- 5 min read
- Feature
Resource management involves organizing and scheduling the allocation of the necessary elements to ensure efficient business operation. These elements can encompass employees, equipment, as well as brand assets. SalesTitan.io is available to provide support in keeping your business running smoothly.
Before you start
To assess the amount of work assigned to your team members, we recommended that your boards include the subsequent columns:
- People/Owner Column
- Date or a Timeline Column
- Number or Formula Column
Suppose you wish to evaluate the allocation of other resources like meeting rooms, factory machines, hand tools, cameras, or any other resource type. In that case, you may employ a Status or Dropdown Column.
It is also crucial to take into account the weekends. You can consider weekends as workdays or exclude them from the total working days. You can modify this setting in the administrative section of your account. For additional information, refer to this article.
How to add the view to your board
To include the Workload View in your board, click on the button at the top. When hovering over the button, it should read “Add View.” Next, select “More views” and search for “Workload” in the Views Center.
In addition, a new board view can be added by selecting “Board Power-Ups,” located at the upper right corner of the screen. From there, choose “Board Views” and then select “Workload” from the Views Center.
How to add the widget to your Dashboard
To insert the Workload View widget to your Dashboard or Dashboard View, click “+ Add widget” and then opt for “Workload.”
Setting up the view
Step 1 – Build your board
Assuming that we are handling our Customer Success Team, we have the following elements on our board:
- A column assigned to people allows us to designate each task to one or more team members.
- A column indicating the timeline or date, providing a defined period for the task.
- Optionally, a numerical column can be utilized to manage amount of time on task, deal value, and much more… the choice is yours!
Step 2 – Choose the time column
As this view examines all items allocated to an individual during a specific time frame, your board must contain either a Date or Timeline Column.
Step 3 – Choose the resource type
You must now select the specific type of resource you wish to have represented on the workload. The help can be any column on your board or a group or board. This selection will determine the parameters by which the workload is categorized.
Step 4 – Measure the effort
There are two available display options for the data: item count and effort.
- Count Item
If you choose “Count items,” each assigned task will be counted as one and exhibited on the board.
- Effort
Occasionally, specific tasks demand a more significant amount of effort or hold more significance towards the project. In such cases, we utilize the Time Estimation Column. This setting is compatible with both Numbers and Formula Columns. We can adjust the scene to determine whether our effort should be defined by the number of assigned tasks (“Count Items”) or the effort required to accomplish each task.
The process of resource management entails arranging and scheduling the distribution of essential components to guarantee effective business operation. Such features can consist of employees, equipment, and brand assets. SalesTitan.io is readily accessible to assist in maintaining the smooth operation of your business. To add the Workload View to your board, click on the button at the top, which should be labeled “Add View” when hovering over it. Select “More views,” then search for “Workload” in the Views Center.
In situations where more than one individual is assigned to a task, we can showcase how they allocate the effort amongst themselves. We can switch between two display options: “Split,” which will distribute the effort equally between the partners, or “Sum,” which will allocate the total number of hours required to complete the project to each partner.
Show me an example
In the given example, we opted for “Split” since Jane and Karen will divide the allocated four hours equally. On the view, they have each been assigned two hours for the project. Alternatively, if Karen and Jane collaborated on the project and both had to put in four hours, we would choose “Sum.” This would result in all four hours displayed in Karen and Jane workload.
- Present workload as number or percentage
You can choose how you want to display the bubbles in the Workload View, either by showing them as numbered tasks or by showing the percentage of the total workload that each bubble represents.
- Weekly Capacity
After completing the necessary steps, we can set a weekly limit on the total number of hours the team will work on the assigned tasks. This is known as the team’s weekly capacity. In the given instance, we configured the team’s weekly ability to be 20 hours weekly.
Note: If you switch the calendar to display by days instead of weeks, the circles’ colors indicate your specified capacity. The power will be split evenly between the five working days of the week. In this case, the weekly limit of 20 hours would be divided into 4 hours per day.
It is possible to personalize each team member’s weekly capacity, modify the entire team’s capacity, and opt to apply a uniform maximum capacity to all team members by selecting a checkbox.
Note: If you view your widget by months, the weekly capacity of 5 hours will be multiplied by the four weeks in a month, resulting in a monthly total of 20 hours. This may or may not match your initial intention when setting the weekly capacity, so it’s essential to be aware of this calculation.
Allocating Resources
Using Workload, it’s not only possible to allocate people but also any other resources. For example, we need to ensure that our taxi drivers don’t exceed more than 500 miles a week. We can set up our Workload View to display this information.
Initially, we need to choose the “Vehicle” Status Column as our resource type, and then we have to click on the “Add Effort” option. Subsequently, we have to select our “Miles Traveled” Numbers Column as the parameter for defining our effort and enter the value of “500” in the “Weekly Capacity” section provided underneath.
Now, our view is showing us all of our vehicles listed in the left panel, and to their right, we can see how many miles they have traveled so far in the week. If we see that one of our drivers is about to exceed their limit we can schedule a different driver to handle the transportation.
Understanding the colors
Understanding the results
Let’s return to the example on the Customer Success board. In this case, Ariel has been tasked with two assignments, one taking 1 hour and the other taking 2 hours.
To comprehend the outcomes, we must consider the number of hours required to finish the task and the number of days available to complete it.
Let’s go back to our board:
In this case, producing a video requires 4 hours of effort and must be finished in 8 business days, not counting weekends. As a result, we must allocate 0.5 hours of work towards this job every day. It’s a basic math calculation.
Formula: The calculation to determine the daily workload for a task is the number of hours needed to complete the task divided by the number of working days available.
Drill down for more details.
If you wish to examine the team’s tasks more closely, you can select any circles and see the tasks scheduled for that specific time frame.
For further questions, please visit our Knowledge Center. To view the Knowledge Center, click the Home Page icon the top right of your page, then select “Support” and make you way to “Help Center” in the bottom left. If you have additional questions, please feel free to contact our team by selecting the blue “Contact Us” button.