Workload Allocation Responsibilities

• Introduction
• Responsibilities of the Supervisor
• Responsibilities of the Staff Member

Introduction

The Performance Planning and Review process provides an opportunity for a staff member and their supervisor to discuss workload within the context of the staff member's duties, the requirements of the work unit and the objectives and time frames agreed between the staff member and the supervisor.

However it also important to develop strategies and implement practices that help circumvent workload pressure. These may include:

• consideration of peak and off-peak work periods;
• setting realistic priorities and timeframes for projects;
• the employment of casuals where appropriate;
• building effective teams and;
• installing effective processes to monitor staff members' workloads.

The University and staff members have a vested interest and a joint responsibility in managing workload whether it be related to competing projects, organisational change, institutional goals, career development or family responsibilities.

Both supervisors and staff members have a role to play in setting reasonable and equitable workloads.

Responsibilities of the Supervisor

Supervisors are responsible for workload allocation. Supervisors are required to understand the necessary tasks to achieve outcomes and consequently be responsible for setting realistic and achievable tasks for staff.

Supervisors are encouraged to:

• consult with staff in planning and reviewing workload allocations;
• ensure workload is discussed as part of the Performance Planning and Review process providing the staff member with the opportunity to raise any issues;
• ensure workloads are taken into consideration in the development of the work area operational plan;
• monitor changes in workload of the individual and where relevant the work unit;
• recognise situations which may lead to work pressure and attempt to circumvent these;
• set realistic timeframes for the completion of tasks and projects;
• clarify lines of communication and delegation;
• provide staff members with the opportunity to act on feedback and comment on their work;
• be wary of regular overtime being performed;
• be mindful of staff member's need for breaks/annual leave;
• offer training where appropriate to staff in prioritising, time management, building new skills to assist staff in performing their duties efficiently and effectively (being mindful that time is allocated for training so that participation in such training will not increase a staff member's workload.)

Responsibilities of the Staff Member

Staff members share in the responsibility of ensuring workload is realistic and achievable and should communicate any concerns about workload with their supervisor as soon as possible.

Some staff may have difficultly in monitoring their own workload or raising concerns regarding workload. Regular and open communication with their supervisor about their duties and timeframes may make it less difficult for staff members to raise issues down the track.

(Dealing with workload concerns for advice in resolving problems associated with unreasonable workload.]

The Performance Planning and Review (PPR) process provides an opportunity for a staff member and their supervisor to discuss workload. Some of the following approaches may assist staff members in their PPR discussion or other discussions about workload:

• define work duties and responsibilities clearly as they impact upon your workload;
• seek clarification on timeframes to assist you in completing duties. If circumstances occur that impact on timeframes these matters should be discussed as soon as possible with your supervisor;
• categorise duties and responsibilities by priority. This may assist in planning a spread of work instead of expecting all duties to be completed or performed at once;
• be specific about the problems you may encounter while you perform your duties as these barriers may impact on your workload. Share ideas with your supervisor about improving your situation;
• training for prioritising, time management, building new skills may assist you in performing your duties more efficiently and effectively. Talk to your supervisor about appropriate training.