The Hidden Burden of “Ghost Work” — and How to Manage It`
Editor’s note: I was too efficient last week and scheduled 2 newsletters for publishing on the same day! If this looks a little familiar - that’s why. Enjoy!
One theme that frequently comes up in my coaching sessions is something I call "ghost work." 👻 It’s something I see over and over again, especially with high performers and people in operations roles.
Chances are, if you’re reading this, you’ve probably experienced it too — even if you didn’t know what to call it.
Before we go any further, let me be clear: if this is happening to you, it’s not necessarily a bad thing. In fact, it’s a sign that people trust you and value your input.
Being a go-to person on your team or at your company is something to be proud of! It means you’ve earned a reputation for being reliable and capable. Kudos to you if that’s the case.
But here’s the bad news (lol): as your list of ghost work grows, you might start to feel overwhelmed. If you’ve been taking on these extra tasks without fully realizing it, you may find yourself buried under a mountain of work that isn’t even your responsibility. When this starts to happen too often, it’s typically a sign that something needs to change.
Let me be clear, this isn’t a post about helping you turn into the illustrious “that’s not my job” employee — it’s about being strategic, practicing discernment, and understanding how to channel your talents into the work that delivers the highest impact.
What Exactly Is Ghost Work?
Ghost work can look different depending on your role, but at its core, it’s the extra work that isn’t officially part of your job. It’s the invisible labor that doesn’t show up in your performance reviews or on your job description but somehow ends up being your responsibility anyway (yikes!!!).
This could be anything from helping colleagues troubleshoot their projects to doing tasks that aren’t related to your team’s priorities. Maybe you’re great at organizing and project management, so you find yourself constantly helping other teams plan their work. Or maybe you're the person everyone turns to for advice or to clean up the messy projects no one else wants to deal with — but maybe those projects are things that either (1) aren’t part of your core responsibilities or (2) don’t have a real impact.
The thing about ghost work is that it creeps up on you (hence the catchy name).
One day, you feel good about helping out a teammate, and the next thing you know, your day is consumed with other people’s problems.
And while it feels good to be needed and appreciated, there’s a tipping point where ghost work starts to take a toll. If you’re spending too much time on these tasks, you may start to neglect your own priorities and goals.
That’s where boundaries come in.
Managing Ghost Work: My Formula for Figuring Out What’s Yours to Solve
So, how do you manage ghost work without feeling like you’re letting people down? How do you balance being a helpful team player with protecting your own time and energy?
Here’s the formula I share with my clients for managing ghost work (kindly) and figuring out which problems are truly yours to solve:
1. Is This Problem Yours to Solve?
The first question to ask yourself is simple: Has someone uncovered a problem that is yours to solve, or one where your support is truly critical?
If the answer is yes — if this problem directly affects your team, your role, or your company’s priorities — then it’s likely not ghost work. It’s your work, your responsibility. Saying yes makes sense.
This is work that you should take on with confidence, knowing that it’s aligned with your goals and the value you bring.
2. Is This Problem Critical to Your Team or Function?
Now, ask yourself the next question: Is this problem critical, essential to your team or function, and/or a mandate from your manager or leadership?
If that’s not the case, then you’re likely dealing with ghost work. These are problems you don’t necessarily have to solve. It’s okay to say no — or at least not right now. Just because you can help doesn’t mean you have to.
Pro Tip: How to Say No Without Burning Bridges
One of the biggest challenges my clients face is finding a kind, professional way to decline ghost work. It’s hard to say no when you’re used to being the go-to person. But setting boundaries doesn’t have to feel harsh.
Here’s a line I recommend when you need to decline, but want to stay supportive:
"I would love to help you, but I don’t have the bandwidth right now. If you aren’t able to make any progress in the next [week, two weeks, month, quarter…..], let’s chat about it then."
This way, you’re not shutting the door on the request completely, but you’re also making it clear that it’s not a priority for you at the moment. This keeps the relationship intact while protecting your time.
Why Reducing Ghost Work Will Make You Happier
I can promise you this: you’ll feel happier and less stressed with fewer ghost work tasks on your plate. When you’re not constantly buried under other people’s work, you’ll have more time and energy to focus on your own priorities, your own growth, and the projects that actually move the needle for your team.
Ghost work is sneaky. You take it on in good faith and, let’s face it, it feels good in the moment to help others! But too much of it can lead to burnout.
The key is finding the right balance — being helpful without losing sight of your own goals.
What You Can Do Today
If you’re dealing with ghost work right now, take a moment to pause and reflect:
Make a list of the tasks you’re currently juggling. How many of them are truly your responsibility?
Ask yourself: Are these problems critical to my team’s goals or my role? Or am I taking them on just because I can? Are some of these items things I can offload by having a simple and direct conversation with a peer?
Practice saying no kindly: Use the line I shared above or tweak it to fit your style. The goal is to protect your time while maintaining your professional relationships.
Remember, your time and energy are valuable. Saying no to ghost work isn’t selfish — it’s strategic.
Until next time,
Ashley
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