{"id":4038,"date":"2023-02-03T09:18:06","date_gmt":"2023-02-03T09:18:06","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=4038"},"modified":"2024-03-05T09:15:45","modified_gmt":"2024-03-05T09:15:45","slug":"workload-planning-guide","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/project-management\/workload-planning-guide","title":{"rendered":"Workload planning: A complete guide"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Workload planning <\/span><span style=\"font-weight: 400;\">(<\/span><i><span style=\"font-weight: 400;\">or<\/span><\/i><span style=\"font-weight: 400;\"> \u201c<\/span><span style=\"font-weight: 400;\">workload management<\/span><span style=\"font-weight: 400;\">\u201d) is your fast track to meeting project goals <\/span><i><span style=\"font-weight: 400;\">without<\/span><\/i><span style=\"font-weight: 400;\"> causing team burnout.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Get this stage right? Expect team engagement and productivity levels to rise. Dive into your project head first without a solid plan? Completing work on time and on budget just got further out of reach.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So let\u2019s look into <\/span><span style=\"font-weight: 400;\">planning workload <\/span><span style=\"font-weight: 400;\">in a way that creates balanced schedules for all your team members (yourself included).<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">In this article \ud83d\udcd6<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/workload-planning-guide\/#What-is-workload-planning\" >What is workload planning?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/workload-planning-guide\/#3-key-benefits-of-workload-planning\" >3 key benefits of workload planning<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/workload-planning-guide\/#How-to-plan-team-workload-in-7-steps\" >How to plan team workload in 7 steps<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/workload-planning-guide\/#What-to-look-for-in-workload-planning-tools\" >What to look for in workload planning tools<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/workload-planning-guide\/#Best-practices-when-thinking-about-how-to-plan-workload\" >Best practices when thinking about how to plan workload<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/workload-planning-guide\/#Workload-planning%E2%80%94your-ticket-to-team-well-being\" >Workload planning\u2014your ticket to team well-being<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What-is-workload-planning\"><\/span><span style=\"font-weight: 400;\">What is workload planning?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Workload planning<\/span><span style=\"font-weight: 400;\"> is the strategic process of prioritizing and distributing work to boost your team\u2019s <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/productivity-is-personal\"><span style=\"font-weight: 400;\">productivity<\/span><\/a><span style=\"font-weight: 400;\">. The first phase involves breaking down big projects into smaller, more manageable tasks. You then assign these tasks to your team\u2014factoring in skillset, capacity, downtime, admin, and any out-of-office hours.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As your project evolves, <\/span><span style=\"font-weight: 400;\">planning workloads<\/span><span style=\"font-weight: 400;\"> becomes more about tracking progress and actively changing work allocation where necessary. Doing so ensures <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/drive-project-success\"><span style=\"font-weight: 400;\">project success<\/span><\/a><span style=\"font-weight: 400;\">, and<\/span><span style=\"font-weight: 400;\"> prevents any potential burnout<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"3-key-benefits-of-workload-planning\"><\/span><span style=\"font-weight: 400;\">3 key benefits of <\/span><span style=\"font-weight: 400;\">workload planning<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">From improving productivity in a sustainable way to managing workplace stress that can impact work-life balance, below are the key benefits of <\/span><span style=\"font-weight: 400;\">planning and prioritizing workload<\/span><span style=\"font-weight: 400;\">s for your team.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Improving workplace mental health<\/span><\/h3>\n<p><a href=\"https:\/\/www.aflac.com\/docs\/awr\/pdf\/2022-overview\/2022-aflac-awr-executive-summary.pdf\"><span style=\"font-weight: 400;\">59% of American workers<\/span><\/a><span style=\"font-weight: 400;\"> experienced \u201cat least moderate levels <\/span><span style=\"font-weight: 400;\">of burnout\u201d between 2021 and 2022. And a startling <\/span><a href=\"https:\/\/www.apa.org\/pubs\/reports\/work-well-being\/2022-mental-health-support#\"><span style=\"font-weight: 400;\">81% cite<\/span><\/a><span style=\"font-weight: 400;\"> \u201cemployers\u2019 support for mental health\u201d as an \u201cimportant consideration\u201d in their next job search.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The crux? If you want to swap <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/team-burnout\"><span style=\"font-weight: 400;\">team burnout<\/span><\/a><span style=\"font-weight: 400;\"> for high morale, and if you\u2019re looking to keep top-tier talent around, you need to meet the growing demand for mental health support at work.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It doesn\u2019t take costly (albeit fun) Pizza Fridays and ping pong tables to create tangible change. In fact, research highlights <\/span><a href=\"https:\/\/www.mckinsey.com\/mhi\/our-insights\/addressing-employee-burnout-are-you-solving-the-right-problem\"><span style=\"font-weight: 400;\">unreasonable workloads<\/span><\/a><span style=\"font-weight: 400;\"> as one of the main reasons for workplace burnout.