You want to say no, but you lack the numbers — here's how to make your workload visible
You have the feeling that you're taking on too much — but in the conversation with your manager, it's just your feelings against their expectations. Here is the breakdown that turns a gut-level no into a numbers-based no.
For the next few minutes
If you've already stepped in for the third time this week and still can't 'prove' it: the problem isn't your perception. The problem is the lack of visibility. 'I'm exhausted' is unfortunately less convincing in conversations with managers than 'in the last 28 days, I stepped in for a late shift three times on short notice'.
Three categories are enough to start. Track what happens over four weeks: 1) tasks beyond my scheduled hours, 2) tasks outside my job description, 3) stepping in for others. One sentence and one number per entry is all you need.
At the end of the four weeks, you have three numbers. A rule of thumb: if you've stepped in three or more times, or worked more than eight hours beyond your scheduled hours in a month, the conversation is overdue — not 'I can't do this anymore,' but 'I regularly take on X, which was not originally part of my role'.
The `pack_nein_sagen` pack addresses exactly this shift: from a vague feeling to a fact-based argument. Visibility is power — and in your case, visibility is your first argument.
Step by step
1. Define three categories
Beyond scheduled hours, outside job description, stepping in. Nothing more.
2. Track for four weeks
One sentence and one number (hours or count) per entry. No evaluating — just recording.
3. Formulate three numbers
At the end: 'In 28 days, I stepped in X times, worked Y hours beyond my scheduled hours, and took on Z tasks that are not mine.'
4. Open the conversation with the numbers
Not with 'I'm exhausted,' but with the concrete number. Visibility first, request second.
Common questions
Isn't this overkill — do I really need to keep a record?
Four weeks, three categories, one sentence per entry. This isn't a diary — it's preparation for a single conversation. Once that conversation is done, you can stop.
What if my manager ignores the numbers?
Then the organization's answer is already clear, and responsibility shifts elsewhere (works council, HR, employee representation). But that's a different escalation level — and it's only possible if you have the numbers. Without numbers, it's always your word against their assumption.
Do I need an app for this?
No. A notes app, a piece of paper, or the notes function on your phone is enough. It's not about the aesthetics of the tool — it's about making your workload visible. The Workload Evidence Log is the streamlined option, but not the only one.