I have recently witnessed some volunteer leaders becoming so overwhelmed that they freeze up. They have so much to do that they don’t know where to start.

Here are 5 steps on how to break down the work you or your team need to accomplish without causing everyone to freeze up:

Step 1: Paint the Big Picture

It is hard for you and your team to get where you are going if you don’t know where it is. Identify the goals that you need to achieve. Make sure they are easily understood and easily measurable so that everyone knows when you get there.

Step 2: Create Milestones

Working backwards from where you are going, determine what major milestones will get you there. These milestones may be date-driven or achievement-driven. Whatever they are, make sure everyone knows the purpose of each milestone and the intended outcomes. Often, a milestone will be made up of a summary, list of key things to accomplish, and a deadline.

Hint: Keep your milestones manageable. The bigger the milestone, the longer you will go between major team success. Milestones that are too big or complicated will often discourage rather than encourage.

Step 3: Break Down the First Milestone

Identify the tasks that need to be accomplished to complete your first milestone. Break out the tasks into small units of work. You may want to determine the skills required to work on each task.

Step 4: Track Your Progress Often

As you are working through your milestone, track the tasks assigned, when they get completed, and what each person may require to complete the task. If you don’t track progress, your milestone will never get accomplished.

Don’t micromanage people unless you know they prefer that style of management. Instead, designate a time when a team meeting can be used to assess status, issues that need to be resolved, and next steps.

Step 5: Celebrate Team Accomplishments

When your team hits a milestone, celebrate! Even better, celebrate the more difficult or key tasks within a milestone. This keeps team morale high and helps everyone see the success toward the big picture in the midst of a busy schedule.

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