by Robert
In academia, the pressure to excel is omnipresent. Achievements, publications, grants, and recognition often seem to dictate the rhythm of our lives. Yet, in this pursuit of excellence, our mental health can take a backseat—an oversight we can hardly afford. Today, I want to discuss how we can deal with multiple projects and their looming deadlines while ensuring our well-being remains intact.
I am going to keep it short because I only have an hour to write this blog post. If I wanted to expand on this topic, I would need to write it in the small hours, and my mental health could be harmed. 😊
So, let’s start. According to the World Health Organization (WHO), “Mental health is a state of well-being that enables people to cope with life stresses, realize their abilities, and contribute to society.” And WHO also states, “Mental health is a BASIC HUMAN RIGHT.”
One factor that causes mental health issues is a state of worry or mental tension caused by difficult situations, or in short, too much stress. There are obviously more, but today we are only talking about coping strategies for stress caused by multiple projects.
A common observation we have made in the past is that a lot of stress is imposed on teams by an approaching deadline. In the last 14 days of a project, be it grant writing or a paper, most of us try to compensate to some degree for delays in this project which have accumulated for months or even years. That is pure stress. This stress helps you get the last mile to the finish line in time. But you have to work long hours during that time, and you probably postpone some of the other tasks you have to do after the deadline. This also causes a high workload after that deadline. And then this little voice in your head says: “Well, for the next project the deadline is in a few months. It isn’t urgent. I can skip this week’s outcomes for this project to get the other work done.” And again, you have a delay that you need to catch up on in the 14 days before the next deadline. And so, the cycle starts again. This means that any good intention to take a break after a deadline is just an intention.
To reduce the workload, you have to reflect on what you do, how you do it, and who does it.
What to Do – Reflect on What Truly Matters
All starts with reflection and strategic selection of projects. Consider your motivations and values and ask yourself: What will be most rewarding for you? Does the recognition from your peers, the thrill of discovery, the pursuit of knowledge, or the mentorship of the next generation of researchers resonate more deeply with you? Choosing the projects wisely, not only based on external expectations but also on what genuinely interests you, can significantly reduce stress. It’s crucial to distinguish between the external validations that academia often emphasizes and the internal fulfilments that sustain your passion and drive over the long haul. Work should never feel like a burden but an extension of your interests and aspirations.
Engaging in open discussions with mentors, peers, and even family about what success means to you and which projects align with your core interests can provide new insights and reinforce your commitment to your chosen path.
Recognizing what truly matters to you helps in setting boundaries and selecting projects that not only advance your career but also bring personal satisfaction. By defining success on your terms, you empower yourself to achieve it on your terms, too, thus ensuring that your work is a source of fulfillment and not just a source of stress.
How to Do It – A Plan is Nothing but Planning is Everything
Defining the project scope clearly from the outset is crucial for successful project management. A well-defined scope sets clear expectations for what the project aims to achieve, the resources required, and the boundaries within which the project operates. This clarity prevents scope creep – the gradual expansion of project goals and objectives without corresponding increases in resources or adjustments to timelines. By establishing the scope early on, you can ensure that all team members understand their roles, tasks, and the project’s objectives, facilitating more focused and efficient work towards the common goal.
The key to avoiding the frenetic rush in the 14 days before a project deadline lies in proactive planning and, even more importantly, in regular progress reviews. Start by breaking down the project into smaller, manageable tasks with their own mini-deadlines. This approach not only makes the project less daunting but also provides multiple checkpoints to assess progress. Schedule weekly or bi-weekly meetings to review these milestones, allowing for adjustments in the project timeline as needed. This continuous evaluation helps identify potential delays early on, providing ample time for course correction without resorting to last-minute marathons. Additionally, fostering a culture of open communication about project issues encourages team members to voice concerns and challenges as they arise, preventing surprises as the deadline approaches.
Anticipating the unexpected is an essential aspect of effective project management. Despite the best-laid plans, unforeseen challenges and obstacles can arise, impacting your project timeline and workload. Building flexibility into your project plan and maintaining a contingency reserve, whether in the form of additional time or resources, allows you to adapt to these unexpected changes without significant disruption. Encouraging proactive problem-solving and adaptability among your team can also ensure that you’re well-equipped to handle surprises and keep the project on track. By preparing for the unforeseen, you strengthen your project’s resilience against the unpredictable nature of work.
You should also conclude each project with a lessons-learned session. Reflect on the successes but also on what could be improved in the process of executing this project.
Evaluate your current workflows and identify bottlenecks or inefficiencies. Implementing project management tools can offer clarity and efficiency. Tools like Asana, Trello, or even a well-organized spreadsheet can help you visualize tasks, deadlines, and progress, making it easier to manage your workload.
Who Does It – The Art of Delegation
Recognizing that you don’t have to tackle every task yourself is not only practical but also essential for mental well-being. To deal with the demands of multiple projects without compromising mental health you need to delegate as much as you can and foster a culture of teamwork. Assigning responsibilities according to team members’ strengths and skills ensures that projects are executed efficiently and with a high degree of quality. If you don’t have the necessary skills within your team, train them. Delegation reduces the mental load on you, allowing you to focus on oversight and coordination rather than getting bogged down by every detail.
Moreover, promoting a supportive team environment where members are encouraged to assist each other significantly impacts the collective stress levels and success of the project. A culture where challenges can be openly discussed and solved together not only accelerates progress but also builds a sense of shared responsibility. This communal approach helps you to create a cohesive team rallying towards a common goal.
If you take this into account and additionally plan strategic breaks for recuperation and stick to them, projects will not be able to negatively affect your mental health.
-Robert