How to Manage Resource Workload in monday.com

Manage Resource Workload in monday.com with TeamBoard

Planning Tasks for Resources & Syncing Task Planning with Monday.com (1)

Managing a team’s workload is key to keeping projects on track and avoiding burnout. It involves making sure tasks are fairly distributed, deadlines are met, and no one is overwhelmed. Good workload management helps teams stay productive and happy.

monday.com is a great tool for this. It’s a work management platform that helps you plan, organize, and track tasks easily.  In this blog, we’ll go over how to use monday.com to manage workloads, covering the basics and sharing tips to make your team work smoother and more effectively. Let’s get started!

What is Resource Workload Management?

Resource workload management is a critical aspect of project management that focuses on effectively distributing tasks and responsibilities among available resources. Resources can include team members, equipment, and time, and managing these resources properly is essential for ensuring the success of any project.

Resource Workload Management

Key Activities in Workload Management

  1. Scheduling: Planning and coordinating tasks, setting deadlines, and organizing dependencies to ensure smooth project flow.
  2. Monitoring: Tracking task progress and deadlines to identify delays and take corrective actions.
  3. Time Tracking and Management: Overseeing how time is spent to spot inefficiencies and optimize productivity.
  4. Resource Allocation: Efficiently distributing personnel, equipment, and budget to avoid overloading or underutilizing resources.
  5. Financial Management: Aligning work activities with revenue generation, managing budgets, and ensuring cost-effective practices.

These activities help ensure that resources are used efficiently and projects are completed on time.

Benefits of Effective Resource Workload Management

  • Increased Productivity: By distributing tasks effectively, team members can focus on their work without feeling overwhelmed, leading to higher productivity.
  • Improved Morale: A balanced workload prevents burnout and helps maintain a positive work environment, boosting team morale.
  • Better Project Outcomes: Proper workload management helps in meeting deadlines and achieving project goals, leading to successful project outcomes.
  • Efficient Use of Resources: Ensuring that all resources are utilized effectively reduces waste and increases overall efficiency.

Getting Started with monday.com

Getting started with monday.com for managing resource workload is straightforward and intuitive. Here’s a step-by-step guide to set up your workspace and start managing your team’s workload effectively.

1. Overview of monday.com

monday.com is a work management platform that allows teams to plan, track, and manage projects and workflows. It provides a flexible and visual way to manage tasks, resources, and timelines, making it easier to stay organized and collaborate efficiently.

2. Setting Up Your Workspace

To begin, you’ll need to set up your workspace, which involves creating boards and organizing your tasks. Here’s how to get started:

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a. Creating Boards and Groups

  • Create a Board: Boards are the central workspace in monday.com where you can manage all your tasks and projects. To create a board, click on the “+ Add” button in the left-hand menu, then select “New Board.”
  • Add Groups: Within each board, you can create groups to organize tasks. Groups can represent different phases of a project, departments, or any other categorization that suits your workflow.

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b. Adding and Customizing Columns

  • People Column: Assign tasks to team members using the People Column, which helps in tracking who is responsible for what.
  • Date or Timeline Column: Set deadlines and schedule tasks with the Date or Timeline Columns, allowing you to visualize your project’s timeline.
  • Status Column: Use this column to track the status of each task (e.g., “In Progress,” “Completed”).
  • Number or Formula Column: Optionally, include these columns to quantify effort, costs, or other metrics important to your project.

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3. Customizing Board Views

monday.com offers various views to help you visualize your data in different ways:

  • Kanban View: Ideal for visualizing tasks in a workflow format, showing stages of completion.
  • Gantt View: Provides a timeline view to track project schedules and dependencies.
  • Calendar View: Displays tasks by their due dates, helpful for planning and scheduling.

4. Integrating Workload Management Tools

To effectively manage workloads, integrate the Workload widget into your boards and dashboards. This tool helps you monitor and balance the distribution of tasks among your team members, ensuring no one is overburdened.

  • Adding the Workload Widget: Click on “Add View” on your board, search for “Workload,” and customize the settings to display tasks based on capacity and effort.
  • Adding the TeamBoard – Workload Widget: Click on “Add View” on your board, search for “TeamBoard” and customize the settings to display tasks based on capacity and hour.

Managing Resource Workload in monday.com – Workload Widget

The Workload Widget in monday.com is a powerful tool for managing your team’s workload, helping you to visualize and balance tasks across your resources. This feature particularly helps ensure that no team member feels overwhelmed or underutilized. Here’s how you can use the Workload Widget to effectively manage resource workloads:

1. Setting Up the Workload Widget

Adding the Widget:

  • To add the Workload Widget to a board, click on the “Add View” button at the top of your board, then select “More views” and search for “Workload.” To add it to a dashboard, click “+ Add widget” and select “Workload.” This allows you to view and manage workloads from multiple boards in one place.

