We’ve all been there: you’re swamped with tasks, deadlines are looming, last-minute requests flood your inbox, and no matter how hard you try, the workload keeps piling up.
It’s easy to feel stuck or overwhelmed, but instead of silently struggling or considering drastic actions like quitting, there’s a better option: talk to your boss.
Managing an unrealistic workload starts with one critical factor: communication. However, many avoid these conversations for fear of being seen as incapable, uncommitted or a complainer. The reality is that open discussions about priorities can boost productivity, reduce stress, and improve your relationship with your boss.
Here are three steps to do it right:
1. Get clear on your workload (and where the problem lies)
Before approaching your boss, you need a clear understanding of what’s on your plate. This isn’t about just venting frustrations, it’s about presenting the facts. Start by assessing your workload and identifying the problem.
Are there too many tasks crammed into the same time frame? Are priorities unclear or constantly shifting? Do unrealistic expectations exist about how long certain tasks should take? Are colleagues constantly interrupting you with urgent requests?
Make a list of your current tasks and deadlines, and compare that against your working hours. Prioritise them based on what you believe is most important. If frequent last-minute requests are part of the problem, count how often they occur in a day or week. This will help you determine specific pain points.
The more specific you are, the easier it is to have a productive conversation. Saying “I’m overwhelmed” without evidence won’t get you far, but if you can show where the logjams are, your boss can better help.
2. Have a prioritisation conversation (not a complaint session)
Once you’ve clarified the problem, it’s time to discuss it with your boss. The key here is collaboration, not complaints. Your goal is to work together to re-prioritise tasks and negotiate realistic expectations. Instead of focusing on the problem, take a problem-solving approach.
Talk about the impact on your productivity, not just your stress. For example, instead of saying “I have too much work,” try something like this: “I wanted to meet with you to discuss my tasks and priorities. Since I work three days a week, I want to ensure I’m focusing on what’s most important to you. Here’s a list of my tasks, prioritised as I see them. Can you confirm if this aligns with your expectations or would you suggest adjustments?”
This framing does two things: First, it highlights the scope of your workload, which your boss may not fully realise. Second, it shows initiative, demonstrating that you’re focused on delivering quality work while meeting your boss’s needs.
Work with your boss to either shift, delegate, or delay lower-priority tasks. You may also discuss whether you can say “no” or “not now” to extra requests that fall outside the current focus.
Wrap up by confirming what you’ve agreed upon. For instance: “Based on what we’ve discussed, I’ll focus on these three projects for the next two weeks, and we’ll push back the deadlines on the others. Is that correct?”
By framing the conversation this way, you’re not just highlighting the issue, you’re demonstrating initiative and offering solutions. This approach allows you to leave with clearer priorities, reduced stress, and a more manageable workload.
In turn, your boss will likely view you as proactive and capable, someone who takes ownership of their tasks rather than simply presenting problems.
3. Set boundaries and follow up
After the conversation, maintain the boundaries and expectations discussed. This is especially important if your boss tends to throw new tasks your way or change priorities at the last minute.
Be clear about what can and cannot be done within the set time frame. If new tasks come up, don’t hesitate to revisit the prioritisation conversation: “I’m happy to take this on, but it means putting one of our top priority projects aside, which may affect the deadline. Is that what you’d like me to do?”
Don’t assume your boss will remember every detail of your workload. Regular check-ins help keep expectations realistic and show that you’re actively managing your work.
Final thoughts
Managing an unrealistic workload isn’t about saying “no” to work, it’s about being strategic with your time and focus.
Having open, fact-based discussions with your boss about priorities not only helps manage your workload but also demonstrates leadership in how you handle pressure and responsibility.
So, take a deep breath, get clear on your workload, and start the conversation.
