Workload management in project management have earned great importance, the workload of a team can vary depending on the different phases of the life of a project, from quiet times for periods of significant job where stress and tension are the maximum. One of the tasks of the project manager is to distribute the workload efficiently and equitably among its employees.
On the one hand, it helps to avoid tensions and a feeling of injustice detrimental to the cohesion of the team and its performance. On the other hand, a workload shared equitably guarantees that each task will be executed on time. The right distribution of tasks takes into account the skills of each employee and makes it possible to clarify the role of each employee. This post is all about workload management tips.
Workload Management Tips for Entrepreneurs
Below are few workload management tips that I’m sure will allow you manage your workload in better ways?
- Set Clear and Accurate Goals
Each member of your team must be familiar with the objectives and roles and responsibilities of the project. Your employees need to know what they have to do, but they also need to understand why they do it, know the budget allocated and deadlines to be met. These are the essential elements to help them manage their workload effectively.
- Be organized
Once the objectives have been defined, it is essential to organize the project as well as the workload of the team. Planning the different tasks of the project allows you to:
- Coordinate activities to reduce the risk of failure,
- Follow current tasks,
- Control human, material and financial resources.
Good organization is the key to successfully completing a project on time.
- Prioritize tasks
For the success of your project, it is essential that you be able to determine the tasks to be carried out first. So you and your team avoid wasting time, energy and resources on minor tasks that can be dealt with later.
Rank tasks in order of importance to deal with the most urgent first. To do this, you must know how to differentiate between urgent and important tasks. Use the Eisenhower matrix to help you. This method allows you to identify priorities and classify your tasks according to their level of importance (urgent, important, non urgent, not important.
- Listen to your team
Your team must be able to count on you at all times. Encourage your employees to come and see you if they encounter a problem or when they feel overwhelmed. They do not have to wait until the last minute to solicit help because it may cause delays. As soon as the project is launched, build a culture of mutual help and collaboration among all members of your team.
- Avoid putting pressure on them
For your team to perform well and manage its workload effectively, avoid putting pressure on it. Not everyone can stand the pressure. By doing so, you will only put stress on your employees, who may then work quickly and badly to meet your demands. This attitude can have a negative impact on the quality of the work and the well-being of your team.
However, the pressure should not be totally outlawed. Indeed, precisely dosed, it can be a great way to motivate your team. The idea is to find the right balance between putting pressure on your team and letting it work in total freedom.
- Use Time Sheets
The time sheets are an excellent tool to know the workload of your employees and thus identify the availability of the members of the project team. Everyone knows exactly who is working on what task, the amount of time already spent on the task and the time remaining before it expires.
If some of your colleagues seem totally overwhelmed or complain about having too much work, you can lighten their workload by asking more available colleagues to help them.
- Make the right decision
If, despite the organization and efforts put in place, your team continues to work overtime, it means that the workload is too large or not well distributed. The recruitment of additional labor is the only solution to help you to carry out the project on time.
- Take stock
At the end of the project, it is important to take stock. The goal is to identify good practices and errors to avoid by analyzing why this has not worked. Regardless of project outcome (failure or success), you and your team should learn from this experience to improve your project management approach and avoid pitfalls for future projects.
To effectively manage their workload, your employees need to know their capabilities and limitations. Before accepting a new task, they must ensure that they are able to achieve it on time without neglecting the other tasks for which they are responsible.
To avoid overloading, distribute the activity equitably throughout the team and value collaboration and mutual assistance. The precise definition of tasks, their rigorous planning and follow-up also make it possible to optimize the efficiency of your employees.