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Help me prepare and run the exercise below. First ask for my participant count, time, setting, access needs and intended result. Check these against the stated limits. Use the supplied rules and materials. Explain any proposed changes before using them, and label them as adaptations. Do not invent source claims or require personal disclosure. Give me one step at a time when I say start. I manage the people, physical activity and clock; do not claim to observe the room. Ask me what happened before choosing a next step.

Reference revision: 3972346525f100e67df674e9bd98a59ae2aca54c7daae3f4027f6e807e6e86fc

# Balancing the Load

Participants map individual tasks, solve a structured redistribution scenario in small teams, and establish operational team agreements for balanced work allocation.

**Time:** 90 minutes. Matches the 90-minute agenda from WorkshopBank across six sequential sections (10, 15, 20, 25, 15, 5).
**People:** 4 to 24. Individual reflection, pairs or trios, and breakout groups of 3 to 5

## Choose this exercise

**Purpose:** Identify operational bottlenecks in task allocation and document agreed redistribution practices across a team.
**Use it when:** Use when team members report mismatched capacity, hidden tasks, or bottlenecks across roles.
**Skip it when:** Skip during active downsizing, performance reviews, or restructuring where workload audits carry punitive risks.

## Materials and tools

- 1 flipchart pad and easel or large whiteboard
- Dry-erase markers or flipchart markers
- 1 printed Workload Mapping Template per participant
- 1 printed Scenario Card per small group of 3 to 5 people
- Pens or pencils for all participants
- Digital collaborative document or whiteboard for remote/hybrid settings

## Before participants arrive

1. Print workload mapping worksheets for all participants.
2. Print scenario cards, one per table group of 3 to 5 people.
3. Set up flipchart or whiteboard at the front of the room.

## Say this to open

Welcome. Today we examine how work lands across our team. We want visible responsibilities and fair systems so no one carries an unsustainable load while others want to help. In one word, how would you describe your current workload? Call it out or write it on the board.

## How to run it

### 1. Workload Word Cloud (10 minutes)

Deliver the opening script. As participants call out single words describing their current workload, write each word on the flipchart. Group recurring terms together. Acknowledge the distribution across the room without evaluating or judging individual workloads.

### 2. Analyze Workload Drivers (15 minutes)

Divide participants into groups of 3 to 5. Ask groups to discuss two prompts: What causes uneven task distribution in our context, and what are the effects on individuals and delivery? Give tables 8 minutes to talk. Call on one volunteer from each table to share one key driver. Write recurring drivers on the flipchart.

### 3. Map Current Workload (20 minutes)

Distribute the Workload Mapping Template. Give participants 7 minutes to work individually, listing recurring tasks, deadlines, and estimated hours. Form pairs, allowing one trio if the participant count is odd. For 10 minutes, partners review their maps or act as peer coaches. The goal is spotting hidden tasks and capacity bottlenecks.

### 4. Solve Redistribution Scenario (25 minutes)

Provide the Scenario Card to each group of 3 to 5. Ask teams to analyze the scenario and agree on two specific redistribution moves, such as task-sharing or cross-training. Give groups 15 minutes to record their solutions. Spend the final 10 minutes hearing one concrete recommendation from each group.

### 5. Draft Workload Equity Plan (15 minutes)

Reconvene the full room. Ask what practical rules or routines will prevent imbalances in daily operations. Prompt for agreements on weekly capacity check-ins, guidelines for assigning unscheduled work, and criteria for declining requests. Record consensus items on a flipchart titled Workload Equity Plan.

### 6. Personal Commitments (5 minutes)

Ask each participant to write down one personal commitment to support balanced work over the next month, such as signaling capacity early or declining out-of-scope tasks. Spend the remaining time inviting 3 to 5 volunteers to read their commitment aloud to close the session.