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Planning workloads <\/span><span style=\"font-weight: 400;\">in advance<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\">rather than buying bean bags for the breakroom<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\">could be the secret sauce you need to create work-life balance.<\/span><\/p>\n<p><b>Key takeaways:<\/b><span style=\"font-weight: 400;\"> Effective <\/span><span style=\"font-weight: 400;\">workload management<\/span><span style=\"font-weight: 400;\"> can help you and your team to meet project demands without the last-minute deadlines and<\/span> <span style=\"font-weight: 400;\">unreasonable workloads<\/span> <span style=\"font-weight: 400;\">associated with burnout. The result? A healthy working environment that attracts\u2014and retains\u2014top-tier talent.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Improving productivity, <\/span><i><span style=\"font-weight: 400;\">sustainably<\/span><\/i><\/h3>\n<p><span style=\"font-weight: 400;\">Employee disengagement can grind productivity to a halt and prove costly in more ways than one<\/span><span style=\"font-weight: 400;\">. <\/span><span style=\"font-weight: 400;\">For example, disengaged team members can <\/span><a href=\"https:\/\/www.gallup.com\/workplace\/321743\/increase-productivity-lowest-possible-cost.aspx\"><span style=\"font-weight: 400;\">cost a company up to 18% of their annual salary<\/span><\/a><span style=\"font-weight: 400;\">. Meanwhile, highly engaged teams are <\/span><i><span style=\"font-weight: 400;\">14% more productive<\/span><\/i><span style=\"font-weight: 400;\"> than their disengaged counterparts.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Multiple factors create disengaged teams<\/span><span style=\"font-weight: 400;\">. But burnout and unreasonable workloads<\/span> <span style=\"font-weight: 400;\">caused by <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-management-plan-mistake\"><span style=\"font-weight: 400;\">poor resource management and planning<\/span><\/a><span style=\"font-weight: 400;\"> are among the top contributors.<\/span><\/p>\n<p><b>Key takeaways:<\/b><span style=\"font-weight: 400;\"> Enlist <\/span><span style=\"font-weight: 400;\">workload management<\/span><span style=\"font-weight: 400;\"> to empower<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\">not exhaust<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\">your team. A well-planned and easy-to-follow workflow that accounts for downtime and potential errors while playing to your team\u2019s strengths isn\u2019t just a sustainable way to boost team productivity; it\u2019s the right thing to do.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. Gaining key project insights<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Ultimately, you want to complete projects on time and on budget with minimal stress for yourself<\/span><span style=\"font-weight: 400;\">\u2014you\u2019re a team member, too, after all<\/span><span style=\"font-weight: 400;\">. But you also want to reach these goals without causing ill will or unnecessary stress for your team.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By strategically <\/span><span style=\"font-weight: 400;\">planning workloads<\/span><span style=\"font-weight: 400;\">, you can schedule time for group and one-to-one check-ins. Use this time to gain key project insights you wouldn\u2019t discover otherwise. Like whether a team member feels overloaded<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\">leaving them <\/span><a href=\"https:\/\/www.gartner.com\/smarterwithgartner\/avoid-overloading-project-team\"><span style=\"font-weight: 400;\">more likely to make costly mistakes<\/span><\/a><span style=\"font-weight: 400;\">. You can then reallocate the workload as needed and stay on top of burnout.<\/span><\/p>\n<p><b>Key takeaways: <\/b><span style=\"font-weight: 400;\">A workload plan will help you gain insights into the project and your team\u2019s workload from start to finish. Including check-ins within your plan can also help you catch any human error <\/span><i><span style=\"font-weight: 400;\">before<\/span><\/i><span style=\"font-weight: 400;\"> costly delays occur. Remember to leave yourself enough time to deliver (and receive) constructive feedback that leads to proactive solutions.<\/span><\/p>\n<p><a href=\"https:\/\/get.resourceguruapp.com\/ebook-confessions-of-a-project-manager\/?utm_source=blog&amp;utm_medium=banner&amp;utm_campaign=COPM\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-4165 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png\" alt=\"Download the eBook, Confessions of a Project Manager\" width=\"943\" height=\"242\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1042x268.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1536x395.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1.png 1836w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"How-to-plan-team-workload-in-7-steps\"><\/span><span style=\"font-weight: 400;\">How to plan team workload<\/span><span style=\"font-weight: 400;\"> in 7 steps<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">We\u2019ve covered what workload planning is and its benefits, now it\u2019s time to walk you through a step-by-step<\/span><span style=\"font-weight: 400;\"> workload planning process<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><b>Note:<\/b><span style=\"font-weight: 400;\"> You can <\/span><span style=\"font-weight: 400;\">implement this <\/span><span style=\"font-weight: 400;\">process for workload planning <\/span><span style=\"font-weight: 400;\">as is, or adapt as based on project or team needs.