The Workload view is a great way to see how your team's work is divided and the upcoming timeline for everyone's tasks in one place. If needed, you can always reassign or change due dates to make sure everyone stays on target with the amount of tasks they can complete within that timeframe. With our workload widget, you can now have these insights from multiple boards in order to make sure your team is set for success. This widget is a must have to enhance your workflow! Keep reading to learn how it works.
Now, let's get started!
As you get started, please make sure your boards contains the following columns:
- A people column
- A date or a timeline column
Another important setting to consider is the weekend. You can either count the weekends as working days or exclude them from the working days. You can customize this setting in the Admin section of your account. Check out this article to learn more.
How to add the Workload Widget?
Simply click on "Add New" at the top of the Dashboard page > Click More > Add "Workload" as seen below:
Once added, click on the cogwheel to start customizing!
Setting up the widget
Step 1 - Choose the boards
First, you will need to choose the boards that you're interested in pulling information from. It is important to remember to choose all the relevant boards in which your team members are assigned, in order to make sure you see the scope of the entire team's tasks across all of their projects.
Step 2 - Pick the time column
Since this widget checks all items assigned to a person over a certain time period, you must choose boards that contain either a date or timeline column.
If your board does not have either of these columns you will receive an error message. You can simply add a date/timeline column and then continue planning.
Step 3 - Choose the person column
Now you need to choose which People column from each board you want represented on the board. This will determine the tasks that appear next to each person's name.
Step 4 - Choose Effort and Capacity
You can display the data in two ways: count item and effort.
- Count Item
If you choose Count items, each item that is assigned to that person will be counted as 1 and displayed on the board.
Sometimes, some of our tasks require more effort or carry more weight than other tasks. This setting works with both a numbers or formula column. In our use case, we are using our numbers column which represents the time estimation of each task.
Let's say Julia has one item assigned but it will take 7 hours. Lea has 5 items assigned, but each one takes 0.5 hours. Julia's total effort will be 7 hours and Lea's total effort will be 2.5 hours.
- Weekly Capacity
You can then choose a Weekly Capacity for the entire team. This will be the limit of how many hours you want the team to be working on those tasks in that week. In our example, we set up the week capacity to be 10 hours per week.
- Person Capacity
You can also set up a capacity per person by clicking on "edit capacity per person" as below:
You will then be able to define a capacity for each person.
Step 5 - Choose your groups
You can pick which specific group of each board you'd like to see the values from. In this example, we want to see all groups from each board:
Now you can see all the tasks across multiple boards for each team member in a certain time period.
Understanding the colors
🔵 Blue Bubble - The person is below the maximum amount of effort. You can keep assigning tasks!
✔️Blue Bubble with a check mark - You are right at the weekly capacity!
🔴 Red Bubble - The person has gone over the Weekly Capacity limit that was set
You can view the team's scope by Days, Weeks, or Months.
Filter your widget
You can filter to find the information you need by using the advanced filters. On your Scope widget, click on the filter icon as below:
Let's say we want to see all the tasks that are Stuck and Overdue to see how we can reorganize the teams' workload and make sure we can complete the project successfully.
This will display all the tasks that are past their due date AND the status is Stuck so we can see where the roadblocks are and make adjustments as needed. You can even save your view by clicking "save" on the top right corner.
If you want to have a closer look at the team's tasks, you can click on any of the circles and see the tasks listed on that timeframe. You can change the due dates or reassign tasks as needed.
Now, your team will stay on track, on time, and working within their capacity.
Have any questions? Let us know at [email protected] and we'd be happy to assist :)