When your workload outgrows your role, it’s often because extra responsibilities at work that you agreed to cover temporarily have become ongoing.
You wanted to help. A colleague needed leave or the team was stretched, and you had room to take on a little more.
But as things settled down, the work stayed with you. Now your own workload is growing, and you’re trying to work out how to raise it without sounding unwilling to pitch in.
When temporary cover becomes part of your job
We had a contractor on a twelve-month contract to do a specific job. Two months in, he’d settled into the role and was managing his work well. Then two employees needed time away, and he picked up some of their responsibilities on top of his own.
At first, he could manage it, and his support helped the business while they were away. When the employees returned, though, the extra work wasn’t handed back. He continued doing it, and people gradually began treating those tasks as part of his role. Nobody had discussed making the change permanent.
As his original workload increased, he found himself doing around one and a half people’s work. At a review catch-up with us, he explained what was happening. His manager had raised concerns that he wasn’t delivering on some things. As we talked it through, it became clear how much extra work he was carrying.
He knew what was happening. He just felt that as a contractor, there wasn’t much he could do about it.
We suggested he speak with his manager about those responsibilities and whether some should be handed back. Once we talked it through, he knew what to do and felt able to raise it.
He did, and his manager gave him clear priorities to focus on.
We also talked through how to respond to team members who kept interrupting him with other work. He needed a way to explain his priorities politely, without feeling he was letting people down. We helped him work through handing the extra tasks back and documenting what he was doing so the workload was visible.
When helping becomes ongoing work
Most workplaces need people to pitch in occasionally. Covering a colleague’s leave keeps work moving and gives the person away one less thing to worry about.
Helping while someone is away doesn’t mean their work stays with you when they return.
You agree to prepare a report while a colleague is away. They return, but you’re still preparing it every month. What started as cover has become an ongoing responsibility.
Often, nobody deliberately decides to transfer the work. It’s getting done, so nobody stops to check who should be doing it.
Your manager might know you helped during someone’s absence without realising those tasks are still with you months later.
When the extra work becomes too much
You might manage comfortably at first. When your usual workload is steady, there’s room to help. You enjoy the variety and knowing the team can rely on you.
But your original responsibilities are still there.
When that work gets busier, the extra tasks compete for the same time. You start staying back, putting off less urgent work or struggling with deadlines you previously met.
Your workload has changed, and that’s reason enough to review it.
Write down your extra responsibilities at work
Before speaking with your manager, write down what you’re handling.
Separate your original responsibilities from the work you’ve picked up since. For each extra task, note:
- Why you took it on and whether it was meant to be temporary.
- How often you do it.
- Roughly how much time it takes.
- How it affects your other work.
A short, specific list is enough. “I’m still preparing the monthly report, which takes several hours each week” gives your manager more to work with than “I’m doing too much.”
Use your notes to explain how the extra responsibilities at work are affecting your time and priorities.
Talk through what needs to change
It’s not always easy to raise workload concerns when you want to be helpful. You might worry it will sound like you’re complaining or letting the team down. Talking it through gives you and your manager a chance to work out what’s manageable.
Start with what’s changed since you agreed to help. You took on work while someone was away, you’re still doing it and your own workload has grown.
Your notes will help you explain where your time is going and what’s becoming difficult to finish. That gives your manager something specific to work through with you.
Cover these points:
- Which tasks need to come first.
- What should be handed back, reassigned or reduced.
- What extra time, training or support you need.
- Whether your role description needs updating.
- When you’ll check in again to see how it’s working.
The conversation also needs to cover how the changes will be explained to the team. If colleagues have become used to bringing that work to you, your manager’s support will help them understand who to go to from now on.
Before you finish, make sure you both understand what’s changing and who will do what. A short follow-up email helps keep that clear.
Handing the work back is the hard part
Most people want to help their team, and workplaces rely on that willingness. But when temporary cover keeps the work moving, it’s easy to overlook the person still carrying it. That’s why handing work back deserves just as much attention as asking someone to take it on.
Not actively looking, but want to stay informed?
Explore our Candidate Resources Hub for practical tools, templates, and career advice.
Refresh your materials with Updating Your Resume Made Easy, then stay motivated by subscribing for monthly insights, new roles, and job search tips here.
For more career and interview advice, visit this page.