<\/span><\/p>\n<h3><strong>1. Plan and prioritize workload:<\/strong><span style=\"font-weight: 400;\"> Start with the big picture<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Before getting into the details of your workload plan, start with the big picture and gain clarity. Write a list of everything your team will need to do to complete the project, and break each stage down into tasks with clear steps. <\/span><\/p>\n<p><b>Your list should reflect:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project objectives<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Budget limitations<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Significant milestones<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Availability of resources<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Admin time<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">And for bonus points, team development goals<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">You\u2019ll also need to factor in the difficulty levels of tasks. Does a task require a specialist? Do you have enough in-house team members for all the moving parts, or will you need external resources like freelancers?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Taking a bird&#8217;s eye view of the project builds a more realistic picture of <\/span><i><span style=\"font-weight: 400;\">exactly<\/span><\/i><span style=\"font-weight: 400;\"> what\u2019s involved and the resources you\u2019ll need to allocate tasks fairly and for maximum efficiency.<\/span><\/p>\n<h3><strong>2. Workload capacity planning:<\/strong><span style=\"font-weight: 400;\"> Review availability and team workload<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">With the <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/what-is-project-scope\"><span style=\"font-weight: 400;\">project scope<\/span><\/a><span style=\"font-weight: 400;\"> top of mind, it\u2019s time for <\/span><span style=\"font-weight: 400;\">workload capacity planning. <\/span><span style=\"font-weight: 400;\">At this stage, you need to review the existing capacity of every member of the project team. This will help you to allocate workload and responsibilities fairly and ensure the most relevant people are available for each task.<\/span><\/p>\n<p><b>Pro tip:<\/b><span style=\"font-weight: 400;\"> Speak to your team during the <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/factors-affecting-resource-capacity-planning\"><span style=\"font-weight: 400;\">capacity planning<\/span><\/a><span style=\"font-weight: 400;\"> stage. Ask them what tasks are involved in their current day-to-day or working weeks. Look at their profile in your resource management tool to find out their normal availability. Do they work 6-hour or 8-hour days? What <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/time-zone-improvements\"><span style=\"font-weight: 400;\">time zone<\/span><\/a><span style=\"font-weight: 400;\"> are they in? Then use these details to calculate the total time each person has to offer the project.<\/span><\/p>\n<div id=\"attachment_4044\" style=\"width: 953px\" class=\"wp-caption alignnone\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-4044\" class=\"size-medium wp-image-4044\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/resource-availability-943x405.png\" alt=\"Weekly availability for employee.\" width=\"943\" height=\"405\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/resource-availability-943x405.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/resource-availability-1042x448.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/resource-availability.png 1200w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-4044\" class=\"wp-caption-text\"><em>Availability overview in <a href=\"https:\/\/resourceguruapp.com\/\">Resource Guru<\/a>.<\/em><\/p><\/div>\n<p>To build up a picture of \u201cproductive\u201d working hours, consider the following:<\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Vacation time, lunch, sick days<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Admin time needed<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Time for less focused work<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Plan for tasks to take longer than anticipated<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\"><strong>3. Strategic task assignment:<\/strong> Use the 80\/20 rule<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">By now you\u2019ve painted yourself a realistic picture of how much time your team has to offer the project. But how much of that time<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\">bearing in mind human brains are wired for about <\/span><a href=\"https:\/\/www.washingtonpost.com\/lifestyle\/wellness\/productivity-focus-work-tips\/2021\/05\/31\/07453934-bfd0-11eb-b26e-53663e6be6ff_story.html\"><span style=\"font-weight: 400;\">4-5 hours of focused work<\/span><\/a><span style=\"font-weight: 400;\"> daily<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\"> should be allocated to \u201cfocused\u201d or \u201cproductive\u201d work?\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We suggest following the 80\/20 rule to determine a rough benchmark at the start of the project, and recommend looking at utilization rates as the project develops\u00a0 (more on that later).\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The 80\/20 rule means a team member should never spend more than 80% of their time on a specific task. The other 20% is for admin (phone calls, meetings), downtime, or tackling urgent issues as they arise.\u00a0<\/span><\/p>\n<h4><strong>A word on skill set<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">You\u2019ll also want to match tasks to people with the best skill set for the job. Matching individual talents with available work enhances clarity, <\/span><a href=\"https:\/\/www.restore.ac.uk\/mrp\/services\/ldc\/mrp\/resources\/peopleskills\/overview\/index.shtml\"><span style=\"font-weight: 400;\">improves performance<\/span><\/a><span style=\"font-weight: 400;\">, and creates a happier team environment<\/span><span style=\"font-weight: 400;\"> because <\/span><span style=\"font-weight: 400;\">people are more engaged in their roles.