Monitor initiatives and manage resources
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- Creating and using Portfolios
- Example portfolios
- Tips for managing projects and workloads
Project managers and leaders need easy access to project status updates and team staffing to ensure work is on track and to make informed planning decisions. They can rely on real-time Portfolios and Workload insights to proactively report on projects and bandwidth in one place.
What are Portfolios and Workload?
Portfolios are the best way to monitor project progress towards initiatives in one place. They’re an easy way to file and organize the projects you access most often, and you can sort by project owner, deadline, status, priority, and more.
You can also view portfolio projects on a timeline to create annual plans and schedules, like for a product roadmap or annual company goals, objectives, and OKRs.
Workload is Asana’s take on resource management, providing a single view of team bandwidth across work already assigned to them in Asana—no data gathering necessary. Workload helps you make informed staffing decisions to keep work balanced, schedules efficient, and priorities on track.
Portfolios and Workload pair nicely together. Once you create a portfolio of the projects you need, you’ll see Timeline and Workload visualizations in their respective tabs at the top of your portfolio. For example, if you have a product launch portfolio, you can use Workload to ensure that no product managers are overloaded and Timeline to keep launch timing balanced.
All tasks are not created equally. Set up task effort across any projects in your Portfolio so you can more accurately gauge hours or effort spent on each task. Otherwise Workload will default to task count.
Why create and use Portfolios and Workload?
Project managers and leaders are responsible for keeping initiatives on track, ensuring their teams are happy and productive, and planning ahead for hiring. In order to get the insights to make these decisions, they often resort to time-consuming or manual ways of gathering info. They have to ping others, read through spreadsheets, or hold more meetings.
Instead, they can monitor project progress with Portfolios and manage resources with Workload—using data that’s already in Asana. Everything is in one place and is updated in real time as work moves forward.
What are examples of Portfolios?
Portfolios are ideal for project managers and team leads, but anyone can use them in a variety of ways. Here are some examples to get you started:
|Role||Can use Portfolios to…||Can use Workload to…|
|Product managers||Track product launches||Gauge product manager bandwidth or engineer coverage for each launch|
|C-Suite||Monitor top projects towards achieving company OKRs||See projects department heads are responsible for|
|Managers and Agile scrum masters||Track sprint work||Agile work pointing, allocation balancing|
|Event planners||Manage multiple events||Make sure teammates are on track to hit key event dates|
|Creative directors or producers||Track active design projects||Balance creative work across designers|
|Campaign managers||Track active campaigns||Manage team bandwidth across all campaign pieces|
|Customer success managers||Active client accounts, or all active projects by client||Keep a pulse on client health|
|IT manager||All active software deployments or considerations||Make sure each has an IT project lead|
Tips for managing projects and resources with Portfolios & Workload
There are endless options for what projects you can track in a portfolio, but here are some tips to help you best use one:
- Project status update looking stale? Click the Request Update button, and the owner will be assigned a task to update the project’s status.
- Teammate looking overloaded? You can drag and drop tasks to reassign or reschedule them, or comment on a task to check in with the assignee first. Set up task effort across any projects in your Portfolio so you can more accurately gauge hours or effort spent on each task.
- Home in on the details you need to see by sorting. Sort your portfolio by custom fields to ensure priorities are on track or group similar projects. Workload is automatically sorted by assignee.