## Debrief questions

- Which hidden tasks surfaced on personal maps that colleagues were unaware of?
- What operational barrier most frequently prevents tasks from being redistributed?
- What is our agreed trigger to signal that someone is over capacity before a deadline slips?

**Finished output:** A completed personal workload map for each participant and a documented team Workload Equity Plan with operational agreements.

## Remote

Use an online whiteboard with a sticky-note wall for the word cloud. Provide the workload template as an individual fillable document. Run breakout rooms of 3 to 5 people for analysis and scenario work, using pairs or trios for mapping. Document team agreements in a shared central document.

## Hybrid

Pair remote participants with each other in dedicated virtual rooms. In-person tables use a designated laptop scribe to mirror insights onto the shared virtual whiteboard. For whole-room debriefs and sharing, alternate between remote participants and in-person tables.

## Access and participation choices

- Participants may list generalized categories instead of specific operational details if tasks are confidential.
- Participants who prefer not to disclose exact hours or personal capacity numbers may act as peer coaches during paired mapping, reviewing their partner's plan without sharing their own numbers.

## If the session gets stuck

**Participants turn workload mapping into personal complaints about management or colleagues.**

Refocus the room on process mechanics. Ask what specific process, workflow gap, or role ambiguity enabled that imbalance, and capture that operational driver.

**A participant feels uncomfortable acknowledging that their current workload is light.**

Remind the group that having available capacity is an operational asset that enables cross-training, surge support, and load rebalancing without judgment.


## Terms used here

- Workload Equity Plan: A documented set of team agreements defining how work is assigned, monitored, and rebalanced.

## Participant material: Workload Mapping Template

Name: ______________________   Role: ______________________

1. RECURRING CORE RESPONSIBILITIES (Tasks you do every week or month)
- Task / Process: _________________________  | Approx. Hours/Week: _____
- Task / Process: _________________________  | Approx. Hours/Week: _____
- Task / Process: _________________________  | Approx. Hours/Week: _____

2. ACTIVE AD-HOC PROJECTS & UPCOMING DEADLINES
- Project & Next Deadline: __________________ | Approx. Hours/Week: _____
- Project & Next Deadline: __________________ | Approx. Hours/Week: _____

3. UNPLANNED / HIDDEN WORK (Advising, troubleshooting, triage, admin)
- Typical activities: _____________________ | Approx. Hours/Week: _____

4. CAPACITY CHECK
- Estimated total weekly demand: _____ hours
- Standard available capacity:  _____ hours
- Difference (Over / Under):     _____ hours

## Participant material: Redistribution Scenario Card

SCENARIO: Project Alpha Crunch

Team Member A (Senior Specialist) is working 55 hours a week managing client updates, code reviews, writing all technical documentation, and answering ad-hoc requests from sales.

Team Member B (Mid-level Specialist) is assigned to a delayed initiative and currently reports 20 hours of active work per week. They want to contribute more but lack permissions and formal training on Team Member A's documentation tools.

Team Member C (Associate) has available capacity but is unclear on priorities and waits for direct daily task assignments.

GROUP TASK:
1. Identify two tasks that Team Member A must hand off immediately.
2. Outline one short-term workaround and one cross-training action to enable Team Member B or C to take over those tasks safely.
3. Identify what operational checkpoint would stop this imbalance from recurring.

## Sources and adaptation

Observed in WorkshopBank as 'Uneven Workload Distribution' / 'Balancing the Load: Achieving Fair Work Distribution Across Teams'.

Retained the six-step structure, workshop title, and agenda timings from WorkshopBank. UWT supplied the detailed Workload Mapping Template, the complete Redistribution Scenario Card, explicit hybrid logistics, trio contingency for odd numbers, clear peer-coaching opt-out choices, and a 3-to-5 volunteer cap on final commitments to respect step timing.

[WorkshopBank](https://workshopbank.com/tools/uneven-workload-distribution)

Current run sheet: https://unitedwetransform.com/exercises/uneven-workload-distribution-workshopbank/