High-visibility, high-stakes health marketing projects like annual reports or website updates often come with big expectations—but rarely with enough resources to match.
When these demands aren’t managed well, deadlines slip, teams burn out, and stakeholders lose confidence.
So how can you tackle these seasonal or one-off challenges without sacrificing quality or your team’s energy (and sanity)?
When New Projects Overwhelm an Already Busy Team
It’s the middle of a busy workday, and the deadlines are stacking up. You’re already juggling regular responsibilities, and now you’re staring down a new demand like an annual report or the launch of a new campaign.
You know these projects are critical to your organization’s goals—they’re often high-visibility and stakeholder-driven—but finding the time and resources to handle them feels nearly impossible. The pressure to deliver something polished and impactful can make these tasks more stressful than they need to be.
Your team is already stretched. Day-to-day operations take priority, and asking your staff to take on a large, specialized project can lead to burnout. You may even hear the sighs or see the stress as team members scramble to carve out time between their usual responsibilities.
Then, there’s the nagging worry about the final product. You know your organization’s messaging matters—it represents your mission and connects with your audience. But when the pressure is on, it’s easy to settle for “good enough” rather than producing content that truly reflects your goals.
It’s natural to feel that you could have accomplished even more with the right support, and those feelings can stick around long after the project wraps up.
Finding a solution can be a bit challenging since these projects may require specific skills or expertise that your team doesn’t usually handle, such as strategic writing or campaign planning. Plus, when it comes to seasonal or one-off demands, it might not always make sense to bring on new staff or put a lot of effort into training.
It’s not you—managing these types of projects with limited resources is a challenge for even the most well-organized teams.
Imagine Completing Health Marketing Projects Without the Stress
But what if seasonal projects and one-off demands could feel manageable instead of overwhelming? You’ll have the right support to tackle these high-priority tasks without stretching your team too thin or sacrificing your day-to-day responsibilities.
Instead of rushing to meet deadlines, you can approach projects like annual reports or website updates with confidence, knowing they’ll be handled efficiently and professionally.
The final product reflects your organization’s mission and connects with your audience, leaving you with work you’re proud to share.
Beyond the relief of meeting deadlines, you’ll build trust with stakeholders by delivering polished, impactful content that aligns with your goals.
By tackling this challenge together, your team can truly shine in their strengths, knowing that your important projects are in capable hands. This way, you’ll be all set for whatever exciting opportunities lie ahead!
3 Strategies for Tackling High-Visibility Projects
The good news is that there are practical ways to manage these challenges and deliver results without overburdening your team.
Adjust the project scope
Adjusting the scope of a project can be a smart way to manage limited resources, but it does come with trade-offs. On the plus side, narrowing the focus allows your team to concentrate on what’s truly important, which often leads to higher-quality results.
By prioritizing essential elements, you can meet deadlines and deliver a finished product without overextending your team.
However, the downside is that scaling back might mean leaving out features or content that some stakeholders were hoping to see. It can also require careful communication to ensure everyone agrees on the revised priorities.
While this approach won’t work for every project, it can be an effective way to stay on track when time or bandwidth is tight.
Repurpose existing content
Repurposing existing content can save significant time and resources, making it an appealing option for busy teams. The main advantage is efficiency—updating or reformatting something you’ve already created is often faster than starting from scratch. It also ensures consistency in messaging, as your core ideas and voice remain intact.
However, the downside is that repurposed content may feel less fresh or tailored to the current project’s needs. There’s also a risk of overlooking outdated information or language that doesn’t align with your current goals.
While it’s not always a perfect fit, repurposing works well when paired with thoughtful editing to ensure the content stays relevant and engaging.
Partner with a freelance expert
Partnering with a freelance expert is often the best solution for managing seasonal demands or one-off projects, like an annual magazine or a website copy refresh. Freelancers bring a focused level of expertise that allows them to dive into your project quickly and deliver high-quality work.
Unlike an agency, a freelancer offers a personalized approach, adapting to your specific needs and working closely with your team to ensure the final product aligns with your goals. This option also provides flexibility—you can scale up or down depending on your workload without committing to the cost of a full-time hire.
The biggest advantage is how much it lightens your team’s load. Freelancers take ownership of the project, allowing your staff to focus on their priorities without the stress of juggling extra responsibilities.
Additionally, freelancers often have specialized skills, such as healthcare writing or content strategy, that may not exist within your organization. For a tailored, efficient, and cost-effective way to handle high-priority projects, freelance partnerships are an excellent choice.
A Real-Life Example of Working Smarter, Not Harder
The University of Miami Miller School of Medicine’s Department of Surgery had a challenge on their hands. They were working on their annual magazine, a big project that highlighted their achievements and future research plans.
They already had a great team, including a freelance graphic designer and a writer, but that year, the writer couldn’t take on the full workload. That’s when they brought me in to help.
Thanks to my clinical background, I was able to hit the ground running. I completed Zoom interviews with several department heads and dug into the details of each division’s accomplishments over the past year.
From those conversations, I wrote a series of articles that showcased their successes and gave readers a sneak peek at their exciting plans for the future.
By stepping in to lighten the load, I helped them finish the magazine on time. The final result was something the department could be proud of—a polished publication that celebrated their work and connected with their audience of staff and donors.
You can view the finished product here. The Emergency Medicine (page 18), Plastic Surgery (page 30), and Cellular Transplantation (page 40) articles were some of my favorites to write.
Moving Forward with Less Stress and More Confidence
Managing seasonal demands and one-off projects can be challenging, especially when your team is already stretched thin.
There are some possible solutions: Adjusting the project scope allows you to focus on what’s essential, repurposing content saves time while maintaining consistency, and partnering with a freelance expert ensures a personalized, high-quality result without adding to your team’s workload.
Each of these strategies can help you navigate tight deadlines and resource limitations, but a freelance partnership often offers the most flexibility and expertise to meet your needs.
You don’t have to do it all alone—reach out today to book a call, and let’s explore how my services can help you deliver impactful projects with less stress.