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If your team\u2019s skill sets and expertise are available in your resource management tool, make sure to review them as part of your <\/span><span style=\"font-weight: 400;\">workload planning process<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We\u2019re also sure you\u2019d like to avoid the short horror story entitled \u201cassigning your front-end developer the task of creating a social media strategy.\u201d You know it, we know it: misaligned skills against tasks = a recipe for disaster, not success. <\/span><\/p>\n<h4><strong>Determining task importance\u00a0<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">After figuring out how much work to assign and who to give it to, focus on delegating the highest-priority tasks first. A standardized process or framework will help you cut out the guesswork here.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We recommend the <\/span><a href=\"https:\/\/www.mindtools.com\/pages\/article\/newHTE_91.htm\"><span style=\"font-weight: 400;\">Eisenhower Prioritization Matrix<\/span><\/a><span style=\"font-weight: 400;\">, which prompts you to label every new task based on urgency and importance. This matrix will help you quickly identify what to tackle first<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\">especially when all the tasks on your to-do list would otherwise leave you or your team with an over-allocated workload.<\/span><\/p>\n<div id=\"attachment_2861\" style=\"width: 953px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-2861\" class=\"wp-image-2861 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/03\/eisenhower-prioritization-matrix-943x493.png\" alt=\"Eisenhower prioritization matrix featuring its steps, Do, Schedule, Delegate, Eliminate \" width=\"943\" height=\"493\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/03\/eisenhower-prioritization-matrix-943x493.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/03\/eisenhower-prioritization-matrix-1042x545.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/03\/eisenhower-prioritization-matrix-1536x803.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/03\/eisenhower-prioritization-matrix.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/03\/eisenhower-prioritization-matrix-943x493@2x.png.webp 1886w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-2861\" class=\"wp-caption-text\"><em>The Eisenhower prioritization matrix, also referred to as Urgent-Important Matrix.<\/em><\/p><\/div>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Time sensitivity, task duration, and required resources will help you decide whether a task belongs in the \u201cDo,\u201d \u201cSchedule,\u201d \u201cDelegate,\u201d or \u201cEliminate\u201d quadrants. Use the framework to create manageable workloads that boost team productivity and improve workplace mental health. <\/span><\/p>\n<h3><span style=\"font-weight: 400;\"><strong>4. Setting expectations for team workload:<\/strong> Identify \u201cgood enough\u201d<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When assigning work, you need to set clear parameters and expectations. This means setting reasonable deadlines against workloads and identifying what success and failure look like for each task. Be realistic here. <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/how-to-schedule-employees-effectively\"><span style=\"font-weight: 400;\">Your team are human beings, not robots<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To prevent team burnout, deadlines should account for potential errors, unforeseen issues, and the performance level required. When setting your performance level expectations against tasks, consider which can be \u201cgood enough\u201d and which require a more significant performance level.<\/span><\/p>\n<p><b>Remember<\/b><span style=\"font-weight: 400;\">, greater performance level = more time required, so reflect this in the deadline.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\"><strong>5. Creating a flexible workload plan:<\/strong> Review, re-evaluate, and readjust as needed<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">As the project timeline progresses, you\u2019ll want to evaluate what\u2019s working and what isn\u2019t<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\">this is how you optimize workload allocation to support team mental health, success rate, and your bottom line.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Don\u2019t shy away from actively seeking feedback from your team throughout the project. It\u2019s how you gain actionable insights into what\u2019s happening. Use these insights to determine whether team members are currently over or under capacity throughout the project.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Aim to keep the team at a <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/workload-management-tips-for-project-managers\"><span style=\"font-weight: 400;\">70-80% utilization rate<\/span><\/a><span style=\"font-weight: 400;\"> to keep everyone engaged, mentally healthy, creative, and doing their best work. <\/span><a href=\"https:\/\/www.gartner.com\/smarterwithgartner\/avoid-overloading-project-team\"><span style=\"font-weight: 400;\">Anything over 80% <\/span><\/a><span style=\"font-weight: 400;\">can cause errors, costly delays, and team burnout<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\">lowering productivity.