Workload management

Overview

What is workload management?

Workload management is when assigned tasks and responsibilities can be accomplished successfully within the time available. This is the risk factor that many working Canadians describe as being the biggest workplace stressor (having too much to do and not enough time to do it). It has been demonstrated that it is not just the amount of work that makes a difference, but also the extent to which workers have the resources (time, equipment, support) to do the work well.

An organization with good workload management can state:

  • The amount of work expected to be done by workers is reasonable for their positions.
  • Workers have the equipment and resources needed to do their jobs well.
  • Workers can talk to their supervisors about the amount of work they have to do.
  • Employees are free from unnecessary interruptions.
  • Workers have an appropriate level of control over prioritizing tasks and responsibilities when facing multiple demands.

Why is workload management important?

Most people are not only willing to work hard but consider a “good day’s work” as fulfilling and rewarding. Workload management is important because there is a unique relationship between job demands, intellectual demands and job satisfaction. Job demands reduce job satisfaction, whereas intellectual demands, or freedom to make decisions, increase job satisfaction. Even when there are high demands, if workers can make decisions about their work, they’re more likely to thrive. Having autonomy to make decisions also allows for learning and practicing positive coping behaviours.

Just like systems or equipment, people break when subject to excess load without rest. Increased demands, without opportunities for control, result in physical, psychological and emotional fatigue, and increase stress and strain. This negatively affects performance. Emotionally fatigued people also have a diminished sense of personal accomplishment and an increased sense of inadequacy. One of the main reasons workers feel negatively about their jobs is excessive workload.

FAQs

  • Cultivate a work culture that clearly values the quality of work done, not simply the quantity (hours worked, piece work, etc.).
  • Assign workload equitably. Consider different levels of responsibility associated with different positions.
  • Allow flexibility, as appropriate, on prioritization of tasks and deadlines.
  • Ensure that the necessary equipment and supports are available to help complete work in a timely manner (tools, technology, support staff, etc.).
  • Generate and implement timely strategies for dealing with peak periods of demand (adding temporary staff, job pools, job sharing, etc.).
  • Acknowledge and appreciate workers’ efforts during times of high work demand.

  • Provide new employees with precise and realistic information about job demands and expectations.
  • Assign tasks based on strengths and abilities, ensuring fairness throughout the process.
  • Provide education on topics relevant to managing workload (time management, technology use, etc.).
  • Provide education on resiliency, stress management and burnout. Include information on signs, symptoms and effects of stress, as well as evidence-based strategies for self-care.

  • Communicate regularly with staff about how they can best manage and adjust their workload.
  • Inform and prepare staff for anticipated periods of increased work (seasonal demands, peak shift hours, etc.).
  • Actively involve staff in the development of strategies to better manage workload (for example: reducing or eliminating redundant or unnecessary tasks).

  • Create written job descriptions that include clear and reasonable expectations. Revise and refine as needed.
  • Provide pay or accrued time off for approved overtime.
  • Implement systems to cover staffing shortages (due to vacation, sick leave, parental leave, unfilled positions, etc.).
  • Conduct job assessments to determine workload demands, fairness in work distribution and areas for improvement.
  • Provide non-salary perks during times of excessive work demands (meals, covering transportation costs, etc.).

Action

Next steps: Committing to improved workload management

Objective

A work environment where tasks and responsibilities can be accomplished successfully within the time available.

Benefits

  • Enhanced performance and productivity
  • Reduced staff stress and/or burnout
  • Fewer job-related errors, incidents and injuries
  • Increased retention

Reflection Questions

  • Do issues related to workload management present a greater risk to certain groups of employees (new employees, certain jobs, shift workers, young workers, etc.)?
  • What are your workplace’s strengths in terms of workload management? (What do you do well and what should you continue doing?)
  • What could your workplace do to improve in this area? (What could you do more of and what could you do less of?)