Problem Recognition, Definition, and Evaluation
The new team for AACE class has already completed its 5 days intensive class and formed the team named Simatupang AACE 2014. In regards to prepare the team for long distance class which is has so many tasks that have to be completed, we have to manage our workload effectively to achieve our target. Some tips to manage workload without getting stressed that we retrieved from http://creativeboom.co.uk/tips/how-to-effectively-manage-your-workload/ are:
- Assess current situation
- Set Realistic Deadlines
- Create Schedule
- Stick to The plan
- Take one step at a time
- Iron out any distractions
- Boost productivity
- Manage Client Expectations
- Increase rates
We will try to follow all these tips above with using project management perspective. To help us monitoring our forecast workload then we are creating workloading histogram.
Development of The Feasible Alternatives
Workloading histogram is some tools to helping us define forecast workload each members based on activity, resources, and target date that we put into schedule. This histogram can help the project manager/organization lead also to define whether His/her team members are overload, need additional resources, or maintain workload of his/her members.
Development of The Outcomes For Each Alternative
Following are activities and target duration from Simatupang AACE 2014 team that we used as our basis calculation to create workloading histogram:
Fig 1: Activity List
After defining activity and duration, we create the schedule and time allocation each activity.
Fig 2: Schedule and Time Allocation
Selection of Criteria
From the schedule, we spread our manhour allocation into each activity and we create histogram as below
Fig 3: Work Loading Histogram
Analysis and Comparison of The Alternatives
We focus into activities that will need additional time after office hour, so we exclude all activity under Sim 7 (1st F2F, Mid Term, 2nd Class F2F).
All of the task will be done after office hour, so our baseline hour (average) per person as follows:
Monday – Friday (1 hr/day) : 5 hrs
Saturday – Sunday (3 hrs/day) : 6 hrs
Total Hours per week :11 hrs
Fig 4: Work Loading Histogram Excl. Class Time
Selection of The Preferred Alternatives
Based on work loading histogram above, we get information that:
- Peak time will be at W11 – W14
- Start from W11 until W18, refer to the plan, each member will be overloaded
- We should reduce workload from W12-W18 by increasing productivity on the others week, Reducing scope, or add manpower
- We have spare 1 hour per week on W1 – W10 and W19 – W20 to be optimized for reducing workload at the peak time
Performance Monitoring and Post-Evaluation of Results
Workloading histogram shall be monitor and maintain on weekly basis (follow the schedule update) to helping Project Manager/ Organization lead maintain his/her team member workload and/or to help each member to manage their workload effectively and at the end all of target can be achieved.
Giammalvo, PD. (2013). AACE Certification Preparation Course. Retrieved from http://www.build-project-management-competency.com/
Angeli, E., Wagner, J., Lawrick, E., Moore, K., Anderson, M., Soderlund, L., & Brizee, A. (2010, May 5). General format. Retrieved from http://owl.english.purdue.edu/owl/resource/560/01/
Sullivan, WG., Wicks, EM., Koelling, CP. (2012). Engineering Economy Fifteenth Edition.
Cowan, Katy. (2011, May 9). How to effectively manage your workload. Retrieved from http://creativeboom.co.uk/tips/how-to-effectively-manage-your-workload/