Why Waiting Until You’re at Full Capacity to Hire is a Recipe for Burnout

If you’re anything like most leaders, you’ve got a lot on your plate. There are only so many hours in the day, and every day you’re balancing priorities, pushing through tasks, and trying to keep up with your never-ending to-do list.

It’s natural to think, “Once I hit full capacity, that’s when I’ll bring on help.”

But here’s the catch:

If you wait until you’re maxed out to bring in support, you’ll make it nearly impossible to increase your capacity.

It sounds counterintuitive, but if you’re already working at 100% capacity, adding the effort required to hire, train, and onboard someone is going to push you beyond your limits.

The result? Burnout, missed opportunities, and a constant sense of overwhelm.

So what’s the answer?

Work at 80-85% capacity and use that extra 15-20% margin to strategically invite others in.

Let’s break down how this approach can set you up for sustainable growth and higher productivity.

1. Creating Margin for Growth

When you work at 100% capacity, you’re constantly in a reactive mode, fighting fires as they come. There’s no breathing room, and certainly no space to thoughtfully bring on someone who could help lighten the load.

By operating at 80-85% capacity, you create a margin that allows you to step back, make strategic decisions, and bring in support without overwhelming yourself or your team.

Think of it like a machine running at full speed: if it’s constantly operating at max capacity, it’s more prone to wear and tear, breakdowns, and inefficiencies. But when it’s running at a slightly lower pace, it has the room to function smoothly and adapt when needed. The same goes for you and your business.

2. The 15-20% Rule: Building in Space to Onboard

Using that extra 15-20% capacity as a buffer allows you to onboard help without compromising your current work. This space gives you the time to:

• Define the role and responsibilities clearly: A rushed hire is a risky hire. With time on your side, you can outline what tasks to delegate and ensure they’re aligned with your new hire’s strengths.
• Train effectively: Proper onboarding is key to building a productive relationship with your EA (or any support role). With margin in your schedule, you can provide training and guidance that sets them up for success.
• Establish trust and rhythm: Building trust takes time. When you have the bandwidth to communicate regularly and intentionally with your new hire, you’re laying the foundation for a relationship that will increase your capacity in the long run.

3. Increase Capacity with AED: Automate, Eliminate, Delegate

Once you’ve invited someone in, it’s time to work the AED list: Automate, Eliminate, Delegate. This exercise is all about reclaiming time, reducing mental load, and leveling up your organization’s productivity. Here’s how it works:

• Automate: Identify tasks that can be handled by software or technology solutions, like scheduling tools, automated emails, or CRM systems. This frees up your EA to focus on higher-impact activities.
• Eliminate: Assess which tasks no longer add value and can be removed entirely. Redundant reports, unnecessary meetings, and low-priority emails can often go without much consequence.
• Delegate: Finally, look at the tasks that still need a human touch and determine which ones can be passed on to your EA. By intentionally delegating, you’re creating more capacity for yourself to focus on strategic, high-value tasks.

The AED process will help you maximize your EA’s contribution while ensuring that you’re focusing on what you do best. Over time, this strategic approach will not only increase your personal capacity but also level up your organization’s efficiency and effectiveness.

4. Avoiding the Trap of “When I’m Ready”

Many leaders tell themselves, “I’ll bring on help when I’m ready.” But in reality, waiting until you’re at 100% is a sure way to trap yourself in a cycle of overwhelm. The irony is that you’ll never feel completely ready to bring on help.That’s why intentionally maintaining that 80-85% capacity is so crucial—it creates a space for readiness and allows you to be proactive rather than reactive.

5. Think of Hiring as an Investment in Future Capacity

Bringing on an EA or support team isn’t just about managing your current workload; it’s about creating future capacity. With each task you automate, eliminate, or delegate, you’re buying back time for higher-level work. Over time, this approach builds a scalable system, enabling you to take on more responsibility, grow your organization, and actually enjoy the journey.

The Bottom Line: Set Yourself Up for Success by Making Space

If you’re a leader waiting until you’re stretched to the limit to bring on help, it’s time to change the mindset. Working at 80-85% capacity and using the remaining margin to build your team will set you up for success in a way that maximizes your impact and minimizes burnout. Plus, by working through your AED list with your EA, you’re creating a system that can grow with you.

Ready to make space for growth? Start building the capacity to hire and onboard support before you hit your breaking point. At Dream Support, we specialize in helping busy leaders reclaim time and create systems for sustainable growth. If you’re ready to find the right EA for your team, let’s talk!

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