Delete Work, Don’t Add More: 7 Ways to Clear Your Backlog

May 13, 2026

You did it! You paused all your non-urgent work and finally got caught up.
But what do you do with the backlog?! Let’s find out.

Watch the video (and then use this as your checklist)

Quick recap: what we did in Part 1

A couple weeks ago we tackled team capacity by making two lists:

  • Critical for the Next Two Weeks
  • Non-Urgent (AKA Everything Else)

Then we focused exclusively on the critical work and we paused Everything Else.

Today’s post is inspired by a viewer comment:

“Jenn, I hope there will be a Part 2 on how to delete or complete the paused tasks.”

Great idea, Randal!

So this is Part 2: 7 ways to tackle your backlog—without re-overloading your team.
Let’s get into it.

7 Ways to Tackle Your Backlog (Without Drowning Again)

 

1) “Did Anyone Notice?”

Your first question for every paused task:

Did anyone notice it stopped?

If a task has been paused for two weeks and:

  • no one asked about it
  • no customer impacts appeared
  • no executive panic happened

Then congratulations — you just discovered a candidate for deletion.

Try this line:

“Since we paused this and it created no negative impact; we’re retiring it unless someone can name a real consequence by Friday.”

Feel too scary to hit delete?
Put it on a Revisit in One Month list and forget about it until then.

 

2) The Stakeholder Reality Check

Some paused work will still matter — but only to specific people.

For each paused item, ask:

  • Who is the stakeholder?
  • What outcome do they need?
  • What’s the real deadline?

Here’s the truth: “Someone wants it” is not the same as “it’s urgent.”

So in this case, you’re not restarting tasks — you’re restarting conversations.

Message your stakeholder like this:

“My team is rebalancing our capacity. Can you please confirm the deadline and what ‘done’ needs to look like?”

This step ensures you deliver what actually matters.

 

3) Categorize the “Pause”

Not all tasks are equal. And they shouldn’t be treated the same.

Turn your paused list into three buckets:

  • Bucket A: Delete
    No impact, no stakeholder, or low value.
  • Bucket B: Finish
    Clear value, clear owner, clear due date.
  • Bucket C: Redesign
    It matters… but the current approach is too expensive, too slow, or too unclear.

These buckets help you stay focused and plan capacity without reloading the team.

 

4) Make It Smaller

Paused work often stays paused because it’s too big or too vague.

Before restarting a task, shrink it.

Ask:

  • What’s the smallest version that still delivers value?
  • What features can we cut without sacrificing quality?
  • What can we automate, template, or standardize?

Try this reset:

“We’re restarting this — but only the smallest version that delivers the outcome. Anything extra becomes optional.”

Start simple. Complexity needs to earn its way in.

 

5) Set Limits

Reality check: If you don’t set work limits, your pause list will refill forever.

Try one simple rule:

New work cannot enter unless something else exits.
Yes. Like a nightclub.

Use this line:

“We’re at capacity. Happy to take this on — which current commitment should we trade for it?”

This turns “Can you add this?” into “What are we stopping to make room?”

 

6) Timebox the Backlog

If you try to “work through the backlog,” you’ll drown again.

Instead:

  • Create a small recurring slot for paused work
    • Example: Backlog Fridays 1–3pm
    • or 1 hour per week per person
  • Pick one backlog item at a time
  • Stop when the timebox ends

Another reality check: You will NEVER be “caught up.”
That’s an unreasonable goal.

A better goal: a consistent, productive cadence.

 

7) Run a Monthly “Delete Day”

That’s right: schedule time to delete work.

Just like the junk drawer at home, you KNOW stuff is gonna creep back in. So plan for it!

Once a month, gather the team for 30 minutes and ask:

  • What can we stop reporting?
  • What meeting can we end?
  • What approval step is useless?
  • What task exists only because “we’ve always done it”?

Make deletion a habit, not an emergency.

And for all you worriers out there (of which I am one):
If it makes you feel better, you can hoard all your Deleted tasks in a special little “Revisit in One Month” holding area… and forget about them until the next scheduled review.

 

If you’re sitting on a mountain of paused tasks, here’s your plan

  1. Did anyone notice?
  2. Confirm stakeholders + real deadlines
  3. Sort into Delete / Finish / Redesign
  4. Restart only as a smaller version
  5. Set limits
  6. Timebox backlog work
  7. Hold a recurring Delete Day

Remember:
Overwhelmed teams aren’t weak. They’re overloaded.
And smart leaders fix the load — not the people.

Your turn (and I’ll help)

What’s the #1 paused task you wish you could delete forever — but you’re scared to?

Drop it in the comments and I’ll help you figure out the next step.

And if you’ve got a sticky workplace situation causing you grief, send it my way — we’ll tackle it in a future episode.

Thanks for reading — and as always… happy improving.

Posted in Getting Results