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Ultimately, your workload plan should evolve with the project, so if you find that a team member is overallocated, it\u2019s ok to pull them away from a penciled-in task and clear their schedule so they can focus on higher-priority work.<\/span><\/p>\n<h3><strong>6. Different approaches to planning workloads<\/strong><span style=\"font-weight: 400;\"><strong>:<\/strong> Choose what\u2019s right for you<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Every team and project is different, and your approach to <\/span><span style=\"font-weight: 400;\">planning workloads <\/span><span style=\"font-weight: 400;\">should reflect these differences. <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/popular-project-methodologies\"><span style=\"font-weight: 400;\">Project management methodologies<\/span><\/a><span style=\"font-weight: 400;\"> will help you respond to team and project needs by providing:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A structure<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\">to show\u00a0 you how to plan and organize workload<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The ability to track specific tasks in your workflows<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A \u201cmindset\u201d to adopt when planning your workflows<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Agile and Kanban are two popular methodologies.<\/span><\/p>\n<h4><strong>Agile methodology\u00a0<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Rigid project timelines are perfect in principle but usually unrealistic in practice. In reality, timelines and project demands shift depending on resource availability and other unplanned issues.<\/span><\/p>\n<div id=\"attachment_3745\" style=\"width: 953px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-3745\" class=\"size-medium wp-image-3745\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/10\/waterfall-vs-agile-943x521.png\" alt=\"Waterfall vs Agile project management methodology\" width=\"943\" height=\"521\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/10\/waterfall-vs-agile-943x521.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/10\/waterfall-vs-agile-1042x575.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/10\/waterfall-vs-agile-1536x848.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/10\/waterfall-vs-agile.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/10\/waterfall-vs-agile-943x521@2x.png.webp 1886w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-3745\" class=\"wp-caption-text\"><i><span style=\"font-weight: 400;\">The linear Waterfall workflow vs. Agile workflow.<\/span><\/i><\/p><\/div>\n<p><span style=\"font-weight: 400;\">An <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agile-workflows-guide\"><span style=\"font-weight: 400;\">agile workflow recognizes<\/span><\/a><span style=\"font-weight: 400;\"> that as project needs evolve, so too must your strategy. With agile, the focus leans more on flexibility and planning in incremental development stages. This approach allows for change and leaves room for you to be responsive to last-minute issues.<\/span><\/p>\n<p><b>Agile infusion: <\/b><span style=\"font-weight: 400;\">Try adopting an agile mindset when setting your workload expectations. Aim for the minimum viable product (that increases in value over time) rather than expecting the \u201cperfect\u201d outcome immediately. \u201cPerfectionism\u201d can make you a hard taskmaster who drives their team to burn out and lowers productivity, rather than a respected leader who encourages work-life balance.<\/span><\/p>\n<h4><strong>Kanban methodology<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Kanban management is a visual planning system that aims to reduce waste, continuously improve processes, and keep projects moving. Kanban uses boards and cards to visualize the project timeline and every task\u2019s status. It\u2019s a task management powerhouse that provides a clear route for task delegation and tracking.\u00a0<\/span><\/p>\n<p><i><span style=\"font-weight: 400;\">An example of a Kanban board divided into \u201cTo-do,\u201d \u201cDoing,\u201d and \u201cDone\u201d cards.\u00a0<\/span><\/i><\/p>\n<p><b>Here\u2019s how it works:<\/b><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Divide the Kanban board into three columns: \u201cTo-do,\u201d \u201cDoing,\u201d and \u201cDone.\u201d<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Work to limit the number of tasks in the middle \u201cDoing\u201d column and place focus on progressing tasks into the \u201cDone\u201d column.<\/span><\/span>\n<div id=\"attachment_4046\" style=\"width: 953px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-4046\" class=\"wp-image-4046 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/kanban-methodology-943x477.png\" alt=\"Kanban methodology and its three stages, To-do, Doine, Done\" width=\"943\" height=\"477\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/kanban-methodology-943x477.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/kanban-methodology-1042x527.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/kanban-methodology-1536x777.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/kanban-methodology.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/kanban-methodology-943x477@2x.png.webp 1886w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-4046\" class=\"wp-caption-text\"><em>An example of a Kanban board divided into \u201cTo-do,\u201d \u201cDoing,\u201d and \u201cDone\u201d cards. <\/em><\/p><\/div><\/li>\n<\/ol>\n<p><b>Kanban infusion: <\/b><span style=\"font-weight: 400;\">Consider the Kanban approach when assigning tasks to reduce the potential for multitasking (which lowers efficiency). Following a Kanban framework can also help you catch bottlenecks early, giving you enough flexibility to reallocate workload <\/span><i><span style=\"font-weight: 400;\">before<\/span><\/i><span style=\"font-weight: 400;\"> issues impact project productivity or your team\u2019s mental well-being.