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 to 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

In order 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 top left of 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 & 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 simple 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 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 get a view of which team members are reaching their capacity limits, as well as those team members who have greater capacity.

Edit the effort for your team

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

effort

  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 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 Friday to Monday, it will be 5 hours on Friday, 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 on a specific day column header to view multiple team member’s total tasks on a given day. Hover on 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 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 the task and type in the name of your task. You can then click into 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

  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

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

zoom

  • 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 amount 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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Asana Lessons

Learn the Asana basics in less than 15 minutes with these quick lessons

Tasks

Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes

Projects

Projects Lessons

Work with teammates

3 Minutes

Inbox

Inbox Lessons

Communicate even faster

3 Minutes

You can use tasks to track, collaborate on, and organize all your work.

Tasks can be to-dos, ideas, notes, or reminders.

Assign a task to yourself or a teammate.

Press Tab+M to quickly assign a task to yourself.

Add a due date so your deadline is clear.

Add instructions and expectations in the task description field.

Type @ to link to other tasks, people, conversations, or projects.

When you @mention someone, they’ll be added to your task as a follower.

Followers get notified when new comments or attachments are added.

Add anyone who needs to stay up to date on your task as a follower.

They can always unfollow to stop getting notifications on your task.

Add comments to ask questions or give followers updates.

Heart a comment to let followers know you’ve seen it.

Add relevant files or irrelevant GIFs as attachments.

You can also attach directly from Dropbox, Google Drive, or Box.

Create subtasks to break your task into smaller steps.

When you’ve added a subtask, press enter to add another.

Subtasks can contain all the same details as regular tasks.

Click the comment bubble to add comments or attachments to a subtask.

You can create tasks from any screen using your top bar.

Every Task has a unique URL to easily copy and share.

Congrats! Looks like you’re up to the task.

On to the next lesson!

Always know what to do next with My Tasks.

My Tasks is a list of every task assigned to you.

It makes managing your work simple.

Click on your My Tasks list and start typing to add tasks.

Like a text document, add a new line for each new task or paste in any list.

Forward to x@mail.asana.com to turn your emails into tasks.

Asana will translate your email into a task, including your attachments.

New tasks will appear at the top of your list in Recently Assigned.

Tasks you add to My Tasks are private to you.

Click Make Public to share them with your team.

Prioritize tasks as Today, Upcoming, or Later.

Click on the blue dot next to the task, to quickly sort it.

Mark the tasks you’ll have time for Today.

Teammates can view your My Tasks list to see what you’re up to.

They’ll only see tasks you’ve made public or shared in a project (more on projects later).

Mark tasks due within a week as Upcoming so you can see what will be due soon.

On its due date, your task will move from Upcoming to Today.

Just like magic.

Mark tasks due in more than a week for Later.

They’ll be out of your way until their due date approaches.

Your tasks will move from Later to Upcoming a week before they’re due.

Keep My Tasks prioritized to always know what to work on and what’s coming next.

Now you know how to track and plan your work!

Next, learn how to work with your team in Asana.

Work together on groups of tasks with projects.

Projects help you track and organize the steps in a process or initiative.

Like an event plan, product launch, or editorial calendar.

Like My Tasks, simply click and type to add tasks to your project.

If you have your steps in a document or email already, paste in that list.

Add tasks to your project from email.

View your project’s unique email address from the project dropdown menu.

Add your tasks to other related projects.

Tasks can be included in multiple projects.

Add sections to organize tasks in a list project.

Type Tab+N in any task row to create a new section.

Or, add columns to organize tasks in a boards project.

Drag and drop tasks between or within columns to reorder.

Assign your tasks and set due dates.

Never miss a deadline with your project calendar.

Drag and drop tasks on your calendar to change their due dates.

Add everyone who needs to stay updated on your project as members.

Project members will get notified of new conversations, statuses, and tasks.

Post conversations to make announcements or start discussions.

Your post will be sent to all project members.

Use Progress to see how your project is moving forward.

Set a project status to update your team on how it’s going.

The Project Owner will be reminded to set a status once a week.

Open and organize projects from your sidebar.

Favorite projects to pin them to the top of your sidebar.

Click the star button on the left of your project name to favorite it.

Create new projects from any screen using your top bar.

Now you can move projects forward with your team.

Just one more lesson before you dive in.

Communicate and coordinate faster with Inbox.

Check Inbox to quickly read and respond to your latest updates.

Inbox will notify you when you have a task due…

and when teammates update tasks, conversations, and projects you follow.

Open and respond to updates without leaving Inbox.

Click an update and you’ll have all the context you need to respond.

Archive updates you’re ready to dismiss.

Click the X that appears on the right of an update to archive it.

Open Archive to move dismissed updates back to your Inbox.

Click the arrow that appears on the right of an archived update to move it back to Inbox.

Unfollow tasks or projects to stop receiving updates about them.

In the end, you have control over the updates you receive (or choose not to receive)

When you’re ready, you can turn Asana’s Email notifications off.

Most communication with your team can be more easily managed from Inbox. Just remember to check it often.

Congratulations! Now you’re ready to have a great work day with Asana.