This month, we are looking at workload management — an organizational factor that can impact psychological health and safety in workplaces.
Workload management goes beyond checking off tasks—it’s about creating a work environment where responsibilities can be met within available time and without unnecessary stress.
Effective workload management isn’t just a productivity concern; it’s a matter of psychological health and safety. When you feel supported in meeting your responsibilities—and have a clear understanding of what those responsibilities are—you’re more likely to thrive, collaborate, and contribute meaningfully to UBC’s mission.
Here are some evidence-based actions from Workplace Strategies for Mental Health that can help you take control, reduce stress, and work more effectively.
Understand what’s expected
Clarity is key. If you’re unsure about priorities or deadlines, speak up and ask. Having a clear understanding of what’s expected helps you focus your energy on what matters most—and avoid unnecessary stress.
Tip: Try summarizing your understanding of a task and asking your supervisor to confirm or adjust it. This can prevent miscommunication and help you feel more confident.
Earlier in 2024, Human Resources launched a pilot performance enablement program known as GPS (Goals. Performance. Success). Now in its third cycle and gaining momentum across a number of portfolios and units at UBC, the program takes a people-focused approach to performance enablement as a continuous, two-way communication between staff and managers throughout the entire performance cycle. We have developed a Staff Conversation Guide to help participants build a culture of success, shared learning, and goal alignment at UBC by having more effective check-in conversations with their leaders. To access the resource, you will need to be connected to the UBC VPN.
Speak up about stressors
If your workload feels unmanageable, consider having a respectful conversation with your leader. Share what’s working, what’s not, and suggest possible solutions. Seeking help to prioritize what is important, eliminating redundant tasks, and managing deadlines are key to reducing the stress associated with your job. Ask for your manager's help to understand what's important or useful, what tasks are flexible, and how to meet deadlines.
The tools and resources you have available may also be contributing to an overwhelming workload. If outdated systems, unclear instructions, or missing tools are slowing you down, let your manager know. Leaders may not be aware of these barriers unless you raise them.
Tip: Review this workload stress resource for tips to help you raise these concerns with your leader.
Find flexibility where you can
Even if your job has fixed responsibilities that happen hourly, weekly, or monthly, you may have some control over how you approach tasks. Can you batch similar tasks together? Adjust your schedule to match your energy levels? Small changes can make a big difference.
Tip: Reflect on your daily patterns—when are you most focused? Try aligning your most demanding tasks with those windows.
Plan for those busy periods
Our students, faculty and staff are the driving force behind UBC’s success and the reason we continue to thrive. When it comes to managing busy periods, plan ahead. Think about what support you might need at different points during the academic year—whether it’s blocking off time, setting boundaries, or asking for help early.
During peak periods or when new projects arise, involve your leader in planning how to manage the load. And the same for slower periods, dedicate your time to preparing for the weeks and months ahead.
Tip: Connect with peers across the university. Others may be able to share strategies that they have found to reduce stress when work builds up.
Minimize interruptions
Interruptions and lack of downtime can compound workload stress. Talk with your colleagues or leader about strategies to protect time for focused work and recovery.
Tip: Have a discussion with your colleagues or leader about different ways to find focused time to get your work done. This might include:
- Blocking time for deep work
- Reducing unnecessary meetings
- Encouraging team norms around breaks and boundaries
Find time for movement and recovery
Workload management isn’t just about tasks—it’s about your wellbeing. Make time for breaks, movement, and moments of recovery. You’re more effective when you’re rested and supported.
Tip: Connect with UBC Recreation to organize a Movement Break during classes, meetings, and other gatherings (UBC Vancouver | UBC Okanagan). You can also seek support through our Employee and Family Assistance Program (EFAP) to help with a range of work, life, and health concerns.
Why workload management matters
At UBC, people take pride in their work and want to do well. With the right workload management, we can stay energized, focused, engaged, and help create a more psychologically healthy and safe environment. When we can make decisions and influence the way we work, we can find positive approaches to meet the challenges we all experience in UBC’s learning, teaching and working environments.
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