It is possible to manage workload in different ways:
- From the Workload window below the project grid
- From the Workload tab above the top toolbar
- From the Workload tab on the left sidebar
Note that in any of those ways, you can only manage the workload of labor resources, i.e. those whose costs are calculated per hour.
Managing workload from the Workload window
Managing workload from the Workload window below the project grid is convenient when you want to see the Gantt chart and the list of tasks at the same time. This window is also useful for a quick overview.
It is possible to hide the window using the corresponding sign or expand it up to the required size.
In the Workload window, you can:
1 See a list of all project participants.
2 Click on the calendar icon and open the personal calendar of any particular project participant to set up a working schedule, days off, exceptions, etc. of that person.
3 Choose whether you need to see the workload for the project or all active projects.
4 Choose whether you need to see the workload in hours or tasks or percents if you have configured that in Project settings.
5 Expand workload for particular project participants.
6 Change Zoom options to see the workload.
7 See more details about the workload hovering over workload values.
8 Get a visual overview of the workload status. Green color means that a person’s workload is optimal. Red color indicates the overload. A half-covered cell means that the person’s capacity is not used to the fullest. An empty cell means that a person does not have any tasks assigned.
9 See the indicator of resource overload if it is enabled in Standard fields.
Managing workload from the Workload tab above the top toolbar
Managing workload from the Workload tab above the top toolbar is more convenient when you do not want to see the Gantt chart and the list of tasks and need to focus on redistribution of assigned work between project participants to ensure an effective and optimal workflow.
In the Workload tab 1, you can:
2 See a list of all project participants as well as unassigned tasks .
3 Configure the mode of workload display: hours, tasks or percent - hours are set by default.
4 Set the time range for the displayed workload.
5 Expand workload for particular project participants by clicking on the expand/collapse arrow near the person’s name, or by clicking on the person's name, or by clicking on the workload cell. It provides a possibility to see taskbars on a timeline.
6 Click on the calendar icon and open the personal calendar of any particular project participant to set up a working schedule, days off, exceptions, etc. of that person.
7 See the indicator of resource overload if they have any overtime hours within the indicated date range based on their working schedule.
8 Get a visual overview of the workload status. Green color means that a person’s workload is optimal. Red color indicates the overload. Half-covered cell means that the person’s capacity is not used to the fullest. Empty cell means that a person does not have any tasks assigned.
9 Use Filters to find particular pieces of information and save them.
10 Configure Zoom options according to the length of your project to make workload management easier and more controllable.
11 Export workload information to insert it in other reports and presentations, share with stakeholders, etc.
To find out more workload details, hover over the corresponding value 1. To see more task details, hover over the task bar 2. To open the task and make some changes (e.g. change dates, progress, estimation, etc.), open Task settings by clicking on any corresponding taskbar 3.
Managing workload from the Workload tab on the left sidebar
Managing workload from the Workload tab on the left sidebar may be convenient if you need to arrange and control the workload of all the resources available in the account and for all the projects.
Here, you have the same possibilities as in the upper Workload tab. Since this tab includes much more information, it will be useful to set up Filters and save them to work with particular parameters (e.g. group of people, dates, statuses, etc.).
Note that you can also use drag & drop feature to manage the workload in any of the above-mentioned cases.
Thus, you can move task bars horizontally along the timeline for a simple and quick change of start and end dates for a particular assignee. Take into consideration with this option that dependent tasks cannot be moved. So, in case you try to shift such a task, it will remain within its original date range on a timeline. You will also see a notification in the upper right corner that the task cannot be moved as it is dependent on another task.
Additionally, you can drag and drop task bars vertically between project participants to reassign tasks. Be aware that if you manage the workload from the Workload tab on the left sidebar, you will see the list of all the resources available in the account.
So, in case you try to drag and drop the task to the resource that is not a project participant, it will remain in its original place. You will also see a notification in the upper right corner that the person you are trying to reassign the task to has not been added to that project.
In the Workload tabs on the left sidebar and above the top toolbar, you can also use drag & drop feature to assign tasks from the Unassigned category or to remove tasks from the resource back to Unassigned.