During my initial years as a project manager, one of my bosses commented, ‘ Project management is a thankless job.’
After decades of working in this role and seeing countless managers, it may or may not be a thankless job, depending on where you work and your team. Nonetheless, it sure is an exhausting job.
Managers are often too exhausted with things to run and fires to put out that they don’t get time to experience the rewarding nature of managing a team. The exhaustion is mental, emotional, and physical.
If a manager is always exhausted, it will directly impact the project’s performance and his team’s output.
If you are constantly running from meeting to meeting, always on call, and always putting out fires, then you are cooking the recipe for your disaster and losing the joy of leadership in the process.
If you are a burned-out manager (or on the verge of it), here are a few tips that you can use to manage your teams effectively without burning yourself out:
1. Set Clear Expectations and Accountability with the Team
Ambiguity is the number one reason for rework and overwork, which can result in burnout. Team members should clearly explain what’s expected of them and document it (wherever feasible). The roles and responsibilities should be apparent from the beginning, and team members should be encouraged to take accountability so that all issues don’t roll up to the manager.
2. Define Individual Boundaries
Define boundaries for the team and yourself. Something will always be pending, but do you really need to answer emails at 11 p.m.? Or take a call during dinnertime? Are you really required to attend all the meetings? Define your schedule, set expectations for when others can contact you, and stick to it.
3. Delegate Effectively (And Actually Let Go!)
Delegation is a critical activity that every manager needs to learn. Often, the delegation is in theory, but managers want to review and control all aspects of the assigned tasks. This will overwhelm you at times, as one can’t be omnipresent.
You should clarify tasks, provide needed guidance, set clear expectations, step aside, and let the team do the job. If you can’t delegate, ask yourself, “Do I really trust my team?” If the answer is no, then you need to fix that issue first.
4. Let the Team Make Mistakes
Often, managers will not let go or trust their teams entirely in the fear of them making mistakes. However, allowing the team to make mistakes and learn from them is a much better option than micro-managing and doubting them in the long run.
The teams should be self-managed and functional without the need for the manager to intervene or review. Managers should guide and coach the teams to attain this maturity level. Reaching this level may take some time, but it’s a worthwhile investment.
5. Prioritize Ruthlessly & Continuously
Not all tasks are equally important. Yet, too many managers treat every email, request, and issue as urgent. The result? You end up juggling too many priorities, and none of them get your best attention.
Use frameworks like Eisenhower’s Matrix:
- Urgent & Important – Do these first.
- Important but Not Urgent – Plan and schedule these.
- Urgent but Not Important – Delegate these.
- Neither Urgent Nor Important – Eliminate or ignore them.
Learn to say no or not now—it’s a key survival skill.
Also, prioritization isn’t a one-time task; it needs to be a continuous exercise that adapts to the changing circumstances and needs of the stakeholders.
6. Stop The Hero Culture
Managers often pride themselves on being the go-to problem solver. Alternatively, there can be another team member who is required everywhere and is considered a hero.
Over time, this becomes a bottleneck and can hamper the project speed and ultimately exhaust the individual. During the crisis on their personal end, such individuals could burn out taking care of things on both ends.
The hero culture must be dissuaded, as projects shouldn’t be people-dependent. Team members need to be empowered and encouraged to find solutions themselves. This will be good for them and the project.
7. Manage Stakeholders Effectively
Often, the stress comes from the top management or the customer when they ask for unreasonable deadlines, conflicting priorities, multiple changes, etc. This can drain the manager and the entire team. Learn to manage the top management and the customer expectations:
- Push back when needed: If a deadline is unrealistic, clearly explain the risks associated with it and make a data-backed case for an alternative.
- Communicate proactively: Don’t wait for issues to escalate—update stakeholders on challenges early and continuously.
- Align expectations: Make sure your delivery matches the customer’s expectations and values.
8. Build a Support Network
Leadership can be lonely, and it can get frustrating to tackle things alone. Create a support network of peers, mentors, and friends who can understand your challenges and give you a fresh perspective.
Sometimes, sharing your frustrations, being heard, and learning from others’ experiences can provide much-needed relief and perspective.
9. Take Breaks and Recharge
Refueling is much needed to work with full productivity. Taking breaks and vacations to recharge is equally important to maintain the quality of work. Sometimes, having time for self-focus without distractions is essential to focus on complex and profound work.
Have a few hobbies that you carry with you to work, such as exercise, reading, music, hiking, etc., or simply spending time with the family. This contributes to the mental and emotional well-being as well.
10. Remember Why You Started
Whenever you feel burned out or unable to move forward, consider why you started in the leadership role. Remind yourself of your earlier achievements and the complex problems you have solved in this role. Talk to your team and managers to understand the value that you are bringing and how your efforts positively impact them and the organization.
Final Thoughts
Being in a manager or leadership role shouldn’t always be testing, feeling overwhelmed, or underachieving. If you follow the above steps, you can better manage your teams without burning yourself out.
You are part of the team, and taking care of yourself like the rest of the team is essential. While striving towards success, enjoy the moments of satisfaction and fulfillment this role brings, fueling your future journeys.