Nick: I am back with Professor Daiki Kato today, and on this episode, episode 14 of the Rolefulness Podcast, we delve into the concept of role overload. In the past few episodes, we've looked at things like role confusion, role conflict. Last week, we looked at role ambiguity, and now we're looking at role overload, which I think might resonate with a lot of our listeners. Hi there, Daiki. How are you?
Daiki: Hi, thank you. I'm very happy to come here again. So let's start today's episode, role overload.
Understanding role overload
Nick: Indeed. Thank you for your time. It's good to see you. So Daiki, can you explain what role overload is and how it manifests in an individual's life?
Daiki: Role overload occurs when an individual experiences excessive demands or responsibilities in their various roles, whether it's work-related, familial, or social. It's like having too many plates spinning at once, leading to a feeling of being overwhelmed and unable to meet all the expectations.
Nick: This describes me exactly at the moment.
Daiki: Yeah, you look very busy. Perhaps you feel role overload.
Nick: I think so. And it's kind of interesting, because it's all probably my own fault. I guess I like to do things, so I tend to perhaps over commit. So I'm definitely juggling various roles and new projects, so I've probably over committed myself.
I think this is because I get excited by new projects, and I really want to work with others, and I love meeting people and doing new things, so I usually end up taking on new roles.
I usually end up managing, but I do feel probably quite a bit of stress or role overload from time to time. Daiki, you always look calm, you have this 'wa', you have this harmony and peace. But what about you? Do you sometimes experience role overload?
Daiki: Thank you. Yes, I actually feel role overload the same as you. Especially when I was young, I felt role overload so many times. For example, when I was a student, I didn't know that university professors were so busy. I thought that university professors are very free and enjoy their work and their leisure.
But after I became a professional, it was very busy, and I was so surprised. So we have several roles, such as doing research, teaching students, or attending meetings. All of them, my social roles, are very important. But we have many other roles, like roles in family and hobbies.
So every role is very important for me, for us, but sometimes we feel role overload when the roles are too much and we have difficulties managing them.
Nick: Yeah, it's a problem maybe we all have at some point in our lives. And I guess maybe one solution might be productivity. So being productive might be one way to manage role overload, but we can be productive on the wrong things.
At what point does a role become problematic
So how does one differentiate between healthy productivity and role overload? And when does productivity become problematic? Or when does a role become problematic?
Daiki: Productivity is about managing tasks efficiently while maintaining a balance. However, when the number of responsibilities surpasses an individual's capacity to handle them effectively, that's when it becomes role overlord.
It becomes problematic when it starts affecting one's mental and physical health, causing stress, exhaustion, and a decline in performance.
Nick: Okay, so it's the number of responsibilities that we take on, to a point where we can't handle them effectively. And that sounds like me, I'm pretty close to burnout, I think. So, yeah, what are some common signs that someone might be experiencing role overload?
Indicators of role overload
Daiki: Signs of role overload can vary but often include increased stress, irritability, fatigue, difficulties in concentration, and a decline in overall performance in various roles. Perhaps it is not easy to notice these signs by yourself, so sometimes your families or colleagues or friends notice those kinds of signs, and they may advise you to take a rest.
So 'You are very busy, you should take a rest, are you alright?' Listening to their words and believing them is a very important way to avoid continuous role overload.
Nick: Yeah, that's a good point. I think people outside or people watching us can be objective. They can say, 'Oh, you're working too long, you're stressed, you're irritable, you're not sleeping enough.' And they can say, you should take it easy. Where, I guess, if we're experiencing role overload, we're just trying to survive.
So hopefully we have people in our life who help us and say, you need to take a break or, take it easy. Now is role overload more prevalent in specific professions or demographics, Daiki?
Daiki: Certain professions like healthcare, emergency services, or high-demand corporate positions might have a higher propensity for role overload due to the nature of their responsibilities. However, role overload can affect anyone, regardless of their profession or demographic, as it's more about the balance between the demands and individual's capacity to manage them.
How to manage role overload
Nick: Well, on that theme, how can individuals effectively manage or alleviate role overload in their lives?
Daiki: For example, setting priorities, learning to delegate tasks, and establishing clear boundaries are key. Effective time management, saying no when necessary, and seeking support or help when feeling overwhelmed can significantly alleviate role overload. It's also crucial to practise self-care and maintain a work-life balance.
Nick: Another consideration I like to think about over time management is energy management. I guess every day we have a set amount of energy; in the morning, we tend to be quite productive and focused, and then as the days goes on, we're starting to fatigue, get tired, the stress of the day builds up, and then I think it's very hard to function effectively after you've been working for six or eight hours.
So I like this idea of energy management over time management. Because time can convince us that we have plenty of time during the day to do these things, but we're not always at the same energy level.
