Business English - Discussing Workload and Managing Priorities

Activity 1: Let's Get Started! (Warm-up)

Why is it important to openly discuss workload with your manager or team? What can happen if workload issues are not addressed?
What methods or tools do you find helpful for managing your own priorities when you have multiple tasks?
Describe a time you had to negotiate your workload or re-prioritize tasks. What was the situation and how did you handle it?

Activity 2: New Words & Phrases (Vocabulary)

Let's explore some essential terms and phrases for discussing workload and managing priorities effectively.

1. Prioritize (verb): To determine the order for dealing with (a series of items or tasks) according to their relative importance.

Example: We need to prioritize these tasks to ensure the most critical ones are completed first.

2. Capacity (noun): The maximum amount that something can contain or produce; the ability or power to do or understand something.

Example: I'm currently at full capacity, so I might not be able to take on additional projects this week.

3. Delegate (verb): To entrust (a task or responsibility) to another person, typically one who is less senior than oneself.

Example: The manager decided to delegate some of the administrative tasks to free up time for strategic planning.

4. Swamped (with work) (idiom): To be overwhelmed with a very large quantity of something, especially work.

Example: I'm completely swamped with reports this week; I don't think I can attend the optional training.

5. Touch base (phrasal verb): To briefly make contact with someone, typically to update them or be updated on a matter.

Example: Let's touch base later this week to discuss the project's progress and any shifts in priorities.

Activity 3: Reading - The Project Overload

Read the following scenario about a team member discussing their workload and how priorities were managed.

Sarah, a dedicated marketing specialist, found herself increasingly swamped with work. Two major campaigns were running simultaneously, and a new urgent project had just been assigned to her. She was working late hours and felt her capacity to deliver quality work was diminishing. Recognizing the need to address this, Sarah scheduled a meeting with her manager, Mr. Harrison.

During the meeting, Sarah clearly outlined her current projects and the time commitment each required. "Mr. Harrison," she began, "I wanted to touch base about my current workload. With the Alpha and Beta campaigns, and now the new product launch materials, I'm concerned about my capacity to meet all deadlines effectively." Mr. Harrison listened attentively. He appreciated Sarah's proactive approach. "Thank you for bringing this to my attention, Sarah," he said. "Let's look at your task list and prioritize. The new product launch is our top priority right now. Perhaps we can delegate some aspects of the Beta campaign to another team member, or adjust its timeline?" Sarah felt relieved. They reviewed each task, re-prioritized based on urgency and impact, and identified a few items from the Beta campaign that could indeed be delegated. Mr. Harrison also suggested a follow-up meeting to ensure the new plan was manageable. This open discussion helped Sarah manage her workload effectively and ensured key projects stayed on track.

Comprehension Questions:

After reading the passage, answer the following questions:

What was the main reason Sarah felt swamped with work?
How did Sarah approach her manager to discuss her workload? What key information did she provide?
What solutions did Mr. Harrison propose to help Sarah manage her priorities?
What were the positive outcomes of Sarah and Mr. Harrison's discussion?

Activity 4: Role Play - Juggling Deadlines

Read the following dialogue with a partner. One person can be Emily, a team member, and the other can be James, her team lead.

Emily: Hi James, do you have a few minutes to discuss my current tasks? I'm trying to prioritize effectively.

James: Of course, Emily. Come in. What's on your mind?

Emily: Well, I have the Q3 report due on Friday, the client proposal needs to be drafted by Wednesday, and I also need to prepare the slides for next week's team presentation. I'm a bit concerned about my capacity to get it all done to a high standard.

James: I see. That is quite a bit. Let's think this through. The client proposal is definitely time-sensitive and a top priority. How much time do you estimate you need for that?

Emily: I'd say a solid day and a half to do it properly. The Q3 report is also critical, but perhaps some parts of data collection could be delegated if possible?

James: That's a good thought. Let me see if Mark can assist with the data collection for the Q3 report. That would free you up. For the presentation slides, can we aim to have a first draft by early next week instead of this week?

Emily: Yes, if Mark can help with the Q3 data, and we can shift the presentation slides deadline, that would make a huge difference. I feel much less swamped already.

James: Excellent. So, the priority is the client proposal, then the Q3 report with Mark's help, and then the presentation slides. Let's touch base on Wednesday afternoon to see how you're progressing with the proposal.

Emily: Sounds like a solid plan. Thanks for helping me prioritize, James. I appreciate it.

James: No problem, Emily. It's important to manage our workload effectively. Keep me updated.

Discuss Together:

After reading or performing the dialogue, discuss the following with a partner:

How did Emily clearly communicate her workload concerns to James?
What strategies did James use to help Emily prioritize her tasks and manage her workload?

Activity 5: Let's Practice - Weekly Check-in

Objective: Practice discussing workload and priorities using key vocabulary in a role-play setting.

Scenario: Chen is having a weekly check-in with his manager, Laura, to discuss his tasks. Fill in their parts of the dialogue using vocabulary from Activity 2.

Laura: "Hi Chen, thanks for meeting. Let's on your projects for this week. How is your workload looking?"

Chen: "Hi Laura. Overall, it's manageable, but I'm starting to feel a bit with the upcoming XYZ project deadline on top of my regular tasks. I want to ensure I can effectively."

Laura: "Okay, I understand. The XYZ project is definitely a high priority. What are the other main tasks on your plate right now?"

Chen: "Well, I have the daily system checks, the monthly performance analysis, and now the XYZ project. I'm concerned about my to handle all three without compromising quality."

Laura: "Right. Perhaps we can the daily system checks to another team member for this week to give you more focus time on the XYZ project and the analysis? How does that sound?"

Chen: "That would be a great help, Laura. Thank you! That should allow me to dedicate the necessary attention to the priorities."

Try to fill in the blanks with the correct words or phrases from Activity 2.