Managing team capacity effectively requires visibility into who is working on what and how much they have on their plate. WorkOwl provides real-time workload tracking so you can make informed decisions, balance assignments, and ensure projects stay on schedule.
1. Understanding Real-Time Workload
Real-time workload tracking shows you the current distribution of tasks across your team, including:
- Tasks assigned to each team member
- Task status (To Do, In Progress, Review, Completed)
- Total workload relative to each member’s capacity
- Upcoming deadlines for assigned tasks
This allows you to instantly see who is overloaded, who has capacity, and which projects may need attention.
2. Accessing Team Workload
To view workload in WorkOwl:
- Go to Dashboard → Workload.
- Select Team Overview.
- The dashboard will display each team member with:
- Number of tasks assigned
- Percentage of tasks completed
- Capacity vs. assigned tasks
You can click on a team member to see a detailed breakdown of all their assigned tasks and subtasks.
3. Filtering and Sorting Workload
Use filters to focus on specific projects, clients, or task priorities:
- By Project: View workload for a single project or multiple projects.
- By Priority: Focus on high-priority tasks first.
- By Status: Identify tasks that are in progress, pending, or overdue.
- By Team Member: Check individual workloads quickly.
Sorting and filtering help you take immediate action, such as reassigning tasks or adjusting deadlines.
4. Using Workload Views Effectively
WorkOwl provides multiple ways to visualize team workload:
1. List View:
- Shows a detailed list of tasks per team member.
- Includes status, priority, deadlines, and estimated effort.
2. Board View:
- Displays tasks as cards in columns based on status.
- Lets you drag and drop tasks to reassign or update progress.
3. Timeline View:
- Shows tasks scheduled across a timeline.
- Helps you balance workloads over days, weeks, or months.
Switching between views allows you to see both detailed task information and a high-level project overview.
5. Benefits of Real-Time Workload Monitoring
- Prevent Overload: Spot team members with too many tasks before deadlines are missed.
- Balance Assignments: Reassign tasks to optimize capacity and productivity.
- Identify Bottlenecks: Quickly see where delays may occur in the workflow.
- Improve Planning: Use insights for future capacity planning and project estimation.
6. Best Practices
- Check the team overview daily or weekly to keep workloads balanced.
- Update task statuses regularly for accurate real-time tracking.
- Use filters and saved views to focus on high-priority tasks or critical projects.
- Adjust capacity limits when needed based on historical data and current workload trends.
Quick Recap
- Real-time workload tracking shows current assignments, status, and capacity.
- Use Team Overview in the Workload dashboard to monitor every member.
- Filter and sort tasks by project, priority, status, or team member.
- Switch between List, Board, and Timeline views for detailed or high-level perspectives.
- Monitor workload regularly to prevent delays, balance tasks, and improve planning.
Need Help?
For assistance with viewing workload dashboards, using filters, or balancing tasks, visit WorkOwl Support or the Help Center in your dashboard.
WorkOwl keeps your team’s workload visible and manageable in real time, so projects stay on track and everyone knows what to focus on.