So maybe thinking about our energy; when do we have the most energy? Are we morning people? Are we a night person? And then maybe maximising your energy for your most important tasks, in your roles, might be helpful, too.
Daiki: That's a very important point, yeah. I mentioned before that saying no is also important when necessary. I think that in Japanese culture, people hesitate to say no when necessary. Last time we were talking about the concept of 'wa', harmony.
So if the listeners haven't listened to the previous episodes, I hope you listen to episode 13, we talked about 'wa.' So Japanese people think that being in harmony with others, reading the atmosphere, or reading the air, is very important.
Sometimes they can't say no even if they want to say no. So it is very stressful, and it is a trigger for role ambiguity or role overload.
Nick: That's a valid point. We should feel comfortable saying no, because it goes back to that idea of how much energy do we have, how much can we concentrate? How much can we care or put attention on either people or our tasks?
We're both fairly independent in our work. We get to almost do what we want to do most of the time, but there would be many people working in organisations.
Can organisations assist in managing role overload
So can organisations play a role in mitigating role overload for their employees?
Daiki: Absolutely. Organisations can implement strategies like workload assessment, providing resources and support, offering training on time management--so you talked about how time management is very important, so it is the same with organisations--and promoting a healthy work environment that encourages open communication about workload and stress. Flexible work schedules and encouraging breaks can also be beneficial.
Nick: Yeah, I wish I worked at a company like this. I remember my last job, which kind of forced me to become self-employed, was horrible. It was both role confusion, role conflict, role ambiguity, and role overload.
I had three separate managers, they were starting all these new businesses, and whenever there was a problem, it was like, 'Oh, get Nick to fix it, get Nick on it.'
And I'd often be doing one thing and then asked to do something else. And it certainly led to a lot of stress, and the leadership was very poor. And yeah, it got increasingly bad with workplace abuse. I started documenting it, and then eventually, one day, I just left because the role overload and the role confusion was too much.
One day I got a witness, I got one of the managers and said, 'I'm leaving now, I've had abuse, I've documented it. I'm quitting today. I'm walking out now.' And then I left the room and then walked out, and I felt so free. I can't tell you how free; it was like being free from this role I didn't like.
Maybe that's something we'll talk about in the future, maybe we'll write about it in a book, that there are some roles you should not do, especially professional roles, it's okay to leave your workplace.
But I do know many Japanese find it very hard to leave their workplace. I also know that they ask permission from their co-workers to take holiday time, which sounds crazy for most Westerners, like we're all entitled to holiday time.
We just tell our boss I want to take a holiday in October, and usually it's fine. It sounds like in Japan, you have to ask your co-workers, because they have to cover for you, is that the case?
Daiki: Yeah. Recently, people can take a rest or take a holiday easily, easier than before. As you said, many people think about their schedule and ask their colleagues, can I take a holiday this week? Is it okay? They think that negotiation is important. And yeah we have the rights to take holidays, but many people couldn't use their rights.
For example, they can take 20 days for holidays in the year, but many people can't take 20 days, only five days or 10 days. Do you think it's a Japanese specific problem?
Nick: Yeah, it's a problem I never understood. Well, it's obviously a workplace cultural custom or condition, like, okay, yes, officially you're entitled to 20 days off, but we all know we can't take them all, so we'll take five or 10, because you don't want to burden others. I mean, it's very interesting, because it's such a contrast in the West.
In the West, I've got friends who regularly take sick days when they are fine and they just want to take a day off. So they even take their sick day just to have a holiday. Where in Japan, that's never happened.
And even my wife, as you know, my wife's Japanese, and she works here in Australia, even when she's sick, she'll work. You know, if she's got a mild cough or something mild, most Australians would take the day off because they're sick.
But my wife has never missed a day of work, only when she got covid. And sometimes she looks unwell, and I'll say, 'You shouldn't be working, don't work tomorrow.' And she'll go, 'No, it's okay. I'll just work.' So Japanese are far more committed.
I guess they're more, I don't know if it's diligent, maybe they see it as part of their role, like, I have to work. 'I have to work, because if I don't, I'm causing trouble for others.'
And that's a big concern in Japan, whereas in Australia it's like, 'I want to have a long weekend, I'll take Friday off and pretend I'm sick.' And we don't even care if it's going to impact others. It's such a contrast.
And then I remember having conversations with a few friends who really did not enjoy their job, and they were almost depressed, like it was really impacting their well-being.
And I would say, 'Well, why can't you quit?' And they say I can't quit, like. 'I can't quit. If I do, it's going to be a problem for my co-workers.' And I was thinking, well, that's not your problem, that's not your concern; if you're not happy, leave your job, and say 'I can't.' And I found it very hard to understand.
