EFFICIENT WORKLOAD

MANAGEMENT
Mhenard M. Sudara
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 ?
IS THERE A
NEED TO
MANAGE
WORKLOAD

3 Let’s see . . .
YES!
Workload should be properly and
effectively managed.

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 “
Lack of direction, not lack of time, is the
problem. We all have twenty-four hour
days.

Zig Ziglar

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 THE WHATS

Let’s start with the definition of terms

WORKLOAD

▪ The amount of work that a machine, employee, or group

of employees can be or is expected to perform in a
specific period of time.

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MANAGEMENT

▪ Management is the coordination and administration of

tasks to achieve a goal. Such administration activities
include setting the organization’s strategy and
coordinating the efforts of staff to accomplish these
objectives through the application of available resources.

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EFFICIENT

▪ Efficient most often describes what is capable of

producing desired results without wasting materials, time,
or energy. The word can be applied to both people and
things. The focus of the word is on how little is wasted or
lost while the desired results are produced.

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EFFICIENT WORKLOAD MANAGEMENT

▪ Efficient workload management is sound delegation and

monitoring of the development of team or individual
productivity. It is a multi-step process that efficiently
plans, schedules, and distributes work across your team. It
optimizes how work is assigned and helps you on track.

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 “
Efficiency is doing better what is
already being done.

Peter Drucker

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13
THE WHYS

Let’s reason together.

IMPORTANCE OF WORKLOAD MANAGEMENT

▪ If there’s one thing that most have learned during long

years of being in the public service, it’s this —
productivity suffers without proper work management.
But when it comes to practice, there are still many
challenges associated with it like stress, dissatisfaction,
and inefficiency.

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1. Prevents burnout

▪ When an employee or team members

are overallocated, it's hard for them
to do their best work. Constantly
feeling under pressure and tied to
unrealistic deadlines can ratchet up
the stress levels and lead to burnout.

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1. Prevents burnout

▪ Burnout is a state of emotional, physical, and mental

exhaustion caused by excessive and prolonged stress. It
occurs when you feel overwhelmed, emotionally
drained, and unable to meet constant demands.

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1. Prevents burnout
▪ Burnout reduces productivity and saps your energy, leaving you
feeling increasingly helpless, hopeless, cynical, and resentful.
Eventually, you may feel like you have nothing more to give.

▪ The negative effects of burnout spill over into every area of life—
including your home, work, and social life. Burnout can also
cause long-term changes to your body that make you vulnerable to
illnesses like colds and flu.

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2. Makes the best use of limited resources

▪ Available resources are

equitably distributed to
tasks and individuals.

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 3. Distributes work fairly
▪ Team workload management is essential for the fair and
equitable distribution of work. The most efficient workers
will likely be involved in multiple projects during workload
planning. That presents a golden opportunity for others on
the team to prove themselves. The best way to create
balance is by giving team members tasks matching their
skills and capacity—which is easier with workload
management.

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4. Reduces employee turnover and improves work-life
balance
Effective team workload
management reduces human error
and saves your budgets at the
organizational level. It also
increases employee retention, as
people are happier when they are
not overworked and under
pressure.

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 “
The greatest asset of a company is its
people.

Jorge Paulo Lemann

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23
 THE HOW

Now, let’s look at how it is done.

THE PROCESS

Managing workload is no walk in the park. There’s nothing more

challenging than balancing projects, tasks, deadlines, and skills. It becomes
overwhelming in no time at all. If you want to master this art, you need some
guidance on how to do it effectively.

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A. Take time for planning
Always make sure you look before you leap.
Taking the time to plan tasks and projects is
paramount both in personal and professional
settings. No matter what you’re planning, it
gives you the ability to step back and focus on
what’s important. Setting an estimate for each
task, defining the start and end date, naming
your tasks, giving them proper descriptions,
putting them under a specific milestone.

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B. Get to know your resource availability
To make the most of people’s time and
talents, it is important to have full visibility of
resource allocations to projects and tasks.
This becomes more difficult if you have
several ongoing tasks or responsibilities at the
same time. Once you have a clear picture of
resource availability, you can now plan and
allocate the project tasks in advance

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C. Estimate tasks and set achievable deadlines
Doing task estimation will help you and your
organization plan tasks intelligently and set
deadlines everyone can meet. After all,
everyone has their own pace when working
and it’s crucial to learn how long specific
tasks will take them to complete. With
realistic deadlines at hand, you’ll have more
visibility and control over your team’s
workflow, making sure not to overload or
underload any member of the team.

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D. Allocate tasks fairly and evenly
If the project is fueled by poor planning and
people are not sure what they need to do and
why, many hands can get you into a mess
with some team members left on standby.
Team workload management requires that
tasks are allocated to individual based on
his/her capacity, strengths, capabilities,
position, and function at the company.

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E. Split tasks into subtasks
Breaking each project into chunks helps to
crystalize the project plan and everyone’s
expectations with it. When you split your
tasks into subtasks it will be easier to manage
your workflow in case you need to reschedule
something or have some part of task
execution start earlier.

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F. Set priorities for faster execution
Clear priorities will help you and your team
see what you need to focus on first. They will
also make it easier to adapt in case of force
majeure situations: you’ll still have a
lighthouse showing you the way to project
success. It’s a matter of mastering the craft of
prioritizing time, tasks, finances, and
resources — the more agile your project
management style can get the better.

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G. Avoid multitasking
It takes discipline and focus to finish one task
at a time so that your work doesn’t grind to a
halt. In fact, multitasking is a myth. The
human brain is not wired to do several things
at the same time, at least don’t expect them to
be done well. Truth be told, it is often hard to
avoid multitasking, but whenever you can,
stay away from it.

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H. Discourage long hours
Quality and output are more important than
overtime. Although some people believe
doing extra time is beneficial, working longer
hours does not necessarily result in higher
productivity rates. In fact, long hours can
reduce your team results.

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I. Meet regularly
Getting the whole team together regularly is
the simplest way to create transparency. After
all, maintaining effective communication and
holding regular meetings is great for keeping
everyone on the same page at all times during
your project. Your team members will get a
chance to learn each others’ progress, see
what they need to do next, and brainstorm.

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I. Motivate
Motivation can be crucial in raising
productivity. At the same time, its lack can
destroy a team and the project as a whole. A
motivated member is significantly more
productive than an unmotivated professional.
Involve your team in the process, give
adequate feedback and let members feel their
contribution to the organization.

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 SUMMARY
Workload management is an important part of an
organization, which allows you to stay certain that tasks will
be completed in time and for the team to stay productive. By
taking care of your team’s workload and closely monitoring it
throughout, you will greatly improve the chances of project
success, utilize resources in the best possible manner, and
boost team morale as well as productivity.

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 “
If you want something to happen, you
have to make people able and you have
to make them want to.

Dr. Steve Kerr

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Line up

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FINAL TASK
Whoa! This will be fun.

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 Let’s say you are going to celebrate a BADAC Day in the
barangay, list all the tasks needed to be done, the necessary
resources, the responsible people and deadlines.

RESPONSIBLE RESOURCES
TASK BUDGET DEADLINE
PERSON/S NEEDED

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 “
Success is best when it's shared.

Howard Schultz

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THANKS!
I hope you learned a thing or two.
Soli Deo Gloria!

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