Solving the Issue of Underutilized Team – A Leader/Manager’s Perspective

A team experiencing a lack of work can significantly impact productivity, employee morale, and operational efficiency. This challenge becomes even more critical for teams with fluctuating workloads due to seasonal demand, project-based assignments, or uncontrollable input factors.

As a Leader/Manager, you need a flexible approach to maintain team motivation, optimize human resources, and ensure readiness when workloads increase again.

Below is a detailed analysis of the risks involved and practical solutions.

1. Risks of an Underutilized Team

⚠️ A. Loss of Employee Motivation and Productivity

• Employees may feel disengaged and demotivated due to insufficient workload.

• If the situation persists, they may actively seek other job opportunities, leading to talent loss.

⚠️ B. Wasted Resources and Operational Costs

• Employees continue to receive salaries but do not generate sufficient value, creating financial strain.

• The company may consider layoffs, affecting team stability.

⚠️ C. Workforce Shortage When Workload Increases Again

• When workload returns, a lack of trained staff or necessary skills may lead to excessive stress and reduced service quality.

⚠️ D. Uncontrollable Work Input

• The volume of work may depend on external factors such as customer demand, project acquisition, or market trends beyond a Leader’s control.

2. Practical Solutions for Leaders/Managers

✅ A. Utilize Downtime to Enhance Team Value

1. Assign Internal Improvement Projects

   • Optimize workflows, refine tools, and create standardized documentation.

   • Develop checklists and templates to improve efficiency when work resumes.

2. Invest in Training & Skill Development

   • Conduct internal training or encourage employees to acquire new skills.

   • Provide cross-training opportunities to prepare employees for diversified tasks.

3. Leverage Internal Job Rotation

   • If other departments are overloaded, employees can be temporarily reassigned to support them.

✅ B. Optimize Resources Without Losing Key Talent

1. Reduce Working Hours Instead of Layoffs

   • If cost-cutting is necessary, consider temporary part-time arrangements or rotational leaves instead of dismissing employees.

2. Implement a Flexible Workforce Model

   • Use a combination of full-time employees, freelancers, or temporary contracts to scale up or down as needed.

3. Control Hiring and Workforce Planning

   • If hiring is frozen, maintain a core workforce to avoid shortages when workloads return.

✅ C. Prepare for Future Workload Increases

1. Use Data to Forecast Workforce Demand

   • Analyze past workload patterns to predict peak and low periods.

2. Leverage Automation

   • Implement technology solutions to reduce manual tasks and maintain efficiency without excessive staffing.

3. Maintain Relationships with Former Employees or External Contractors

   • If layoffs are unavoidable, keep in touch with former employees or freelancers for quick re-hiring when needed.

✅ D. Build a Stable Work Pipeline for the Team

1. Diversify Work Sources

   • If the team depends too much on a single type of work, explore additional services or interdepartmental collaboration.

2. Improve Task Allocation Process

   • Use work management tools (e.g., NetSuite, Jira, Trello) to distribute tasks evenly and prevent workload imbalance.

3. Communicate Transparently with Employees

   • If a low-work period occurs, keep employees informed to prevent anxiety.

   • Foster a positive work environment to avoid a perception of impending layoffs.

3. Conclusion & Detailed Analysis of Two Scenarios

The situation of an underutilized team generally falls into two main scenarios:

1. Temporary Work Shortage (short-term, with a likelihood of recovery in the near future).

2. Long-Term Work Reduction (sustained decline in work, no sign of recovery, or organizational strategy changes).

Scenario 1: Temporary Work Shortage – Retaining the Team to Prepare for Work Resumption

Identifying Characteristics

• Work fluctuates seasonally or by project cycle (e.g., fewer projects at the beginning of the year, peak demand at the end).

• New projects or client work are expected to resume after a temporary pause.

• The company wants to retain skilled employees as workload recovery is anticipated.

Recommended Solutions

1. Keep Employees & Utilize Downtime Effectively
✅ Assign internal projects: Improve processes, document workflows, and optimize tools.
✅ Invest in training & skill-building: Organize training sessions or encourage multi-skill development.
✅ Support other departments: Temporarily transfer employees to assist teams with heavier workloads.

2. Optimize Costs Without Losing Key Employees
✅ Reduce working hours or implement rotating leave schedules: A budget-friendly alternative to layoffs.
✅ Introduce hybrid work models: Allow remote work to minimize office costs.
✅ Adjust compensation & benefits temporarily: Negotiate with employees to balance cost control and retention.

3. Prepare for Future Workload Increase
✅ Forecast workload resumption timelines: Use historical data to anticipate workload spikes.
✅ Streamline onboarding processes: Have a recruitment strategy ready for when additional staffing is required.
✅ Maintain positive team morale: Avoid uncertainty by keeping employees engaged and informed.

🔹 When Should Layoffs Be Considered?

• If the low-work period extends beyond expectations, making continued staffing unsustainable.

• If market or client trends indicate that previous work levels will not return.

Scenario 2: Long-Term Work Reduction – Restructuring the Workforce for Sustainability

Identifying Characteristics

• No signs of workload recovery (e.g., loss of major clients, business strategy shift, or market contraction).

• The company is significantly tightening budgets, freezing hiring, and potentially downsizing.

• Certain roles or positions become redundant due to business model changes.

Recommended Solutions

1. Develop a Long-Term Workforce Strategy
✅ Identify critical roles to retain: Prioritize employees with diverse skill sets and adaptability.
✅ Implement internal job rotation: Reassign employees to other functions if possible.
✅ Adopt automation & efficiency solutions: Train employees to manage new systems instead of retaining excess manual labor.

2. If Layoffs Are Necessary, Minimize Negative Impact
✅ Reduce staff gradually: Avoid large-scale layoffs by implementing phased reductions.
✅ Support employees in finding new opportunities: Offer internal transfers or external job recommendations.
✅ Maintain connections with former employees: Keep communication open for potential re-hiring in the future.

🔹 When Should Workforce Reduction Be Decided?

• When labor costs become unsustainable with no signs of workload recovery.

• When the company shifts its business strategy, making some roles obsolete.

• When automation or outsourcing solutions provide a viable alternative.

4. Summary & Leader/Manager Recommendations

If your team is experiencing a temporary work shortage:

➡ Focus on training, process improvement, interdepartmental support, and cost optimization without losing essential talent.
➡ Consider flexible work schedules, reduced hours, or remote work to manage expenses.
➡ Prepare for workload recovery with workforce forecasting and recruitment planning.

If your team is facing a long-term decline in work:

➡ Evaluate workforce needs, retain critical employees, and explore internal redeployment opportunities.
➡ If layoffs are unavoidable, execute them in phases to minimize impact.
➡ Leverage automation and flexible workforce strategies to maintain efficiency.

👉 As a Leader/Manager, your key responsibility is to assess your team’s situation accurately and implement the most balanced approach between cost efficiency, operational effectiveness, and employee morale.