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. 

 Nota: Esta opción está disponible en nuestros planes Pro y Corporativo solamente.

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To measure the workload of your team members, you'll want to make sure your boards contains the following columns: 

• Una columna personas 
• Una columna fecha o cronograma 

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!

Otra configuración importante a considerar es el fin de semana. Puedes contar los fines de semana como días hábiles o excluirlos de los días hábiles. Puedes personalizar esta configuración en la sección admin de tu cuenta. Consulta este artículo para obtener más información. 

How to add the Workload Widget

Simplemente haz clic en "Agregar nuevo" en la parte superior de la página del Panel > Haz clic en Más > Agregar "Carga trabajo" como se ve a continuación: 

Una vez que lo hayas agregado, haz clic en el icono del engranaje para comenzar a personalizarlo.

Configurar el widget

Paso 1: Elige los tableros

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

Dado que este widget verifica todos los elementos asignados a una persona durante un determinado período de tiempo, debes elegir tableros que incluyan una columna de fecha o cronograma. 

Si tu tablero no tiene ninguna de estas columnas, recibirás un mensaje de error. Simplemente puedes agregar una columna Fecha o Cronograma y luego continuar la planificación. 

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

Puedes mostrar los datos de dos maneras: contar elementos y esfuerzo. 

• Contar elementos

Si eliges contar elementos, cada elemento asignado a esa persona se contará como 1 y se mostrará en el tablero. 

• Esfuerzo

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. 

Supongamos que Julia tiene un elemento asignado pero le demandará 7 horas. Lea tiene 5 elementos asignados, pero cada uno le demandará 0,5 horas. El esfuerzo total de Julia será de 7 horas mientras que el esfuerzo total de Lea será de 2,5 horas.

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. 

• Capacidad semanal

Puedes elegir una capacidad semanal para todo el equipo. Este será el límite de la cantidad de horas que deseas que el equipo trabaje en esas tareas en esa semana. En nuestro ejemplo, configuramos la capacidad semanal en 10 horas por semana. 

• Capacidad personal

 También puedes configurar una capacidad por persona haciendo clic en "Editar capacidad por persona" tal como se muestra a continuación:

You will then be able to define the capacity for each person. 

Cómo leer los colores 

🔵 Burbuja azul: la persona está por debajo de la cantidad máxima de esfuerzo. ¡Puedes seguir asignándole tareas!

✔️ Burbuja azul con una marca de verificación: ¡acertaste la capacidad semanal!

🔴 Burbuja roja: la persona ha superado el límite de capacidad semanal establecido.

You can view the team's workload by Days, Weeks, or Months.

Asignar recursos

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!

Working Status 

In addition to helping us allocate our resources, the Workload Widget 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!

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. 

Filtra tu 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:

Supongamos que queremos ver todas las tareas que están detenidas y vencidas para ver cómo podemos reorganizar la carga de trabajo de los equipos y asegurarnos de que podamos completar el proyecto con éxito. 

Esto mostrará todas las tareas que hayan pasado su fecha de vencimiento y cuyo estado sea Detenida para que podamos ver cuáles son los obstáculos y hacer los ajustes necesarios. Incluso puedes guardar tu vista haciendo clic en "Guardar" en la esquina superior derecha.

Detalles

Si deseas ver más de cerca las tareas del equipo, puedes hacer clic en cualquiera de los círculos y ver las tareas enumeradas en ese período de tiempo. Puedes cambiar las fechas de vencimiento o reasignar tareas según sea necesario.

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!

Ahora, tu equipo continuará trabajando enfocado, a tiempo y dentro de su capacidad. 

¿Tienes más preguntas? Escríbenos a support@monday.com con gusto te ayudaremos :)