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Manage team and project workloads
February 16, 2022
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One of the manager’s missions is to distribute the workload efficiently and fairly among his collaborators and to ensure that the activity is carried out on time.
The workload plan is an interesting tool to efficiently manage your activity. It could be done by team member, by project and by task.
It guarantees that the workload is shared in a balanced way and that each task will be completed on time.
The load plan allows you to manage the progress of the team’s work on a project, to visualize the time spent on the project realization and to compare it to the planned time.
With this tool, the manager or project manager can anticipate the risks on the deadlines or the increase in the load of the assigned resources.
Why make a workload plan?
The workload plan allows you to have an operational vision of all your activity. The workload plan gives you the following advantages :
- knowing precisely the teams availability with information on their workload in real time.
- optimize project management based on time spent versus time planned for each task and each resource
- quickly identify potential problems.
It can also be useful to help you with the billing of time spent on the realization of your team’s actions for certain types of activities.
The following Beesy new feature allows you to manage the workload of teams and projects
Managing workloads with Beesy
Step 1 : Plan your activity
To build your workload plan for a project, a goal or a specific activity, you need to define, assign and estimate the tasks to be done. For each action, define a task owner, and estimate the duration and the deadline.
Beesy now allows you to define for each task and sub-task:
- The planned duration when you create your task or when you define your load plan
- The time spent to complete the action
These times can be specified in days, minutes and hours. The input of workload plans can be done in all Beesy tabs (Dashboard – Note – Action – Person or Project)
Task dependency can also be achieved using the sub-task functionality, for example by defining the set of sub-tasks needed to perform an action. Planned and completed times can be specified at task or subtask fields according to your needs. If you specify the information at subtask field, the task times will be calculated automatically by summing up the subtask times.
Good to know
You can also specify or each action the planned duration in your note or project templates
Good to Know
You can give your team the ability to change the planned duration of their assigned tasks in ‘My settings’ menu in your account by enabling this setting:
Step 2 – Manage the execution phase
Your team members can then fill the time spent on each task and sub-task as they progress.
You will have real-time visibility on the progress of your action plan thanks to an achievement indicator on all Beesy tabs: a progress bar specifying both the percentage, the progress color code and the number of days worked on the task.
Good to know :
The bar is blue until the default critical threshold of 90% completion
The bar turns orange to quickly identify actions close to 100% completion
The bar turns red when it exceed 100% of the planned time
You can modify these thresholds in “My settings” menu on your account:
Step 3 – Detailed reporting of your workload plan
By project, people or note, you can create excel exports that will allow you to create summary tables of your workload.
For example :
Good to know :
For your exports, you can choose to export the planned and completed duration information in days, hours or minutes, by specifying it in your account settings
In conclusion,
The workload plan is an important tool for the manager. It allows you to visualize the progress of the different tasks to be accomplished in order to deliver the expected result, to summarize the workload, but also to measure the planning versus the realization for a better control of your budgets and your goals.
You can thus control the progress of your project, identify delays, collaborators overloads. It is thus very useful to anticipate the risks and to act without waiting to be faced with problems.
To simplify the day-to-day worlaod management , Beesy’s road map will include specific workload management widgets to monitor directly in your custom dashboards the workload by project, topic, person or note, to be followed ….
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