Daiki: We have different cultural backgrounds, so thinking about taking a rest or work-life balance is different between so many countries. But mental health problems, like depression, are very common beyond cultures or countries.
So I'm really interested in it. One of the solutions is increasing ikigai or rolefulness. I think it is a very good solution beyond the cultures.
Nick: We've talked about 'wa', this idea of social harmony and holding back your opinion and thinking of others, which I think is a wonderful and beautiful Japanese cultural trait. But I don't think, you know, not taking your holidays off, or not having self-care, I don't think that's harmony. I think that you have to be healthy and happy within yourself.
So Japanese are very selfless, and sometimes it's too extreme, and it must be very hard for many Japanese workers who work. I remember when I first went to Japan, Daiki, to work. I worked at, I think I told you this, I worked for a restaurant chain, and one of my restaurants was managed by a very young, enthusiastic manager.
He was a very, very kind young man, but he was a new graduate, and by the first year, he'd gone from being positive and enthusiastic to excessively tired. And you could see he just looked so tired.
I remember one night, we were cleaning up the restaurant to go out, and he'd fallen asleep in a chair, I couldn't wake him. I tried waking him, and he would not wake up. And I was really shocked, like I couldn't even wake him up, and so I just had to leave him there.
And he was only like 21, and I thought he can't continue this work where he's working, I don't know, it was a very long day, 16-hour days. I don't know what happened to him. I hope he's okay. But yeah, that was a real shock, and he was so young.
So this work culture's different. But as you say, it sounds like it's easing a little bit in Japan, is it changing for the positive?
Daiki: Yes, I think that the way of work is changing, and the way of thinking in young people is changing. So now I'm working at University, and I'm talking with my students, and their minds are changing. So yeah, young people think that it is important to have their own time, or their own free time, and enjoy their life.
Older people are more energetic in their work and work hard, but young people, not so much. I think the atmosphere is changing and it's getting better.
Nick: Yeah, that is interesting. I guess there is this traditional view of working hard and doing good things for your company, and the company looks after you. I guess lifetime employment was something the previous generation had, but it doesn't seem to exist now in Japan. So everything's changing in Japan.
And I guess this relates to how much do we take on in our life, and how much time do we commit for or allow for self-care? Maybe Japan is becoming more individualistic, and with the internet and the way the world is, a lot of people can work for themselves or do things for themselves. So I guess a lot of people, how do I say this?
They're doing things they want to do, and breaking away from societal conditioning. And so to do that, I guess, you be proactive, and you think, well, I want to do my own business, or I want to do these hobbies, or I want to work part time, whatever it is.
Difference between being proactive and overcommitting
So on that theme, is there a fine line between being proactive and taking on too much? Because I'd probably take on too much.
Daiki: Yes, it's indeed a fine line. Being proactive is admirable, but individuals must recognize their limitations and not take more than they can handle. Setting boundaries and being mindful of one's capacity to manage additional responsibilities are key to avoiding role overload. Perhaps you have so many roles, but you have a good talent and you can manage a lot of roles, so you are okay.
I think that we should know about our own capacity. So how many roles? Or how much work I can manage? So we should know the amount or capacity. It is very important.
Ways to overcome role overload
Nick: I agree. So what advice would you offer someone like me, currently struggling with role overload?
Daiki: I'd recommend taking a step back, reassessing priorities, and being willing to delegate or say no when necessary. So I talked to people, and seeking support, whether from colleagues, mentors, or seeking professional guidance, sometimes is important. Remember, self-care and setting boundaries are crucial in managing role overload effectively.
One more advice is that watching over the physical signs are helpful to avoid role overload. Sometimes we are workaholics and don't recognize that we are overloaded. At that time, small physical signs tell us we are tired and overwhelmed. For example, difficulty sleeping, having no appetite, and being depressed.
Focusing on these signs and taking care of yourself early is very important to avoid serious mental problems and role overload. I mentioned before that your friends, family, or colleagues can tell you that you look tired, and that you should take a rest.
So yeah, keep a good relationship with your similar people, and keeping good communication is also important to recognize your problem.
Nick: Also listening to your body. So as you mentioned, those physical signs, I guess if you're yawning all the time, or you're got no energy left in the day, or you're having trouble sleeping. Because we can't function at our best when we are overloaded.
And then I guess we might feel some guilt or frustration and we're not going to experience what we want to, which is role satisfaction. So good advice, Daiki, thank you for that. I might take some of it.
Daiki: I hope so. You enjoy your role, and don't capture role overload.
Nick: Thank you, and thank you for your time today. I look forward to speaking with you on our next episode.
Daiki: Thank you very much. See you next time.