Last updated on Apr 18, 2024

What do you do if your time and tasks as a leader are overwhelming?

Organizing a conference can be a daunting task, especially when you're leading the charge and your responsibilities start to pile up. It's not uncommon to feel overwhelmed as you juggle time management, delegate tasks, and ensure everything runs smoothly. However, with the right strategies, you can navigate through the chaos and maintain control over your workload. By prioritizing tasks, delegating effectively, taking breaks, managing expectations, and seeking feedback, you can alleviate stress and lead your team to a successful event. Remember, even as a leader, you're not alone in your efforts to organize a stellar conference.

1 Prioritize Tasks

When you're swamped with an endless list of things to do, it's crucial to identify which tasks are the most important. Start by categorizing your tasks based on urgency and significance. Tackle high-priority items that have the greatest impact on your conference first. This might mean securing keynote speakers or finalizing the venue details before moving on to less critical items like choosing menu options for catering. By focusing on what truly matters, you'll make significant progress and prevent important deadlines from slipping through the cracks.

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2 Delegate Effectively

Delegation is a key skill in conference organization and leadership. You can't do everything yourself, so it's important to trust your team and delegate tasks appropriately. Assess the strengths and weaknesses of your team members and assign tasks that align with their skills and interests. Not only does this approach ensure tasks are completed efficiently, but it also empowers your team members by giving them ownership over their work, which can lead to better results and a more motivated team.

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3 Take Breaks

While it may seem counterintuitive when facing a mountain of tasks, taking regular breaks is essential for maintaining your productivity and mental health. Stepping away from your work allows you to recharge and return with a fresh perspective. Schedule short breaks throughout your day to clear your mind, whether it's a quick walk, a meditation session, or just a few minutes of quiet time. These pauses can help prevent burnout and keep you focused on the tasks at hand.

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Caree Stevens

Always becoming, never arriving…evolution is constant.
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Creating pockets of joy throughout the journey is an intentional practice. It doesn’t just happen. Too many times, plans are derailed by the inevitable or unforeseen event. A healthy mindset could make the difference between accepting the defeat or resurfacing with innovation. Just like planning for and event, plan to pause, reflect, and allow creativity to flow. Having the audacity to pause and get off thr grind train, just for a moment, could make a huge difference in how you lead and manage stress moving forward

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4 Manage Expectations

As a leader, it's important to set realistic expectations for yourself and your team. Acknowledge that not everything will be perfect and that some tasks may take longer than anticipated. Communicate openly with your team about what is achievable within the given timeframe and resources. By managing expectations, you reduce the pressure on yourself and your team, which can lead to a more positive work environment and a better-organized conference.

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5 Seek Feedback

Feedback is invaluable in any leadership role, especially when organizing a conference. Regularly check in with your team members and ask for their input on the planning process. They may offer insights or solutions that you hadn't considered. Additionally, after each conference, gather feedback from attendees to learn what worked well and what could be improved for future events. This continuous loop of feedback will help you refine your approach and become a more effective leader.

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6 Stay Connected

In the midst of overwhelming tasks, don't isolate yourself. Stay connected with your peers in the industry, as they can be a source of support and advice. Networking with fellow conference organizers can provide you with different perspectives and strategies for managing your workload. Share your experiences and learn from others who have faced similar challenges. This sense of community can be a powerful tool in overcoming feelings of being overwhelmed and can lead to innovative solutions.

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Caree Stevens

Always becoming, never arriving…evolution is constant.
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Staying connected can be tough when your network is taxed as well. From my experience, other planners felt the same stress and usually felt alone in the process of getting to the finish line. Being a team of one is one thing but choosing to stay a team of one is another. If there are folks available, willing, and capable of meeting the need, then connect. If not, take inventory of your capacity, ground yourself and strategize from a new place of inner-standing. Having the capacity to do everything doesn’t mean you should. Pause and connect with what truly refuels you and provided clarity…then press ahead. You got this…

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Jewel Caceres

Child of God, Author, Coach, Entrepreneur, Pastor
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Before anything, re-visit the goals or the overarching vision and mission that are to be accomplished. Then assess if your time and the tasks you are doing are lined up in helping to achieve those goals or the vision and mission. From there, you can identify whether or not what you are doing is truly overwhelming or can be cut down on. You may think this is a prioritization of tasks but it’s not as a lot of people can be busy with busywork and prioritize busy work that really doesn’t get you closer to the overall goal or vision and mission. So the main question to ask yourself is, is what I am doing and spending my time on necessary?

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What do you do if your time and tasks as a leader are overwhelming?

1

2

3

4

5

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1 Prioritize Tasks

2 Delegate Effectively

3 Take Breaks

4 Manage Expectations

5 Seek Feedback

6 Stay Connected

7 Here’s what else to consider

Conference Organization

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What do you do if your time and tasks as a leader are overwhelming?

1

2

3

4

5

6

7

1 Prioritize Tasks

2 Delegate Effectively

3 Take Breaks

4 Manage Expectations

5 Seek Feedback

6 Stay Connected

7 Here’s what else to consider

Conference Organization

Rate this article

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