Feeling Swamped? Here’s How to Tackle That Backlog of Work Orders

Alright, let’s be real for a second: if you’ve ever opened your inbox only to be hit with what feels like a never-ending parade of work orders and requests, you’re not alone. Whether you’re running a maintenance team, organizing office repairs, or just the unlucky person who got nominated as “the one who handles stuff,” facing a backlog can get overwhelming fast. The trick isn’t to panic (though, hey, no judgment if you need a dramatic sigh first). There’s a way through, I promise.

Get the Lay of the Land

First off, don’t just start randomly picking orders hoping for the best. That’s the fast track to nowhere. Instead, take a look at the pile and start sorting. Urgent stuff—like safety issues or anything on fire (literally or figuratively)—needs to go to the top. Things like “paint conference room door a firetruck red”? Probably lower. Make simple lists, use sticky notes, or even just lay it all out on your desk. This tiny act of organizing can turn overwhelm into something you can actually tackle.

When Everything Feels Urgent (But Not Everything Is)

Now, you’ll probably hear people saying their request absolutely, positively has to get fixed, like, yesterday. But here’s the honest bit: only some things really are emergencies. Talk to your team or even the folks making requests if you’re not sure. Sometimes a two-minute phone call with someone waiting on a fix can turn a crisis into a “oh, next week is fine, actually.” Communication is weirdly powerful.

Bring in Backup: Don’t Go It Alone

There’s nothing wrong with waving the white flag and looping in some help. Maybe one of your team members has a knack for fixing that weird printer, or someone secretly loves organizing spreadsheets. Delegate where you can and play to each other’s strengths. If you’re flying solo, consider hiring a temp or asking for admin support, at least while you get out from under the backlog.

Let Tech Lend a Hand

Now’s a great time to consider digital tools. Seriously, if you’re still handwriting work orders or hoping no one loses that sticky note under a coffee mug, it might be time for an upgrade. Something like digital work order software can take a lot of stress off your plate by tracking everything in one spot, sending reminders, and making sure nothing’s falling through the cracks. Platforms like these can help prioritize, assign, and even follow up so your focus goes back to…well, actually getting stuff done instead of just shuffling paper around. 

Check Things Off—And Let People Know

Here’s an underrated trick: when you finish something, let the person who requested it know right away. Not only do they appreciate it, but it also keeps your own sense of progress rolling. (Plus, marking things “done” just feels good, doesn’t it?)

Don’t Forget Yourself

Finally, remember that you’re a person, not a robot from a sci-fi movie. Backlogs happen. Take a breath, grab a snack, and remind yourself the big pile isn’t forever. Step away for a walk if you’re spinning your wheels. When you come back, the backlog won’t seem quite so beastly.

And if it still feels wild? Don’t worry, you’ve got this—just keep moving, one work order at a time.