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The Workload view

Resource management is the process of planning the use of your resources and scheduling out their allocation. Resources can be anything your business needs in order to operate effectively— employees, equipment, or even your brand assets. Whatever your resources may be, monday.com is here to help you keep your business on track! 

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Note: This feature is available for our Pro and Enterprise plans only

 

What is the workload view?

Add the workload view to your board and get a clear overview of how your team's work is divided! You can see in one glance who is over capacity and assign upcoming tasks accordingly. If needed, you can always reassign or change due dates to make sure every stays on target with the amount of tasks they can complete within that timeframe.

This view is a must to enhance your board's workflow!

 

Before you start

Before you start, please make sure your board contains the following columns: 

  • A people column 
  • A date or a timeline column 
  • A number or formula column to indicate effort required for each task; i.e. 1 hour, 6 hours * not required but can be used to measure effort needed for each task. 

Another important setting to consider is the weekend. You can either counts 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 it?  

To add a workload view, click on the arrow next to the button "main table" located on the top left of your board. Click on more views and select "workload" as below: 

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Once done, you will find a bunch of different settings allowing you to customize your workload view the way you want it to be.

 

Setting up the view

Step 1 - build your board

Let's say we are managing customer success team. In our board, we have:

  • A people column to assign each task to one or more team members
  • A timeline column to define the time frame of the task (when does it start and when it should be completed by)
  • A numbers column that we are using as a time estimation for each task. 

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Step 2 - Choose the time column 

Since this view checks all items assigned to a person over a certain time period, your board must have either a date or timeline column. You can choose between both. 

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Step 3 - Choose the people column

Now you need to choose which people column from you want represented. This will determine the tasks that appear next to each persons name. 

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Step 4 - Measure the effort

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. 

  • Effort

Sometimes, some of our tasks take more effort or carry more weight to the project. In our use case, we are using the time estimation column. That setting works with both a numbers or formula column. 

  • Weekly Capacity

Once done, we 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 4 hours per week. 

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Drill down for more details

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

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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.

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Understanding the results

Let's go back to our customer success board example. On the week of Nov 25th - Dec 1st, I have been assigned to two tasks, each of them taking 1.5 hours (I am Lea by the way 👋🏼😊)

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To understand the results, we need to look at two factors:

  1. How many hours it takes to complete the task
  2. How many days do we have to complete it.  

Let's go back to our board: 

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In this example, recording a video takes 4 hours of work and needs to be completed within 8 working days excluding the weekends. This means that every day, we will need to put 0.5 hours of work toward this task. This is just a simple math equation: 

 

Formula:  Number of hours to complete the task / Number of working days

 

The task started on November 27th and that week finished on November 29th. This counts as 3 working days. Therefore in this week we spent 3 * 0.5 = 1.5 hours towards recording a video. 

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Have any questions? Let us know at [email protected] and we'd be happy to assist :)