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\"><strong>7. Automate workload planning:<\/strong> Make your life easier with <\/span><span style=\"font-weight: 400;\">workload planning software<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Project management and resource management become much easier with a <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/capacity-planning-software\"><span style=\"font-weight: 400;\">workload management tool<\/span><\/a><span style=\"font-weight: 400;\"> at your fingertips. These tools account for project scope, workload capacity planning, individual and team utilization rates, schedule availability, task assignments, and specific skill sets in one place.\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Having this information readily available and in a single dashboard makes it easier to track employee capacity and utilization in real-time, monitor task status, and visualize the project timeline.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"What-to-look-for-in-workload-planning-tools\"><\/span><span style=\"font-weight: 400;\">What to look for in <\/span><span style=\"font-weight: 400;\">workload planning tools<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The right <\/span><span style=\"font-weight: 400;\">workload planning software<\/span><span style=\"font-weight: 400;\"> for your needs will help you make smarter workload allocations (improving productivity) and ensure no one is overloaded (protecting your team\u2019s mental health at work). <\/span><span style=\"font-weight: 400;\">But what specific features should you look for in these tools? <\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Automated calculations for resource utilization and individual capacity<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Access to individual capacity and organizational <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-managers-resource-utilization\"><span style=\"font-weight: 400;\">resource utilization<\/span><\/a><span style=\"font-weight: 400;\"> data empowers you to make informed <\/span><span style=\"font-weight: 400;\">workload planning <\/span><span style=\"font-weight: 400;\">choices. But these metrics can be hard to gather or truly understand if the information is spread between multiple reference points.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Instead of having Google Sheets and documents all over the place, then trying to calculate these figures manually, find a <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/capacity-planning-software\"><span style=\"font-weight: 400;\">workload management tool<\/span><\/a> <span style=\"font-weight: 400;\">that calculates them for you.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Aside from automatic calculation, look for how the information is displayed. When metrics are shown visually through a dashboard, it\u2019s easier to get an instant insight into any red flags (like a 90% team utilization rate or an overloaded individual at maximum capacity).\u00a0<\/span><\/p>\n<div id=\"attachment_2803\" style=\"width: 953px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-2803\" class=\"size-medium wp-image-2803\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-resource-utilization-943x532.png\" alt=\"Utilization rates for team members displayed at various percentages. \" width=\"943\" height=\"532\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-resource-utilization-943x532.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-resource-utilization-1042x588.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-resource-utilization-1536x867.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-resource-utilization.png 2048w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-resource-utilization-943x532@2x.png.webp 1886w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-2803\" class=\"wp-caption-text\"><i><span style=\"font-weight: 400;\">An example of individual capacity as visualized via workload planning software.\u00a0\u00a0<\/span><\/i><\/p><\/div>\n<h3><span style=\"font-weight: 400;\">Calendar integrations<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The ability to sync your resource management software with personal calendars speeds up your <\/span><span style=\"font-weight: 400;\">workload planning<\/span><span style=\"font-weight: 400;\">. E<\/span><span style=\"font-weight: 400;\">ven if you\u2019re in remote settings or different time zones, your team\u2019s schedules, locations, and capacity will be visible in one place.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">An integrated calendar also reduces the likelihood of double-booking, over or under-allocating work, and rushing to find resources at the last minute. Having all this in one <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/group-calendar-benefits\"><span style=\"font-weight: 400;\">master calendar<\/span><\/a> <span style=\"font-weight: 400;\">is much easier than working between multiple calendars, Google sheets, and apps (potentially full of outdated information).<\/span><\/p>\n<div id=\"attachment_3224\" style=\"width: 953px\" class=\"wp-caption alignnone\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-3224\" class=\"size-medium wp-image-3224\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/05\/outlook-calendar-schedule-overview-943x500.png\" alt=\"Microsoft outlook calendar events showing up in Resource Guru's Schedule view.\" width=\"943\" height=\"500\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/05\/outlook-calendar-schedule-overview-943x500.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/05\/outlook-calendar-schedule-overview-1042x553.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/05\/outlook-calendar-schedule-overview-1536x815.