your well-being will enhance your productivity, focus, and overall job satisfaction. Be sure to actually take your vacation—and don’t answer emails while you are gone.
Seek Professional Development and Support
Continuous learning and professional development are essential for technology leaders in the ever-evolving technology landscape. Stay updated on industry trends, attend conferences, participate in webinars, and engage in networking opportunities. Connecting with peers facing similar challenges can provide valuable insights and support. Additionally, consider seeking mentorship or coaching to enhance your leadership skills and gain guidance on managing workload effectively. The ATLIS Leadership Institute is a great resource for this, as well.
Fellow tech leaders, it’s evident that managing a heavy workload is a crucial skill, especially in the dynamic environment of independent schools. By mastering techniques like prioritizing, delegating, managing time, and leveraging technology tools, you can truly excel. And fostering transparent communication, embracing automation, and promoting a healthy work-life balance are essential for maintaining your effectiveness and well-being.
Remember, taking care of yourself is paramount, just as it is to handle the workload with finesse. With these valuable strategies in your arsenal, you’ll navigate through challenging times with confidence, achieving success in every tech endeavor that lies ahead. Keep your determination high and stay focused on your goals—you’ve got this!