Workload balancing
- 1. Workload Balancing - Ashish Joshi India
- 2. PREFACE We ofte hear the ter Work-Life Bala e . “i e Personal Life depe ds upo a fa tors like o e’s family, friends, social life, etc., and may vary from person to perso , e shall start lear i g to a age our Workload first. I order to a age our Workload, e ust k o it first. If workload is unbalanced and is not planned, someday we are with excess of tasks and someday we hardly have anything to do. This report attempts to teach how to plan your Wo kload .
- 3. TAKE-AWAY FROM THIS REPORT This report teaches in concrete: 1. How to plan your daily tasks 2. How to segregate your daily tasks in categories based on workload (required time and skill-set) so that: You do ’t iss i porta t tasks of the da You do ’t take too u h for a da a d la d up fi ishi g othi g You fi ish our tasks i ti e, do ’t sta a k for o erti e, a d… Gi e suffi ie t ti e to Perso al Life
- 4. 1. PLANNING DAILY TASKS Step 1: Take last 15 minutes of your day to jot down tasks for the next day. Write in any sequence that strikes your mind. You may use task diary or your PC. Step2: Ne t da , i first 15 i utes, re ie da ’s tasks a d prioritize the depe di g upon urgency and timing of scheduled tasks. I am an interpreter by profession and also handle 5S project. Below is an example of my tasks of a day: 1. Daily morning meeting interpretation (09:30 ~ 10:30) 2. 5S monthly Action Plan preparation (14:00 ~ 17:00) 3. GM Meeting interpretation (11:00 ~ 13:00) Priority Note: Re ie status of eek’s tasks o Friday a d try to fi ish pe di g tasks o eekly asis.
- 5. 2. SETTING WORKLOAD --- Purpose: When there is too much to do in a day, creativity deteriorates. In order to maintain creativity and skill, workload balancing is the need of hour. Idea: Idea is to divide a day's work in three categories, namely 0.25, 0.5 and 1. Categories are distinguished on the basis of required time and skill set. In my personal opinion, maximum time for which I can sincerely work without deteriorating my skill and creativity is 6 hours in a day. Working hours is calculated as per below calculations: Office hours in day (mnts) 530 Working hours (mnts) ex. breaks,etc 480 My working hours (mnts) = 6 only 360
- 6. 2. SETTING WORKLOAD --- Definitions: 1 – Work that requires creativity. Example: Strategies, analysis, systems, policies, Action plans (A/P), etc. Study is also categorized in category "1". Maximum time that can be taken for one activity is 2 hours, i.e., there can be 3 activities of 2 hours each or 1 activity of 6 hours. 0.5 – Work that requires skill. Example: Interpretation, translation and A/P execution. Maximum time that can be taken for one activity is 1 hour, i.e., there can be 6 activities of 1 hour each or 1 activity of 6 hours. 0.25 – Wo k that doesn’t e ui e any skill set o c eativity. Example: Follow-up, reminder, mail, etc. Maximum time that can be taken for one activity is 0.5 hours, i.e., there can be 12 activities of 0.5 hours each or 1 activity of 6 hours. Note: Examples stated above are my personal tasks. And, I keep 3 as maximum workload for a day.
- 7. 2. SETTING WORKLOAD --- An illustration of my daily task management: Activities Time frame Priority Calculation Work load 09:30 Meet Interpretation 09:30~10:30 1 0.5 x 1 hour 0.5 5S Monthly Action Plan 14:00~17:00 3 0.5 x 2 hours 1 GM Meet Interpretation 11:00~13:00 2 1 x 3 hours 1.5 Total Load 6 3 My personal approach: At current level, works in 0.25 category are more, then in 0.5 and very few works in 1. With future growth, category 0.25 to be delegated and 0.5 and 1 to be focused. After a certain age in life, only category 1 to be focused. However, it doesn't mean that tasks in 0.25 and 0.5 will ever become zero. I hope it helps!