Personal overload of project participants
Companies that regularly work on projects, sometimes under pressure, should exercise restraint, especially when it comes to the number of projects being worked on simultaneously. Otherwise, the amount of work involved may overwhelm those who have to successfully implement the projects. Permanent overload or excessive demands jeopardize the health of those involved in the project. In mild cases, employee motivation suffers, and a decline in work quality is also to be expected. The more pronounced or prolonged the excessive demands on project participants, the greater the health risks for those affected. Above all, excessive stress levels contribute to permanent excessive demands being associated with negative health consequences. Project managers, individual project staff, and technical experts are particularly at risk, as they are all responsible for the successful implementation of the project.
A study found that the most common cause of stress, at 46 percent, is one’s own job, followed by placing too high demands on oneself, at 43 percent. However, there are differences between the sexes when it comes to stress triggers. For men, work comes first. Insufficient recognition from colleagues, constant time pressure, intense competition, excessive career ambitions, and limited scope for action and decision-making often cause stress. For women, it is primarily the double burden of work and family, followed by discussions and conflicts in the workplace. In recent years, more and more employees have been feeling overwhelmed at work, which can even lead to anxiety. If the workload is unjustifiably high, employees become overwhelmed, which can lead to both physical and mental overload.
Factors that can cause excessive stress
There are various factors that can help employees recognize when they are experiencing excessive stress at work. These can include problems within the company or the work culture. Excessive stress at work can have the following causes:
Accompanying tasks at work
Accompanying tasks at work distract from the activities that are actually important. In addition to bureaucracy, these include searching for documents and tracking work status. Such routine tasks take up a lot of time and prevent people from concentrating on the really important tasks. According to research, knowledge workers spend about 60 percent of their working time on routine tasks and can only invest 40 percent of their time in the tasks listed in their job description. This gives them the subjective impression that they have to work longer to achieve their goals.
Isolated work
Isolated work is also considered a stress factor and has a negative impact on health. For teamwork to be effective, all employees need to understand what they are supposed to do and why their work is relevant. Otherwise, they will not be able to do their jobs effectively. Communication must be transparent in order to avoid duplication of work and spending too much time searching for the necessary information. Studies have found that project workers spend around 13 percent of their working time on tasks that have already been completed. Currently, 246 working hours per working year are invested in tasks that have already been completed.
Work goals are unclear
It is important for project participants to understand the big picture. In order to deliver high-quality work, they need to recognize that their own company values the work they do. Otherwise, prioritization problems can arise, which then cause stress. When employees understand how their work supports team and company initiatives, it is easier for them to deal with changing priorities and deadlines. Instead of searching for information or figuring out how to reprioritize their tasks in light of a new project or a changed schedule, they can complete their tasks effectively.
Always-on working environment without breaks
Today’s always-on working environment puts pressure on employees because they believe they have to be available at all times. They develop the subjective feeling that they have to work longer hours in order to meet expectations. One example of an imminent danger is that employees start checking their emails before they actually start work and are often available on weekends to answer work-related questions. These behaviors have become standard at work, but they contribute significantly to overload, which can have massive consequences for physical and mental health.
Various studies show that work has become more intense and harder in many cases today. At the same time, it has also been found that many people find their job more stressful, even if their working environment has not changed.
Effects of stress on physical health
There are basically two types of stress: acute stress and chronic stress. Acute stress is a short-term stress lasting from a few seconds to a maximum of 60 minutes. Acute stress activates the sympathetic nervous system through the release of various hormones and neurotransmitters. As a result, the heart beats faster, breathing quickens, and muscles tense up. The pulse, blood pressure, and blood sugar levels also rise. At the same time, the bronchi dilate and the immune system is activated.
Prolonged stress—also known as negative stress or chronic stress—is dangerous to health. This is not a short episode, but a sustained stressful situation. Although the hormones released increase energy consumption, they also disrupt the immune system. Although it remains in a constant state of alert, it does not function properly. This leads to increased infections and impaired wound healing. Chronic stress also leads to gastrointestinal problems. Classic examples are irritable bowel syndrome and stomach ulcers.
The hormones released during prolonged stress also place a constant strain on the cardiovascular system. This leads to an increase in blood pressure and makes the blood vessels more susceptible to chronic inflammation. Such inflammation increases the risk of developing vascular calcification, known in medical terms as arteriosclerosis. Deposits on the vessel walls cause the vessels to narrow and impede blood flow. In modern medicine, chronic stress is considered one of the main causes of heart attacks, alongside smoking and high cholesterol levels. Diabetes, pain, obesity, and ringing in the ears (tinnitus) can also be accompanying symptoms.
Effects of stress on mental health
People who are constantly stressed often react very emotionally and irritably even to small, seemingly unimportant events. Clear signs of too much stress in everyday life include constant exhaustion despite getting enough sleep, a decline in mental performance, or difficulty concentrating. Listlessness, often associated with a loss of interest, giving up hobbies, and general sadness and despondency can also occur. In extreme cases, depression can result.
Even serious mental illnesses can be the result of stress and overload at work. A classic example is burnout syndrome, which usually occurs as a result of prolonged professional overload. It manifests itself in extreme (emotional) exhaustion, lack of energy, and constant fatigue. It also leads to alienation from one’s own work, as the sufferer perceives their work as frustrating. At the same time, there is a reduction in performance and concentration.
Another danger lies in the use of addictive substances such as alcohol, medication, or other drugs, which can lead to long-term dependence. Many sufferers try to increase their performance and stimulate their motivation by taking cocaine or amphetamines, for example. Others resort to dangerous substances to help them relax or promote sleep. However, these substances only combat the symptoms, not the cause. Addiction also places further strain on the body and mind.
Measures to reduce mental load at work
According to studies, mental load at work manifests itself in several ways. For example, 24 percent of respondents say that they find financial aspects stressful. For 21 percent, the workload in their job was very stressful, while 18 percent were bothered by the fact that they were required to be available at all times. In addition to their actual work duties, they had to take on numerous organizational tasks that went far beyond those specified in their job description.
In project management, this means not only working on one project, but working on several projects at the same time. In addition to accompanying coordination work, those affected also had to organize team communication for all projects via various channels and prepare and follow up on meetings. Furthermore, they were responsible for regularly maintaining networks and working relationships and were obliged to keep their knowledge up to date. Studies show that the workload increases with increasing digitalization.
- Prioritize and delegate: To avoid jeopardizing your health through overload, it is advisable to categorize upcoming tasks and only handle the most important ones yourself. The other tasks can be delegated.
- Use effective time management: Effective time management is important for better organizing your daily work routine. This involves planning tasks, setting priorities, and minimizing potential distractions.
- Take breaks for more self-care at work: Regular breaks are a reliable way to reduce stress. Breaks do not need to be long, but should be integrated into the working day at regular intervals to recharge your batteries.
- Inform your immediate environment: Open communication with supervisors and other employees should ensure that everyone is aware of the excessive workload. This makes it possible to distribute responsibilities more fairly.
To balance the “mental load,” those affected should listen to their bodies. They should reflect on what is good for them, what stresses them, and what helps them relax. In addition to open and honest communication with those around them, this also includes setting personal boundaries and saying “no” from time to time or refusing a new task that has been assigned to them. If necessary, those affected should ask their colleagues for help.
