Keeping your team balanced is key to maintaining productivity and avoiding burnout. WorkOwl provides tools to quickly identify team members who are overloaded, so you can redistribute tasks and keep projects on track.
1. What “Overloaded” Means
A team member is considered overloaded when the number of assigned tasks exceeds their capacity or when deadlines are too close to handle efficiently. Signs include:
- Too many active tasks assigned simultaneously
- High-priority tasks clustered in a short timeframe
- Tasks with upcoming deadlines that may be missed
- Low completion rates or tasks stuck in progress
By identifying overload early, you can prevent delays and maintain quality.
2. Viewing Workload in WorkOwl
To see your team’s workload:
- Go to Workload → Team Overview in your dashboard.
- Each team member is listed with:
- Number of tasks assigned
- Percentage of tasks completed
- Current workload vs. capacity
- Hover over or click a team member to see detailed task lists and due dates.
Team members exceeding their capacity will be highlighted, making it easy to spot potential issues.
3. Using Filters to Detect Overload
WorkOwl allows you to filter tasks to focus on high-risk areas:
- By Status: Identify tasks stuck in progress or pending review.
- By Priority: Spot members with multiple high-priority tasks.
- By Deadline: Check team members with several urgent tasks due soon.
- By Project or Client: Detect overloads in specific projects.
Filters make it easy to zero in on problem areas without manually scanning every task.
4. Using the Workload Timeline
The Workload Timeline provides a visual way to identify overloaded team members:
- Each team member has a row showing all assigned tasks and subtasks over time.
- Overlaps or clusters of tasks highlight potential overload.
- Dragging tasks to other team members’ rows can help balance assignments.
This view makes it simple to see not only how much work a person has but also when tasks are due.
5. Monitoring Completion Rates
Low completion rates or tasks delayed frequently can also indicate overload:
- Use the Task Progress dashboard to monitor completion percentages.
- Compare assigned workload vs. actual progress to identify bottlenecks.
- Combine this with the timeline and workload views for a complete picture.
6. Best Practices to Avoid Overload
- Review workloads at least weekly to prevent task congestion.
- Encourage team members to update task status and progress regularly.
- Set realistic capacity limits for each team member.
- Reassign tasks proactively when overload is detected.
- Communicate clearly with team members about priorities and deadlines.
Quick Recap
- Overloaded team members have too many tasks or unrealistic deadlines.
- Use Team Overview, filters, and Workload Timeline to detect overload.
- Monitor completion rates and task progress for early warning signs.
- Adjust assignments and communicate proactively to maintain balance.
Need Help?
For help setting capacity limits, filtering tasks, or using the timeline to balance workloads, visit WorkOwl Support or the Help Center in your dashboard.
WorkOwl gives you clear visibility into your team’s workload, so you can prevent burnout and keep projects on track.