Keep work moving without overloading your team

Before work can appear in your capacity view, it needs the right context. Tasks without key fields don’t show up properly, which means your workload view is incomplete and misleading. These four fields turn a task from invisible into something that can be planned:

• Start date — when the task begins

• Due date — when it needs to be completed

• Assignee — who is responsible

• Estimated time — how long it will take

Before you can adjust workloads effectively, you need a clear view of where pressure is building. The Workload Planner gives you real-time visibility into capacity so you can identify issues early and adjust work directly in the timeline before they impact delivery.

• Use color indicators to identify overload (blue shows available capacity, red shows over capacity).

• Click into a cell to see which tasks are filling that person’s time.

• Expand a person’s row to view their workload across projects.

Once you’ve identified where pressure is building, adjust work directly in the timeline to rebalance your team and keep delivery on track.

• Place work onto the timeline to show who is doing what and when.

• Move or reassign tasks to balance workload across your team.

• Adjust duration or estimated time to reflect the actual effort required.

• Split work across days or people to create flexibility in the schedule.

Tasks may already appear in the timeline if they have the required details set. You can also bring in additional work from the Unplanned Tasks tray so nothing gets missed.

Even a well-balanced plan can become unrealistic if it doesn’t account for real-world availability. Without capturing time off and recurring commitments, your plan will consistently overestimate what your team can actually deliver.

• Add unavailable time for an individual, a team, or everyone.

• Cover anything that pulls people away from project work — leave, training days, off-sites, etc.

• Unavailable time is factored directly into capacity calculations once added.