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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. You can also use it to allocate resources, such as meeting rooms, factory machines, hand tools, or delivery vehicles!

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

 

Before you start

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 
  • Optional - A Number or Formula Column to indicate effort required for each task; i.e. 1 hour, 6 hours

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 it  

To add the 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 our Customer Success Team. In our board, we have:

  • A People Column to assign each task to one or more team members
  • A Timeline or Date Column to define the time frame of the task (when does it start and when it should be completed by)
  • Optional - 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

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Step 3 - Choose the resource type

Now you need to choose which resource type you want to be represented on the workload. The resource type can be a People Column, Status Column, or group! 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. 

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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. 

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. 

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  • 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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Allocating Resources

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. 

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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 View 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, and then enter "1200" in the "Weekly Capacity" field below. 

Now, our view 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!

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Working Status 

In addition to helping us allocate our resources, the Workload View also helps us understand them. One of the ways it does this is by taking in to account the working status of our team members!

In the example below, Kayla is scheduled for a delivery on July 15th. Even though she has not exceeded her daily set capacity, the bubble has turned red for that day, indicating that there is a problem. When we hover over the bubble, we can see that Kayla has set her working status to OOO (Out of Office) from July 15th to July 15th. Now we know that we need to reassign this delivery to one of our other drivers!

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Note: A team member's working status will only be considered if he or she has set the status with specific dates that he or she will be busy or away, and the widget will only notify us if there is a scheduling conflict. It is important also to note that it will only be work if the team member's workload capacity is indicated. 

 

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.

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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 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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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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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!

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