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/05\/outlook-calendar-schedule-overview.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/05\/outlook-calendar-schedule-overview-943x500@2x.png.webp 1886w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-3224\" class=\"wp-caption-text\"><em>An example of an integrated calendar within a resource management schedule. It gives an up-to-date picture of all relevant events, so you avoid scheduling conflicts.<\/em><\/p><\/div>\n<h3><span style=\"font-weight: 400;\">A skills log<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/best-resource-management-tools\"><span style=\"font-weight: 400;\">resource management tool<\/span><\/a><span style=\"font-weight: 400;\"> with a skills log is a serious time saver. A skills log gives you the ability to input people\u2019s skill sets early in the project. You could even ask your team to fill out their capabilities (or skills) early in the workload planning process to give you a clearer picture early on in the project life cycle.<\/span><\/p>\n<div id=\"attachment_2773\" style=\"width: 953px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-2773\" class=\"wp-image-2773 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-filters-943x623.webp\" alt=\"Displaying skillsets of different resources in Resource Guru.\" width=\"943\" height=\"623\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-filters-943x623.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-filters-1042x689.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-filters.webp 1300w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-2773\" class=\"wp-caption-text\"><em>Filtering by skills in Resource Guru when planning team workloads.<\/em><\/p><\/div>\n<p><span style=\"font-weight: 400;\">You can then identify who has the best skills for tasks and subtasks based on their experience and specialisms. If your software also has capacity and utilization calculations and calendar integrations, you\u2019ll be able to assign tasks based on expertise <\/span><i><span style=\"font-weight: 400;\">and<\/span><\/i><span style=\"font-weight: 400;\"> availability by filtering for both. <\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Build PTO into project plans\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Workload planning <\/span><span style=\"font-weight: 400;\">can get complicated. So many moving parts are involved, and getting an accurate picture of your team\u2019s availability can be tricky. A <\/span><span style=\"font-weight: 400;\">workload planning tool<\/span><span style=\"font-weight: 400;\"> that can build time off into your project plans makes tracking your team\u2019s time off and other resource downtimes easier.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The option to factor in and schedule time off for individuals is a great place to start. But scheduling time off for multiple team members at once through custom filtering is a real game changer, especially if you have a global team.\u00a0<\/span><\/p>\n<div class=\"mceTemp\"><\/div>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-4049 size-full\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/team-time-off.gif\" alt=\"Adding time off for multiple resources in resource scheduling tool, Resource Guru.\" width=\"1200\" height=\"700\" \/><\/p>\n<p><em>Using a workload planning tool to add time off for multiple resources.<\/em><\/p>\n<p><b>Use case:<\/b><span style=\"font-weight: 400;\"> Say you need to book a public holiday (like Thanksgiving) off for the entire American portion of your workforce. Applying a filter to book multiple times off at once is ideal. But maybe you also need to exclude British employees from this public holiday; a custom filtering system means you can do both things simultaneously. <\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Clash management\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Workload planning tools<\/span><span style=\"font-weight: 400;\"> with built-in <\/span><a href=\"https:\/\/help.resourceguruapp.com\/en\/articles\/2942080-booking-clashes-the-waiting-list-overtime-and-capacity-planning\"><span style=\"font-weight: 400;\">clash management<\/span><\/a><span style=\"font-weight: 400;\"> can prevent overbookings that overload your team and lower productivity.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If a resource is already overbooked, but you still need them for additional tasks, you can add further bookings to a waiting list for when they become available. Or you can use elastic overtime, which extends a team member\u2019s availability and flags the additional time as overtime.<\/span><\/p>\n<div id=\"attachment_4061\" style=\"width: 953px\" class=\"wp-caption alignnone\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-4061\" class=\"size-medium wp-image-4061\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/booking-clash-schedule-overview-943x466.png\" alt=\"Pop-up module warning about a booking clash in the schedule.\" width=\"943\" height=\"466\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/booking-clash-schedule-overview-943x466.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/booking-clash-schedule-overview-1042x515.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/booking-clash-schedule-overview-1536x759.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/booking-clash-schedule-overview.png 1800w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-4061\" class=\"wp-caption-text\"><em>Resource Guru has built-in clash management for a more seamless scheduling experience. Here, flagging a booking clash.