The 120% Rule - Pipeline Overload

I don't think that managers deliberately overload the resource pipeline (i.e.assign tasks that require greater than 40 hours a week of effort). Often we shoot ourselves in the foot. For example, we chronically underestimate how long it will take to complete a simple task. "Sure, I can do it by our next meeting," someone promises. Then he breaks the commitment later when it turns out that the task takes longer than expected or other tasks take priority during the week or he forgets to write it down!

The five 30 Minute Fill Up
Let's focus on just one of those problems for a moment. We're all guilty of underestimating how long it takes to complete a simple task. For example, estimate how long it takes for you to go from your home to a nearby gas station and fill up. Round trip. Now time the trip. Do you see how easy it was to fall in this schedule estimation trap?

Here's the consequence: when we habitually underestimate the time it takes to complete a task we are unconsciously overloading our own pipeline. By the way, when someone tells me a task is "easy" I unconsciously double their schedule estimate.

Other Convenient Ways to Shoot Yourself in the Foot
Here's a few more ways we overload our own pipeline:

1. We can't say "no." I mean, we can't say "NO!"
   
2. We don't properly prioritize our work. We just can't let those low priority items drop. The world might stop spinning.
   
3. We don't know how to delegate properly.
   

Shrek is not to blame
Some people love to blame their manager for pipeline overload. "My manager is a tyrant that doesn't care if I sleep." The truth is, I've never met that Ogre manager or the unicorn he rides on. The fact is any manager would care if he/she knew you were working excessive hours or the toll it is taking on your personal life. Unfortunately, we may be reluctant to tell them our situation. As the recession looms and financials get even tighter in IBM, we'll be even more hesitant to poke our head up and say, "That's enough, my plate is full."

Can you think of other reasons the resource pipeline is broke?

Taking a different angle on this topic ... What are the characteristics of a broken pipeline? How do you know it's broke?