Dialogue tool on the balance between tasks, resources and well-being
How can we achieve an optimal balance between our tasks, resources and well-being in the workplace? This tool helps managers and employees gain an overview, align expectations, and set priorities to achieve a better balance.
Both managers and employees are welcome to take the initiative to use the tool.
Employees can use the tool to reflect on their tasks, gain an overview, and discuss possible adjustments.
As a manager, the tool can help you gain insight into your employees' overall task portfolio and how the different tasks, both separately and collectively, impact their well-being. This knowledge can serve as a basis for adjustments in tasks, resource allocation, and the development of concrete action plans.
The tool can be used in different contexts. For example, as a follow-up to the workplace assessment or as a supplement to other HR tools, such as action plans for stress prevention or in competency development, career development and staff development dialogues.
How to use the tool - for employees
1. Create an overview of your tasks and evaluate them
- Download the Excel sheet to fill out
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Make a list of your current tasks under the different types of work you perform (e.g. teaching, administration) for the next three months
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Give your tasks a score based on the following three parameters: Motivation, Resources and Importance
Motivation
Evaluate how a task affects your motivation and energy levels. Consider whether the task engages and motivates you, but also whether it contributes to your personal or professional development.
Resources
Evaluate whether you have the necessary resources to perform your tasks. Consider which resources are required – not only time and skills but also access to information, technology, tools, collaboration with colleagues, and financial and material resources.
Importance
Evaluate how important the task is for your unit or the university as a whole.
2. Reflect on your tasks and prepare for a conversation with your manager
When preparing to discuss the worksheet with your manager, ask yourself the following questions:
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How satisfied are you with your overall task portfolio?
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How do you feel about the relationship between your tasks and the resources available to you?
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Do you think it’s necessary to – or would you like to – make any adjustments to your task portfolio?
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Do you think it’s necessary for you and your manager to align your expectations about the quality or level of ambition of your work?
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How can your manager best support you to perform your tasks – both now and going forward?
3. Have a conversation with your manager and draw up an action plan
During the conversation with your manager, you should:
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Share your reflections
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Explore opportunities together to optimise your work situation
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Agree on the following (if relevant):
- What changes need to be made?
- Who is responsible?
- What is the timeframe?
- How will you follow up?
How to use the tool - for managers
1. Give a group introduction (if relevant)
If the tool is used for a group of employees, give a group introduction to the process. Clarify the purpose of the worksheet and how it will be used.
After this introduction, arrange individual meetings with your staff, and set aside time afterwards to summarise the main points from these meetings.
2. Hold individual meetings
Create a safe space: Make sure you won’t be disturbed, and frame the meeting by explaining:
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the purpose of the meeting
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that you will mutually agree on how to follow up on the meeting
Start by outlining what you need to cover during the meeting, so that you manage to discuss what the employee needs. Keep an eye on the clock and make sure you have time to agree on actions or adjustments if required.
Remember to listen out for the message in any feedback your employee gives you. Make specific agreements – this makes it easier to honour them and follow up.
Ways to address challenges
During your meetings, your staff might draw your attention to challenges they are facing. Here are some ways you can address these challenges.
Challenges involving collaborative relationships:
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Talk to your employee about what is challenging and how best to tackle it.
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If there is a conflict between employees, support these employees – if possible – to resolve the conflict themselves. If this isn’t possible, offer to help them resolve or manage the conflict. Find advice on conflict management
Challenges involving time pressure – including the risk of stress overload
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Prioritising tasks: Help your employee to prioritise their tasks with a focus on motivation.
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Feedback and collaboration: Explore whether your employee could benefit from extra feedback or collaboration
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Reallocating tasks: Consider temporarily reallocating some tasks to another employee. Remember to check that the employee is willing to hand over some of their tasks – and that the other employee is willing to take them on.
Competency development needs
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Consider whether the employee’s task portfolio can be adjusted to better match their competencies and development goals.
3. Follow up on your agreements
Make sure you follow up on the agreements you have made with your members of staff. Schedule a follow-up meeting to assess whether the actions and adjustments you put in place are working.