Workload

Workload is available for all Business and Enterprise customers.

Workload gives you a visual snapshot of team capacity and a closer look into what your team is working on across projects — all in one place. Pinpoint conflicts so you can address risks and keep projects on track by easily reassigning or rescheduling tasks in the same view. Make sure team members aren’t overwhelmed or underworked, and projects are properly staffed.

Watch the Workload demo

You can view workload based on task count or effort, such as hours or points. In addition, you can set capacity for each team member to quickly see when someone has too much work.

Access Workload from Portfolios

You can access Workload through Portfolios - Click Portfolios in the sidebar, select a Portfolio and then navigate to the Workload tab.

Portfolios

User lists are populated by anyone who has work assigned to them in the projects in the Portfolio.

Create a team Portfolio to see your team’s work across projects. Create a Portfolio across teams to see important projects you own that are shared by multiple teams.

How to create a Portfolio

To use Workload, you must have a current Portfolio or create a new Portfolio.

Dashboard 1

To create a Portfolio:

  1. Click on Portfolios on the sidebar
  2. Click on the New Portfolio tile
  3. Name the Portfolio
  4. Click Create Portfolio

add project

Once your Portfolio has been created, click "Add Project" to add a project to your newly created Portfolio.

Capacity overview

Capacity trendline

When you click into a Workload View from your Portfolio, you’ll see a capacity trendline across teammates. By default, capacity is based on task count and task duration, but you can add task effort to see hours, points, etc.

trendline

  • Any task in your project that has a due date or date range added will automatically show up on your Workload View.
  • Tasks must be assigned to be accounted for in the capacity trendline. Otherwise, they will appear at the bottom of your Workload View in the “Unassigned Tasks” section.
  • You can assign tasks by dragging and dropping them to an assignee or opening the task menu and assigning the tasks.

Use tasks for work you want accounted for in Workload View, as subtasks are not visible in the view.

Add task effort to gauge capacity

Tracking task effort means your capacity will be based on hours, points, etc., instead of simply task count.

Dashboard 1

To add task effort:

  1. Select add effort in the Workload toolbar. Effort in Workload can be any numeric Custom Field in your library, or you can create a new field.
  2. Now add your effort field to all projects within the Portfolio (if it’s not there already).
  3. Your Workload graph will now show effort instead of task count.

Remember to add Effort to tasks (either opening them from Workload or in a project).

Once task effort has been set, you should also set your team's capacity to accurately gauge bandwidth and make sure nobody is overloaded.

Set your team's capacity

Capacity is the maximum amount of work a person can take on in a week and is customizable at the individual level. For example, a contractor might only be able to take on 20 hours, while a team member can take on 40 hours. Whenever an individual has more work than they have the capacity for, their workload graph will turn red.

capacity

  1. Click the toggle icon on your toolbar
  2. Click Edit capacity

capacity edit

From here, you can edit your team's capacity.

capacity overviews

Once your capacity has been set, you will see which team members are reaching their capacity limits, as well as those who have greater capacity.

Edit the effort for your team

You can view and edit the effort of your team members using Workload.

effort

To edit the effort for your team:

  1. Click the toggle icon on your toolbar
  2. Click Edit effort

effort

From here, you can edit your team's effort.

effort overviews

Once your effort has been set, you will get a better view of the work delegated to each of your team members.

Start dates

Use Start Dates on tasks to account for tasks that take more than one day to complete.

start

When you have a task with multiple days, Effort will be split evenly over weekdays (skipping weekends). For example, a 10 hour task over 2 days will be 5 hours each day. If the task goes from Friday to Monday, it will be 5 hours on Friday and 5 hours on Monday.

Custom Fields

Set Custom Fields based on priority to get a sense of task weight. You can select Custom Field colors in the toggle.

custom

Create Custom Fields and colors in your project view. Then, when you set a Custom Field value on tasks, that color can be viewed in your Workload View.

Hover states

Hover on an individual's chart to see a count of their tasks on a given day.

hover

Hover over a specific day column header to view multiple team members' total tasks on a given day. Hover over a person's name to see their total task count or effort over time.

Drill down view

Click on the caret to show projects and tasks per person in drill down view.

drill

  • You can open the project status modal by clicking the project name.

Drag and drop tasks

Drag and drop tasks to reschedule the time or reassign them to another person.

Workload

  • You cannot move a task to a different project.
  • When you reassign tasks, the schedule is locked to reduce errors. After reassigning, you can then drag the task to reschedule.
  • You can create tasks in Workload View by clicking directly on your Workload under the assignee, date, and project that you'd like to schedule and type in your task name. You can then click on the task's details to add additional information.

Multi-select bulk rescheduling: press the Command/Control key, and click on all the tasks you want to reschedule and/or reassign while pressing the Command/Control key.

Filter

Filter your Workload view by role and person.

filter

  • You can search for and select people you want to see in your Workload View.
  • You can also search by “Role”.

Encourage your team to add their roles to their profiles in Asana.

You can also save a Filtered view as the Default view for everyone.

filter search

To save a Filtered view as the Default:

  1. Select people for your filter
  2. Click Apply filter
  3. Click the drop-down arrow

filter search

From the drop-down menu, select save layout as default.

filter result

Zoom

zoom

To zoom in or out, click on the “Zoom” button to select between Days, Weeks, Months, Quarters, Half-Years, or Years.

  • Click on “Today” to quickly come back to present day.

Use zoom to adjust your view based on your work planning and monitoring time frame.

Subtask count on Workload

You can also view the number of subtasks on a particular task directly from Workload.

screenshot focusing on subtask count on workload

The subtask count will appear next to the task name on Workload in drill down view.

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