There’s a narrow line to walk between meddling in your team’s to-do lists and ensuring that everyone’s task is equitable and fair. One of the most important aspects of a manager’s job is to strike the correct balance when it comes to project workload management.
Project teams look to you to define what they should be doing and when they should be doing it. They don’t want you looking over their shoulder while they complete each task in their project management software. Team workload management tools enable the project managers to distribute work equally and avoid mismanagement issues.
What Exactly Is Workload Management?
Workload management tools entail assigning tasks to the team to keep them busy while also keeping track of their progress throughout the project. It establishes a structure for what activities must be completed and who on the team is responsible for completing those tasks.
When you create a workload plan, it becomes much easier to manage your task. Fortunately, there is a simple 5-step technique to ensure your team adheres to the workload plan, one that allows you to control the burden of the team without appearing to be micromanaging. But first, let’s take a closer look at planning using workload management tools.
Workload planning is a method of keeping your teams active and managing workload effectively. It’s a smart approach to share work among your team members. This improves performance. Workload planning is about more than just getting the task done; it’s also about avoiding team stress, burnout, and blunders.
To make a workload planning, you must first understand your resources and business priorities, then map teams to needs, which is a process that should be reviewed and altered regularly. You should first look at the task being done, then use resource management software to evaluate the team’s availability and working hours.
Use this data to manage team workload plans to maximize productivity and workload balance throughout your entire workforce. To assist you with this process, you can use project management software that includes workload management features.
The workload management plan is not fixed in stone, and it must be reviewed and updated as the project progresses and evolves. As a result, you must actively manage team workload during project execution, which brings us to the five-step workload management process outlined below.
1. Examine the Team’s Current Workload
If you are a project manager who is beginning to manage workload from scratch, you should begin by reviewing what is currently happening. Perhaps this was triggered by someone on the team complaining that they have too much work to do, or perhaps another team manager has called you to complain that your folks aren’t staying on top of their job and are falling behind schedule or missing a deadline for him.
2. Identify Overallocated Personnel
Look for team members who have been overburdened. That simply indicates they have been assigned more work than they are capable of completing in the time allotted.
Employees should be assigned to specific duties just 80% of the time, according to a decent work management regulation. The remaining 20% will be spent on answering phones, attending team meetings, dealing with customers who call with urgent problems, and so on.
3. Locate it under Allocated Personnel.
You should also look at your resource reports and work management dashboards to see if any staff are working too much. Maintain your team’s motivation by assigning important assignments to them throughout the day.
In reality, your team members will look to be preoccupied at all times. They will find things to do, such as taking up chores on their own or assisting one of their coworkers. Your time management system will assist you in determining whether they are working on tasks that you consider to be their priority.
4. Take into account your skills and absences.
You can better manage your team’s tasks if you know when they will be available. Discuss future holidays with them and engage them in your workload planning so you don’t assign them to work while they are away. Check in with your staff to ensure that your understanding of their skills is up to date. If your employees have gained new skills, they may be able to complete more jobs than you expected.
5. Adjust the Workload of the Team
Finally, you must correct the excess and under-allocations. Begin with the employees who have been assigned an excessive quantity of work. Divide the large duties into tiny bits and delegate them to someone else. Alternately, spread the assignment out over a longer period so they have fewer hours to spend on it each day. Using a team workload management solution, such as Projectopia, makes it easier to manage workload.
Making Use of Team Workload Management Tool
Workload management should be a top concern for project managers since it intersects with other critical project management procedures including capacity planning, task management, and project scheduling. Managing your team’s workload can be difficult, especially in large projects, but workload management software can assist you in keeping track of all your staff.
Managing Workload with Projectopia
Projectopia is an award-winning wordpress project management plugin that provides you with a variety of tools to distribute workload equally among your team.
When pitching for a new project, you may use Projectopia to streamline your business process and put things in place, making it less stressful and more convenient.
Because Projectopia is the most preferred wordpress project management tool which is frequently updated with the latest features and security updates to keep you up to speed with industry standards. It has helped many freelancers and small agencies expand without worrying about managing or losing leads.
