workload management system

Workload Management Tips for a Growing Business

15% of business owners report burnout due to job stress. A lot of this stress comes from a lack of workload management strategies. As the owner of your trucking company, you tend to try to handle more than your fair share of the workload.

While you may think this is the best way to control a growing business, it’s the quickest way to let the business get overwhelming. By trying to take on everything, you let the important things get away from you. This just makes the workload harder to manage.

Before you get overwhelmed, you need to make a plan of action. There are things you can do to get things more under control. You can start with these 8 workload management tips that are simple yet effective.

Get Organized

Before you can focus on what’s most important, you need to get your business in order. You want to know where to find things when you need them. You also want to keep up with the background aspects of your business as you go along.

Start with a system to keep up with necessary documentation so you don’t have to waste time looking for things like contracts or licenses when you need them. Make sure others can find important items too.

Organization also means making sure everyone knows what their job is. Assign tasks to improve workload management for all employees and ensure nothing important falls through the cracks. Assigning jobs will also make it easier to track progress of projects and back-office tasks.

For instance, you should keep track of your finances as you go. If you post transactions as you go, it will be easier and quicker to reconcile accounts when the time comes. Keeping up with these things as you go saves time in the long run.

Set Realistic Deadlines and Goals

With a growing trucking company, it’s easy to take on more than you should thinking it will help you compete. You should evaluate your goals though to make sure they are achievable. Setting realistic goals reduces your workload and helps reduce financial hardships.

Set up smaller goals to help you achieve the big ones. Breaking things down into manageable tasks with achievable deadlines will help you see what progress you are making. This will also make the goals feel less overwhelming.

Any deadlines you assign yourself or others also need to stay realistic. Yes, you want to have a thriving business. The only way to do this is to know your abilities and limitations. Create deadlines and goals meant to grow your business over time.

Prioritize Your Work

So often it can seem like you have five to ten tasks that all need your attention at the same time. Getting caught up in that trap is a fast track to burnout. Any good workload management strategy will include prioritizing your daily tasks. Take time to decide which important tasks are the most urgent.

You will never complete anything if you’re trying to do all the tasks at once. Take the time before you start to assign levels of need to each thing, then take them one at a time. This will also help you determine what busy work is draining your day.

Busy work is the tasks you think are important, but just take time away from what you should be focusing on. This can include social media posts, emails, certain meetings, etc. When it comes to this busy work, you need to set aside time to complete those tasks, then move on when the time ends.

A good example is emails. Set specific times during the day you will check and respond to emails. Also allocate a specific amount of time to complete this. Once the time runs out, move on to the priority tasks. Focusing on what’s important is an important part of your workload management strategy.

Delegate Whenever Possible

As your trucking company grows, you will slowly take on new employees to help with some of the back office work necessary to run a business. Until you’re able to fill all the necessary roles, you need to let the employees you do have help in whatever areas they can.

If you spend all your time doing these things yourself, you’ll never have time to do the things that will help you reach the growth you want and need. Delegating certain tasks, such as accounting or training drivers will relieve some of the burden.

For some office related tasks, such as appointments or data entry, you can contract freelancers to help as needed. This way you don’t have to hire someone full time and still are able to delegate the work that doesn’t require your focus.

Keep Employees Accountable

Once you delegate tasks to the appropriate people, you need to hold them accountable for those jobs. Follow up to make sure they understand assignments and the importance of completing what’s assigned.

Create deadlines and follow-up throughout the assignment to make sure employees have the tools they need to complete the tasks. If you’re using contractors, make sure they have a clear understanding of your company and needs.

This also means keeping yourself accountable. Once you assign a task, let them do it. Don’t try to take over before they’ve met their deadline as this just pulls you right back in to taking on too much.

Automate Everything You Can

There are many areas of business management that can be automated to reduce the workload. Customer service platforms, marketing platforms, calendars, even record keeping automation will keep things running smoothly and take it off your plate.

It’s even better if you can find automation tools that can work together. With a little upfront research to determine integration possibilities, you can increase workload management, remove stress, and focus on priority areas.

Know Who You Want to Work With

When you first start a trucking company, it’s tempting to work with any customer you can get. The problem is, to have an effective workload management system, you need to choose customers based on your company strengths.

If you start out with a clear idea of who you want to work with, you will be able to grow your company more effectively. This includes the demands of customers. Don’t work with people who will cause more stress every time you deal with them.

Going into contract negotiations with a clear idea of what you want and what you can provide will make things run more smoothly. You can cut out some of the time wasted during these negotiations as well as both parties will know what to expect.

Communication, Communication, Communication

If you really want to streamline your workload management, you need to communicate. Employees and contract workers need to know what’s expected of them. Customers need to understand what you can deliver. Anyone you will have contracts with needs to have thorough knowledge of your company so they can provide the resources you need.

You also want to listen to your employees. Get their insights, discover where they can help with different tasks. Be willing to create a team atmosphere so everyone feels like they are contributing to finding solutions.

Communication includes good record keeping. Make sure you have a system in place to access any records you need quickly and easily. If you keep communication open, you will reduce confusion and delays to work getting done.

Find the Right Tools to Reduce Your Workload

Effective workload management requires the right tools. You want to find resources that will save you money but be able to grow with your company. Putting money into the right tools will save you time and money in the long run.

Tools like Trucking 52’s safety training will help you put solutions in place that you can set and forget. Request a free demo to learn how Trucking 52 can take some of the work off your shoulders without breaking the bank.

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