Ten years ago I started working for DMD medical Supplies as a clerk. Six months ago I was promoted to Office Manager. I manage two people. My office provides secretarial support for the four members of the executive team. Two years ago, my boss Liz assigned an employee I manage, Jack, to support Ralph Alane and Jessica Hilo.Ruth, the other person I manage is assigned to Samuel Daley and Frank Daley. (These aren’t their real names) The work flow was equally balanced.

Within the last three months Ruth has cut her breaks short to complete her work, she complains about being tired, and twice a month requires overtime hours costing the company $200 a month. Within the last three weeks, Frank Daley has been complaining about her Work.
Jack, on the other hand, has had little to do. He comes in late a couple times a week and takes more than the allotted break times. What work he does have he always professionally completes, though. I did do some research, and I found out that Samuel and Frank share a part time administravtive assistant, and she only works 15 hours a week. Ralph and Jessica share a full time assistant, but Jessica is on medical leave and my boss isn’t sure that’s shes coming back. All her work has been given to Ralph and Frank. Its not in my authority to change the work assignments of anyone, and I know for a fact that its no one’s personal life getting in the way. I need to change the work assignments so that Ruth and Jack both have enough work…but I’m not sure what to do. What would you do?

Am I missing something here? You state:

Its not in my authority to change the work assignments of anyone, . . .

I need to change the work assignments so that Ruth and Jack both have enough work

Those statements are contradictory.

In this situation, it seems like there is an imbalance in workload between Ruth and Jack. Ruth is working overtime and cutting breaks short to complete her tasks, while Jack has little to do and takes longer breaks. You mentioned that it is not within your authority to change work assignments, but you are looking for a solution to provide a more balanced workload for both employees.

Here are a few steps you can take to address the issue:

1. Communicate with your boss: Schedule a meeting with your boss, Liz, to discuss the workload imbalance. Explain the situation and provide specific examples of Ruth's overtime and Jack's lack of work. Seek her guidance and support in finding a solution.

2. Determine task distribution: Review the tasks and responsibilities of Ruth and Jack to identify any potential opportunities for redistributing work. Consider the skills, interests, and availability of both employees.

3. Discuss with other team members: Speak with Ralph, Samuel, and Frank to understand their specific needs and how they are currently utilizing the assistance of Ruth and Jack. This will give you a clearer picture of the tasks that need to be reassigned or redistributed.

4. Propose a solution: Based on your discussions with your boss and the team members, develop a plan for reallocating the workload. The goal is to ensure that both Ruth and Jack have a fair and balanced amount of work.

5. Present the plan: Schedule a meeting with your boss and the relevant team members to present your proposed solution. Clearly explain the reasons for the changes and the benefits it will bring, such as increased efficiency and productivity.

6. Seek feedback and make adjustments: Allow for feedback and suggestions from your boss and the team members involved. Be open to making adjustments to the plan based on their input. Collaboratively find a solution that works for everyone.

7. Implement the changes: Once a plan is finalized, communicate the changes to Ruth and Jack. Explain the reasons for the reallocation of tasks and how it will help increase productivity and equalize workload. Provide support and guidance to both employees during the transition.

Remember, the key is to approach this situation tactfully and professionally. By involving your boss and seeking input from the team members directly affected, you increase the chances of finding a satisfactory resolution for everyone involved.