<\/em><\/p><\/div>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Because of the clear visibility, you can avoid micromanaging (over-questioning the team about their schedule, for example), which often leads to poor mental health and low morale. <\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Best-practices-when-thinking-about-how-to-plan-workload\"><\/span><span style=\"font-weight: 400;\">Best practices when thinking about how to plan workload<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><b>Planning <\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Build vacation (or <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/workation\"><span style=\"font-weight: 400;\">workation<\/span><\/a><span style=\"font-weight: 400;\">), public holidays, sick days, admin, time for creativity, and a buffer for human error or unforeseen circumstances into your project timelines from the start.<\/span><\/p>\n<p><b>Pro tip:<\/b><span style=\"font-weight: 400;\"> Don\u2019t forget to factor in the skill sets (and therefore the resources) required for project success.<\/span><\/p>\n<h3><strong>Scheduling<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Be mindful of double-booking resources and over or under-allocating work. Poor scheduling can see you scrambling to find resources last minute and creating unrealistic workload expectations for your team.\u00a0<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">consider a master calendar with every team member\u2019s schedule housed in one place. Remember to ask your team to keep their schedules up-to-date throughout the project.<\/span><\/p>\n<h3>Work-life balance<\/h3>\n<p><span style=\"font-weight: 400;\">Avoid burnout, improve work-life balance, and manage workplace stress by allocating work and responsibilities fairly between your team.<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Anything over 80% for team resource utilization is a trigger to assess and readjust work schedules where needed. And if an individual team member has 90% capacity, that signals an unreasonable workload. If someone with the same skill set has 20% capacity, it\u2019s time to redistribute tasks and responsibilities.<\/span><\/p>\n<h3>Remote culture<\/h3>\n<p><span style=\"font-weight: 400;\">Planning, scheduling, and fostering work-life balance (plus everything in between) can become more challenging in a remote work setting.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you can make one game-changing move in your <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/remote-team-project-management\"><span style=\"font-weight: 400;\">remote team project management<\/span><\/a><span style=\"font-weight: 400;\">, it\u2019s to <\/span><a href=\"https:\/\/hbr.org\/2020\/07\/remote-managers-are-having-trust-issues\"><span style=\"font-weight: 400;\">show confidence<\/span><\/a><span style=\"font-weight: 400;\"> in your team\u2019s work skills despite reduced employee visibility and transparency.<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">You want to trust your team in a remote setting, but project success hinges on real-time visibility. Make your life easier and avoid giving employees the third degree about their schedule or capacity with integrated <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/best-project-scheduling-software\"><span style=\"font-weight: 400;\">resource scheduling software<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Workload-planning%E2%80%94your-ticket-to-team-well-being\"><\/span><span style=\"font-weight: 400;\">Workload planning<\/span><span style=\"font-weight: 400;\">\u2014your ticket to team well-being<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Workload planning sure isn\u2019t easy.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But when you <\/span><span style=\"font-weight: 400;\">plan, prioritize, and organize workloads <\/span><span style=\"font-weight: 400;\">in a way that (actually) sets you and your team up for success, it\u2019s a game changer. You\u2019ll enable productivity, <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-collaboration\"><span style=\"font-weight: 400;\">project collaboration<\/span><\/a><span style=\"font-weight: 400;\">, and team well-being\u2014all at the same time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So invest in your team by investing in workload planning. Your team and your projects will be better for it.<\/span><\/p>\n<p><b>Create a workload schedule for your team, track workload, and deliver your projects on time with Resource Guru. <\/b><a href=\"https:\/\/app.resourceguruapp.com\/signup\"><b>Try a fully-featured 30-day free trial today<\/b><\/a><b>.<\/b><\/p>\n<p>&nbsp;<\/p>\n<p><a href=\"https:\/\/get.resourceguruapp.com\/ebook-confessions-of-a-project-manager\/?utm_source=blog&amp;utm_medium=banner&amp;utm_campaign=COPM\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-4165 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png\" alt=\"Download the eBook, Confessions of a Project Manager\" width=\"943\" height=\"242\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1042x268.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1536x395.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1.png 1836w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Workload planning (or \u201cworkload management\u201d) is your fast track to meeting project goals without causing team burnout. Get this stage right? Expect team engagement and productivity levels to rise. Dive into your project head first without&hellip;<\/p>\n","protected":false},"author":32,"featured_media":4053,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[38],"tags":[],"class_list":["post-4038","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Workload planning: A complete guide<\/title>\n<meta name=\"description\" content=\"Understand what workload planning is, how to plan your team\u2019s workload, and how to find the best workload planning tools.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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