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: Questa opzione è disponibile solo sui nostri piani Pro ed Enterprise

E ora, cominciamo!

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

• Una colonna persone 
• Una colonna data o timeline 

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!

Un'altra impostazione importante da considerare è il weekend. Puoi contare i weekend come giorni lavorativi o escluderli dai giorni lavorativi. Puoi personalizzare questa impostazione nella sezione Amministratore del tuo account. Leggi questo articolo per saperne di più. 

How to add the Workload Widget

Basta fare clic su "Aggiungi nuovo" nella parte superiore della Dashboard > Fai clic su Altro > Aggiungi "Carico di lavoro" come mostrato di seguito: 

Una volta aggiunto, fai clic sulla rotella dentata, per iniziare la personalizzazione!

Impostazione del widget

Step 1: Scegli le schede

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

Poiché questo widget controlla tutti gli elementi assegnati a una persona in un determinato periodo di tempo, è necessario scegliere schede che contengono una colonna data o timeline. 

Se la tua scheda non presenta nessuna di queste colonne, riceverai un messaggio di errore. Puoi semplicemente aggiungere una colonna data/timeline e continuare la tua pianificazione. 

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

È possibile visualizzare i dati in due modi: contando elementi e sforzo. 

• Conta elemento

Se si sceglie Conta elemento, ogni elemento assegnato a quella persona verrà conteggiato come 1 e visualizzato sulla scheda. 

• Sforzo

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. 

Supponiamo che a Julia sia assegnato un elemento, ma ci vogliano 7 ore per terminare il compito. A Lea sono stati assegnati 5 elementi, ma ognuno richiede 0,5 ore. Lo sforzo totale di Julia sarà di 7 ore, quello di Lea sarà di 2,5 ore.  

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. 

• Capacità settimanale

È quindi possibile scegliere una Capacità settimanale per l'intero team. Questo valore sarà il limite di ore di lavoro del team su determinati compiti in quella settimana. Nel nostro esempio, impostiamo la capacità settimanale su 10 ore. 

• Capacità personale

 Puoi anche impostare una capacità personale, facendo clic su "modifica capacità personale" come di seguito:

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

Comprensione dei colori 

🔵 Pallina blu: La persona è al di sotto del valore massimo di sforzo. Puoi continuare ad assegnargli dei compiti!

✔️ Pallina blu con segno di spunta: Hai raggiunto la capacità settimanale!

🔴 Pallina rossa: La persona ha superato il limite di capacità settimanale impostato

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

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. 

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 il tuo 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:

Poniamo di voler vedere tutte le attività che sono ferme e in ritardo, per capire come possiamo riorganizzare il carico di lavoro dei team e assicurarci di poter completare con successo il progetto. 

Con questa azione, vedremo tutte le attività che hanno oltrepassato la data di scadenza E quelle che sono ferme, in modo da poter capire dov'è l'inceppo e apportare le modifiche necessarie. Si può anche salvare la vista facendo clic su "salva" nell'angolo in alto a destra.

Analisi avanzata

Se vuoi dare un'occhiata più approfondita alle attività del team, puoi fare clic su uno dei cerchi e vedere le attività elencate in quel lasso di tempo. È possibile modificare le date di scadenza o riassegnare le attività, secondo necessità.

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!

Ora, il tuo team resterà in pista, rispetterà le scadenze e lavorerà entro le sue capacità. 

Hai delle domande? Comunicacelo, scrivendo a support@monday.com e saremo felici di aiutarti :)