“But What Do I Say?” A Sample Email to Your Boss About Your Workload
Overwhelmed with your workload and struggling to talk to your boss about it? Use my sample email to your boss about workload below.
Never-ending workload got you down?
For most of my years in the corporate world, I was overwhelmed by my never-ending to do list. I always stayed late or worked on the weekends to catch up. I delegated to my team as much as I could, but felt it barely made a dent. And every time my boss assigned a new project or goal, I (outwardly) eagerly accepted and (internally) worried how I could possibly get it done.
It took me a long time to realize that I was actually in control of my workload. I thought my boss was heaping too much on me, or the department was understaffed, or I didn’t have the right team members. Once I realized I CAN have a say in how much workload I take on, what projects I focus my time on, and that I don’t have to work overtime, I felt a huge sense of relief.
The next step was actually speaking with my boss about the workload. If you’re at this point and don’t know how to start this conversation, read on for tips and an actual email template you can send to your boss.
How to prepare before emailing your boss about your workload
You know I always start my advice with this: Take a few deep breaths to calm down before taking any action! It helps to get centered and make sure you are not reacting from a place of anxiety, fear, or overwhelm.
Next, get clear on your workload. Make an actual list of your responsibilities and projects, timelines for when projects are due, and estimates of time it will take to complete. Now, estimate how much overtime you would need to work to complete these on time, or if you don’t work overtime, how delayed projects will be. You want to bring a few concrete examples to your boss.
Set a meeting with your boss and provide them with a heads up of what the meeting will be about (use my template below.) Even better if you send this as a calendar invite AND look up in advance a time slot when they are free on their calendar – this makes it super easy for your boss to accept the meeting and not ignore your request! This email is key to taking responsibility for yourself, being specific, and letting your boss know you’re open to ideas.
If your boss does not respond in a few days time, send a follow up email or speak with your boss to schedule a meeting.
In the meeting, you want to bring specific examples of your current workload and specific ideas of how to improve this (Is there someone on the team you would recommend to train to take on a task? Is there a less urgent project you would recommend adjusting the due date?). Remember that you are in control of your workload! I’ve heard many bosses say “it’s just temporary” “everyone works overtime, it’s expected” or “it’s just until we fill that open position.” Stand your ground for your needs and ask your boss to brainstorm creative solutions with you. Say “I will no longer be available to work overtime starting next month. What do you suggest we change to prepare for that?”
Sample email to your boss about your workload:
Hello [boss’s name],
I am requesting a [number of minutes, i.e. 30 minute) meeting with you to review my current job responsibilities and projects and brainstorm solutions to ensure work quality and timeliness does not suffer.
For the last [number of weeks/months, i.e. 3 months] I have been working about [number of hours i.e. 20] hours per week overtime to ensure my work is completed. However, this is not sustainable for the future and I worry that my work quality may start to suffer as a result. If I reduce the amount of hours I am working, projects will begin to be delayed.
I would like to get clear on what projects are the highest priority and discuss how items that cannot fit within my work week or are not the highest priority could be reassigned to other team members or have due dates adjusted.
Thank you for taking the time to find a win-win solution with me and ensure the continued success of our team!
Sincerely,
[Your name]
Still stuck on what to say or boss isn't listening?
If you would like any further assistance brainstorming how to talk with your boss, book a free call with me. We can get clear on what is causing your overwhelming workload and come up with solutions that leave you feeling energized and calm!
