How to Tactfully Request Hourly Work Reports from Senior Department Heads?

Dear All,

In our organization, my newly joined boss wants to conduct a workload analysis. He has asked me to schedule a meeting with department heads and requested all Heads of Departments (HODs) to submit hourly work reports by next week. All other HODs are very experienced and senior in age. Personally, I am not fond of this approach, but I could not decline my boss's request.

My question is: Is this approach truly beneficial for the organization? How should one approach such senior individuals to request hourly work reports? Additionally, how can one politely refuse to submit this type of report, considering that no one prefers to provide reports on an hourly basis?

Regards,
Abhay

Dear Abhay,

Workload analysis is important to understand the present workload and plan for the future, keeping upcoming plans in mind. Without scientifically and logically analyzing many areas such as manpower, cost, and resource planning, it will be difficult. Today, if you can't tell how each individual is loaded, when work projects increase, the same people will complain about being overburdened, and productivity will be affected. So, it is reasonable for your new boss to grasp these issues.

What your boss likely means by an hourly work report is: what are the daily "must-do jobs" - routine tasks, mandatory attendance at weekly reviews/conferences for stock taking, etc. Firstly, list these down after discussing with each team manager the list of their daily chores - general and specific to each team. You will see many tasks are repeated, leading to a loss of time for the organization. For example, a Team Leader, Assistant Manager, and Manager making the same report. Therefore, clarify roles and responsibilities so that only one person creates the report, and others review and approve it.

Please note that the HR team in the organization is pivotal. As an HR representative, you should consider the overall organizational benefits and perspectives and not be afraid to approach Heads of other departments, considering their seniority. If you are logical, have done your homework, and can justify the overall benefits, you will surely get their valuable inputs and strong support.

From your post, it seems that you may not like the concept - this is normal, as any employee does not want to let management know "what free time they have." As an HR leader, you must lead by example. Be open to ideas that lead to self and organizational development - only then will you stand above the rest of the "also-rans."

Cheers,
PM

Dear Abhay,

I provide performance-based consulting solutions for my clients. From implementing Flexi Work Arrangement to Work Flow Analysis, Work Life Balance Program, and Pre- & Post- M&A, workload analysis is a tool I frequently need to use to gather data in order to identify the gaps/concerns before customizing a solution for implementation. It is, therefore, a very important tool that has numerous advantages and benefits that you need to appreciate by understanding the subject better. You have to convince yourself first before you are able to convince your HODs.

Two things you need to do - firstly, clarify with your new boss the key objectives and his expectations of this initiative so that you can effectively plan for it; secondly, work your rounds with different HODs to get their inputs/advice on how to successfully carry out this assignment. Getting inputs from HODs and seniors prior to any program implementation is not only a sign of respect but also part of a communication strategy to pre-empt affected stakeholders - so that they are not taken by surprise. Whether the inputs are incorporated into your implementation strategy is not crucial, but importantly, it improves buy-in because HODs are consulted.

Regards,

Autumn Jane

Dear Abhay,

As others have suggested, you need to provide more information to receive concrete advice. However, if you had searched the web for the same, you would have found some interesting discussions at the following links:

- Can you conduct Workload Analysis by Job Analysis alone? If yes How? | LinkedIn Answers | LinkedIn
Found by Google search at Google

Have a nice day.

Simhan

Dear Abhay,

I am pleased for you. Long ago, a friend of mine had attended a Time Management Course where he had to keep an hourly record for a week. At the end of the week, he was ashamed to keep the diary for longer as he found that he did not have much useful work. He had delegated most of the routine work to subordinates and was spending a lot of time on trivia just to appear busy.

Have a nice day.

Simhan