How to Maintain a Manageable Workload: Use the 3 M’s

If you’re a small business owner, you’ve probably felt it, that creeping pressure of too much work and not enough time or people to get through it.

It’s not just you. An article from HRM Online recently broke down the “3 M’s” of regulating work demands, and while it’s aimed at HR and safety leaders, the takeaways are spot-on for small businesses too.

So, I’ve pulled out the parts that matter most and translated them into something practical for busy owners like you.

Here’s how to use Monitor, Measure, and Manage to get on top of workload issues, before they burn out you or your team.

Step 1: Monitor Workload

You can’t fix what you don’t see.

Monitoring workload isn’t about micromanaging, it’s about staying aware of what’s on each person’s plate (including your own) and how sustainable it is.

What this looks like in your business:

• Check-in regularly: even a 5-minute weekly chat can help spot overwhelm before it becomes burnout.

• Use simple tools: a whiteboard, shared spreadsheet, or even a group chat to track who’s doing what.

• Look for red flags: things like longer hours, slipping deadlines, more sick days, or tension between team members.

If you notice a pattern of late nights or missed breaks, it’s worth asking “Is this just a busy week, or a sign something’s out of balance?”

Step 2: Measure Workload

Once you’ve started monitoring workloads, the next step is to measure them more precisely. Understanding how employees are spending their time and the impact on their wellbeing will help you make informed decisions. 

What this looks like in your business:

Workload can be broken into 3 key zones: 

1. Well-Utilised (Green Zone): This is the ideal zone. Employees feel engaged, appropriately challenged, and have the capacity to stretch and grow. They are supported and energised in their work, experiencing manageable peaks and troughs. 

2. Under-Utilised (Orange Zone): Employees in this zone may feel disengaged, undervalued, or stagnant. They may not have enough work, or the tasks they’re doing lack meaning and challenge. 

 3. Overloaded (Red Zone): Employees in this zone are at high risk of burnout. They’re overwhelmed with chronic, unmanaged work demands. This situation requires your urgent intervention. 

By measuring workloads in these 3 zones, you’ll get a clearer picture of how your team is really doing. It'll help you spot who might need extra support, and who’s ready to take on more or try something new.

Step 3: Manage Workload

Once you’ve spotted a workload issue, the next step is to do something about it, both now and for the long run. That means supporting the person in the moment, and then looking at whether the job itself needs a rethink.

What this looks like in your business:

1. Support First (Short-Term Fixes)

Here’s how to step in quickly when someone’s struggling:

• Show them that they have your full support

• Point them toward any wellbeing tools you have in place, such as EAP or check-in with a manager.

• Look at what can be adjusted right now, deadlines, task load, extra help, etc.

2. Then Review the Role (Long-Term Fixes)

Once the pressure’s eased, dig a little deeper:

• Is the job still what it was hired to be, or has it quietly grown bigger over time? (aka scope creep)

• Have new tasks or systems made it harder? Maybe processes have changed and added extra layers.

• Can the person shape how they work or make small changes that help them manage better?

Taking this 2-step approach (support now, review for the future) helps create a healthier, more sustainable workload for your team.

When workload isn’t managed, good people burn out, small mistakes turn into serious ones, and culture suffers. And as a CEO, Managing Director, General Manager or Leader, this is your job to make sure this does not happen.

The good news? You don’t need complicated HR systems or endless processes to manage workload well. Just some structure, a consistent commitment to checking in with your staff and the confidence to press pause or pivot when needed.

If this article struck a chord, and you’re thinking “That’s us, but where do I start?”, I can help.

I work with business owners to build simple, effective HR foundations that prevent burnout, improve performance, and keep things moving when the pressure’s on.

Let’s chat about what’s working in your team, and where we can make it easier for everyone to thrive.

Book a free discovery call today. Let’s make managing staff the least of your worries. 

Get in Touch

Need help? Contact us today - sandra@hrconsultingtas.com.au or 0408 408 225  

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