Seeing your teams work capacity in Asana (Case Study)

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The Workload feature (requires Business) in Asana helps you to visualise your teams current workload and capacity to take on more work. But you have to be careful. It's easy to set your team up for failure if you overestimate their available hours.
Here's a short interview with one of my clients, Patrick, who explains how he calculated everyone's available capacity by subtracting time for admin work and tasks he knows his team has to do each week. This left him with a more realistic idea of how much ‘actual' work people could handle. Patrick even adjusts his team's capacity every few months during the year as their workload and capacity change based on their busy seasons.
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Опубликовано:

5 окт 2024

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Комментарии : 10

@stepaheadweb Год назад

Paul, this was great. In order to accomplish what Patrick showed us, do we need to use Notion (along with Asana), or can we enter and keep track of the Workload data for each person within Asana alone? I was just curious if we can do this just within Asana or what exactly is the benefit of his using Notion as well? Can you explain? Thanks, Gary

@minor-co Год назад

You don't need to use Notion. Patrick simply used Notion to plan and think through his teams workload but you could do this using any tool or just on paper if you like.

@stepaheadweb Год назад

@@minor-co Thanks for your response. It was very helpful.

@carlymurphy7542 Год назад

I work in an agency and it's often very complicated to add hour estimates to specific tasks. Instead, my team knows, based on the SOW how many hours should be devoted to the client and then they block out their calendars accordingly. In Asana, I have a TEAM called Capacity Planning adding each client as a separate project. I then allocate, per employee, how much time they are devoting to each client, per month. These projects are then added to the portfolio to give us a view of the current and future state. We also have their max hours set. Not sure if this is the best way to go about this. Do you have other clients who have done something similar or who have a similar use case?

@minor-co Год назад

Hey Carly, that sounds like an interesting workaround. Yes, we have clients do similar workarounds in order to make the workload planning work for them.

@karlaberron1075 2 года назад

Thank you for your excellent videos! In your previous workload video, it was only possible to count tasks... it looks like this has now changed and hours can be assigned per task? If this is the case, is it possible to assign a person over many weeks - say on one task of 12 weeks where some weeks, they are on it for 3 days and sometimes only 1? or does the task have to be split up in this way also?

@minor-co 2 года назад

Good question - I think in order to do what you're asking you would need to create multiple tasks (which I appreciate is a bit of a pain). The reason being that when you apply a date range to a task, the hours are divided across the working days evenly. You can't specify to work more hours on a given day.

@fh9527 2 года назад

Can you use Portfolios to manage time if most of the work someone has are subtasks and not tasks or projects?

@minor-co 2 года назад

Not really. Instead you would need to use more tasks OR multi-home the subtasks into a project so they behave more like regular tasks.

@gekkota-consulting 2 года назад

@@minor-co Hi Paul, If you multi-home subtasks into a project as you recommended, do they work effectively within the Workload feature? Thanks for all your content!