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!
To measure the workload of your team members, you'll want to make sure your boards contains the following columns:
- A People Column
- A Date or a Timeline Column
Alternatively, if you want to measure any other resources, such as meeting rooms, factory machines, hand tools, cameras - you name it - you can use a Status 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 workload of the entire team's tasks across all of their projects.
Step 2 - Choose the groups
Now, you can choose the groups that you're interested in pulling information from.
Step 3 - 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.
Next, you can choose whether you want to see a breakdown of the items or sub-items in your board! In the example below, we've selected "Sub items", and our widget now displays only the sub-items on our board.
Step 4 - Choose the resource type
Now you need to choose which resource type from each board you want to be represented on the workload. The resource type can be a People Column, Status Column, group, or board! This will determine according to what parameters we see the workload divided. In the example below, we've chosen the People Column, so we see our tasks divided among our team members (listed in the left panel of our widget). This is sort of like the y-axis in a chart, while the tasks represent the x-axis.
Step 5 - 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 this example, we are using our Numbers Column, which represents the time estimation it takes to complete 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.
When more than one person is working on a task, we can choose to display how they "divide the effort" between them. We can toggle between "Split", which will divide the effort equally amongst partners, and "Sum", which will assign each of the partners the total number of hours that the project takes.
In the example below, we chose "Split", because Kayla and Ariel are going to split the four hours allotted for this project evenly in two. On the view, we can see that they have each been assigned 2 hours for this project. If Kayla and Ariel were working together on the project, and they would both be spending 4 hours, we would select "Sum", and we would see all 4 hours reflected in Kayla's workload as well as in Ariel's workload.
- 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 the example below, we set the capacity to be 5 hours per week.
This means that if you are viewing your widget's calendar by weeks, the colors of the circles will reflect the capacity you set. However, if you change the calendar to view by days, the capacity will be divided evenly by the 5 working days of the week. In other words, the weekly capacity of 5 will be split by 5, and will appear as 1 hour per day of the week.
Similarly, if you view your widget by months, your weekly capacity of 5 will be multiplied by 4 weeks in a month, showing you a monthly capacity of 20. This may or may not reflect your intentions when setting your weekly capacity, so it's important to keep this in mind.
- 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 the capacity for each person.
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 workload by Days, Weeks, or Months.
Let's take a look at a use case where we want to assess the allocation of our company's resources rather than the effort of our team members. The board below helps us coordinate all of our company's deliveries. Each item is a delivery that needs to be done, and is assigned a driver (using the People Column) and vehicle (using a Status Column). The date of the delivery is assigned, and the duration of the ride, as well as the travel distance, are indicated using a Numbers Column.
We want to make sure that none of our vehicles are surpassing their weekly limit of 1200 total kilometers of travel distance. We can set our Workload Widget to show us exactly that! First, we select our "Vehicle" Status Column as our resource type, and then we can select "Add Effort"! We want to define our effort by our "Travel Distance" Numbers Column.
Now, we can set "1200" as the "Weekly Capacity" in the field below:
Now, our widget is showing us all of our vehicles listed in the left panel, and to their right, we can see how many kilometers they are scheduled to travel each day of the week. We can see that our Ford is set to exceed its limit on the 13th, so we can go ahead and schedule a different vehicle for this delivery instead!
Filter your widget
You can filter to find the information you need by using the advanced filters. On your workload 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.
If you are using data from a Timeline Column, and have milestones set, you will see them in the breakdown of tasks under each circle! Milestones will appear in the shape of a diamond to help you identify them!
Now, your team will stay on track, on time, and working within their capacity.
If you have any questions, please reach out to our team by using our contact form. We're available 24/7 and happy to help!