Workload

Initial Configuration:

  • Time Column: Choose a Date or Timeline Column to track when tasks are scheduled, which is crucial for understanding task distribution over time.
  • People Column: Use this column to assign tasks to team members, which allows the widget to display who is responsible for each task.
  • Effort Measurement: You can measure effort using a Number Column (e.g., hours required) or by simply counting tasks. This helps in assessing the workload each team member is handling.

2. Customizing the Workload Widget

Choosing Resource Type:

  • Select the resource type you want to display in the Workload Widget, such as people, equipment, or departments. This selection determines how the workload is visualized, whether by individual team members or other resource categories.

Workload

Color Coding:

  • The widget allows you to color code tasks by different categories, such as status, priority, or department. This visual differentiation makes it easier to understand the nature and urgency of tasks at a glance.

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Setting Capacity:

  • Define the capacity for each resource based on either a standard work schedule or a custom value. This setting helps in identifying when a resource is nearing or exceeding their workload capacity, indicated by different color bubbles (e.g., blue for full capacity, red for over capacity).

Workload

Managing Resource Workload in monday.com – TeamBoard Widget

1. Setting Up the TeamBoard Widget

Adding the Widget:

  • To add the TeamBoard Widget to your dashboard, go to your dashboard and click on “+ Add widget.” Select “TeamBoard” from the widget library. This widget aggregates data across multiple boards, giving you a comprehensive view of your team’s workload and capacity.

Adding the Widget

Initial Configuration:

  • People Column: Assign tasks to team members to track who is responsible for what.
  • Date or Timeline Column: Set deadlines and schedules for tasks to monitor timeframes.
  • Work Schedule: In the admin settings, set up work schedules for each team member, including working days, hours, and holidays. This setup ensures that the widget accurately reflects each person’s availability and capacity.

2. Customizing the TeamBoard Widget

Display Options:

  • The TeamBoard Widget can display workload information by individual team members or groups, such as departments. This customization helps focus on specific areas of interest, whether it’s individual capacity or departmental workload.

Capacity and Holiday Scheme:

  • Capacity Settings: Set each team member’s capacity based on their work schedule or a custom value. This setting considers working hours and holidays, helping you avoid assigning tasks when team members are unavailable.
  • Holiday Scheme: Configure holiday schemes to automatically exclude public holidays, vacation days, or any planned time off from the capacity calculations. This feature helps in planning around team members’ availability and ensures accurate workload distribution.

Capacity and Holiday Scheme

Workload Display:

  • The widget offers flexibility in how the workload is displayed:
    • By Hour: Shows the actual number of hours allocated to each team member. This view is useful for detailed tracking of how much time is required and planned for each task.
    • By Percent: Displays the workload as a percentage of each team member’s total capacity. This percentage view helps quickly identify who is at, below, or above their capacity, allowing for immediate adjustments.

3. Using the TeamBoard Widget Effectively

Balancing Capacity and Workload:

  • Regularly review the TeamBoard Widget to ensure you distribute tasks according to each team member’s capacity. If someone is over capacity, indicated by exceeding 100% in the percentage view, you can reassign tasks to prevent burnout.

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Scheduling and Rescheduling:

  • The widget allows for easy adjustments based on changing priorities or team members’ availability. Rescheduling tasks around holidays and personal time off ensures that the team meets deadlines without overloading any individual.

Analyzing Team Utilization:

  • Use the hour and percentage views to analyze how effectively your team is utilized. This analysis can reveal opportunities for improving efficiency, such as redistributing tasks or adjusting scheduled hours.

Communicating Availability:

  • The TeamBoard Widget’s integration with the holiday scheme and work schedules provides a clear picture of each team member’s availability. This transparency facilitates better planning and communication within the team, ensuring that everyone is aware of who is available and when.

The TeamBoard Widget in monday.com is an essential tool for managing your team’s workload, focusing on capacity, scheduled hours, and holiday schemes. It enables you to visualize and balance workloads accurately, ensuring efficient use of resources and maintaining a healthy work-life balance for your team members.

Effectively managing resource workloads is essential for successful project completion and maintaining a productive team. monday.com’s TeamBoard and Workload Widgets offer valuable tools to balance tasks, monitor capacity, and account for holidays and work schedules. Using these features ensures that you distribute workloads fairly and efficiently, preventing burnout and optimizing team performance. Start utilizing these tools in monday.com to streamline your workflow and achieve better project outcomes.

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