Multiple perspectives for maximum efficiency
However, you can assign and reassign tasks in perspectives other than the Gantt. When it comes to managing your projects and teams, our task list and kanban view provide you just as much control. Simply select a task and the team members you wish to assign to it. You can add a large group of team members or simply yourself if necessary. Team members are also arranged by department, making it easy to find the right individual for the job.
6 Tips for Managing Your Personal Workload
You must specify how you want to manage, track, and control your workload and tasks. Here are the tips you can follow to manage your workload.
Establish and outline objectives
The finest Project Managers develop and define their goals precisely to improve their workload management and that of their team.
Your workload should be in line with these objectives. You can check your workload regularly to ensure that it remains aligned. Why are you considering undertaking a task if it does not help one of your goals? Your calendar should also be linked with these objectives. Again, if not, why is that meeting scheduled on your calendar?
At the end of each day, make a “to-do” list.
The following advice is an absolute must-have for Project Managers aiming to boost their productivity. According to LinkedIn, 63% of professionals keep to-do lists. Every day, successful Project Managers, in my opinion, generate and manage a to-do list. You can do this at the end of the day, ready to start the next day or first thing in the morning. The main thing to remember here is to keep one!
Following this technique will benefit you because it indicates critical activities that you and your team should complete in the short term. It allows you to keep track of your daily development and detect early warning signals of potential difficulties.
Determine what is important and what is urgent.
Your to-do list and schedule will include both large, difficult things and small, quick and easy activities. It’s simple to do the latter, but you’ll find yourself putting off the major, crucial tasks. Cross-reference your to-do list with your goals to help you determine the appropriate level of importance.
Allocating critical and urgent activities will help you to make progress on the large, meaty difficulties while also ensuring you don’t miss deadlines.
Plan out the major tasks.
The crucial items on your to-do list and plan can appear overwhelming at times. These tasks have the potential to cause Project Managers to procrastinate and lose time. To address this, effective Project Managers allocate time in their calendars to work on certain tasks.
This could include developing a business case, drafting a plan, or publishing an updated paper. Whatever the task, you will become more productive by scheduling precise time in your diary. You may take this a step further by scheduling the job for when you’re most focused and on your game.
Knowing what is sufficient
You should learn to recognize when your job is adequate. You don’t have to be a perfectionist, but you must offer high-quality work. Delivering low-quality work will harm both your brand and the brand of your project. Excessive quality could be categorized as wasted effort. To improve your workload management, constantly aspire to give excellent enough results.
Avoid checking emails and notifications all the time.
Bing. The email toast has just shown on your screen.
Da-ding. Your phone is vying for your attention.
You’re now preoccupied. Emails and other notifications consume a significant amount of valuable time. This might be the amount of time you spend reading, sorting, considering, and writing emails. It could also be the result of switching tasks. Task switching induces brain downtime, which increases the amount of time it takes to complete a task.
How to Maintain Your Personal Workload Management Principles
Once you’ve established how you’ll manage your workload, you’ll need to incorporate these working habits into your daily routine.
One of the most common difficulties people face is sustaining their productivity over time. When confronted with high-pressure situations or times, it is common for good ideals to be lost or eroded.
An easy technique to hold yourself accountable is to write down what you intend to commit to and schedule a regular check-in. You could even write an email to yourself and schedule it to be sent in 4 weeks. You can set a challenge for yourself when the email arrives in your inbox. If you’ve forgotten how to apply the principles to properly manage your workload, now is a fantastic time to do so.
Final Words – Using a task management tool to arrange the time of your team
Keeping track of your team’s workload and availability by hand can be a time-consuming chore. It can, however, be done automatically with a workload management tool like Projectopia.
You can automatically measure your team’s usage and capacity, as well as observe what activities they’re working on if you invest in the correct toolbox. A resource management program that allows you to appropriately distribute project responsibilities across your team’s calendars and reassign assignments if a person’s workload becomes too heavy. You can schedule resources, manage the capacity of your team, plan future projects, and keep track of work in real-time.