Navigating Overwhelm: A Lesson in Perspective and Adaptation
How a Simple Perspective Shift Turned Overwhelm into Efficiency
In the fast-paced world of recruitment, it's easy to feel overwhelmed. Last week, during my weekly 1-on-1 meeting with a colleague, I found myself navigating a situation that perfectly illustrated how we often judge our workload too quickly without taking a step back to analyze it.
My colleague was responsible for handling 11 job positions, ensuring that suitable candidates were found, screened, and submitted to clients. In his mind, he was picturing a daunting workload: 22 screenings per week—two for each position. Given that his maximum screening capacity per week was 18-20, the sheer number seemed impossible to handle. On top of that, he had additional tasks: follow-ups, submissions, call-backs, and client alignments. Understandably, he was overwhelmed.
However, upon breaking down the situation, a different reality emerged. We were only running three active campaigns, generating about nine leads per day. This meant that, in any given week, he was realistically covering only 4-5 positions—not all 11 at once. By walking through these numbers together, it became clear that his workload was more manageable than it initially seemed. The realization brought him a sense of relief, but it also highlighted a crucial lesson:
Lesson 1: The Importance of Stepping Back
We often react emotionally to situations before fully understanding them. The initial panic was fueled by an assumption that every position needed immediate attention at all times. But when we broke it down logically, it became clear that the workload was structured in a way that allowed for efficiency without excessive stress. Taking a step back to assess the reality of a situation before reacting can save a lot of unnecessary anxiety.
Lesson 2: Adaptation is Key
Another major takeaway from this conversation was how resistant we are to change. Many of the tasks being done manually—like screening, follow-ups, and documentation—can now be made significantly more efficient using AI tools like ChatGPT. However, the hesitation to adapt and explore new solutions often keeps us trapped in outdated processes. It’s a natural human tendency: we stick to what we know, even when better alternatives exist. But real progress happens when we challenge our status quo and embrace new efficiencies.
Finding the Solution
With these insights, we outlined a few key actions:
Better Planning: Instead of thinking about 11 positions at once, we focused on the positions currently receiving leads and set a structured approach to submissions.
Leveraging AI and Automation: I encouraged my colleague to explore tools that could assist with documentation, scheduling, and initial candidate filtering.
Delegation: We identified tasks that could be shared or streamlined so that he could focus on high-value activities without feeling stretched too thin.
By the end of the discussion, what initially seemed like an impossible workload transformed into a structured, manageable plan. More importantly, it was a reminder that our perception of a problem is often the real problem. By stepping back, questioning assumptions, and being open to change, we can find solutions that not only ease our workload but also improve our overall efficiency.
Final Thought: If you’re feeling overwhelmed in any area of work or life, ask yourself:
Have I fully understood the situation, or am I reacting to my perception of it?
Am I resisting change because it's unfamiliar, even if it might help?
What tools or strategies can I adopt to make this process smoother?
The ability to step back, analyze, and adapt is what separates stress from success. And in a world that’s constantly evolving, the ability to embrace new ways of working might just be our greatest asset.