{"id":29863,"date":"2024-07-25T14:00:03","date_gmt":"2024-07-25T19:00:03","guid":{"rendered":"https:\/\/www.projectmanager.com\/?p=29239"},"modified":"2026-04-27T10:47:01","modified_gmt":"2026-04-27T15:47:01","slug":"how-to-manage-your-teams-workload","status":"publish","type":"post","link":"https:\/\/www.projectmanager.com\/blog\/how-to-manage-your-teams-workload","title":{"rendered":"Workload Management: Planning Workload Distribution"},"content":{"rendered":"<p>Workload management is a critical part of executing any project; projects are executed by people and as a project manager, you must ensure that your team\u2019s workload is balanced.<\/p>\n<p>Project teams look to project managers to clarify what they should be doing and when, but they don\u2019t want you hovering over their shoulders as they check off tasks in their project management software. It&#8217;s important to strike a balance between controlling your team&#8217;s tasks and giving them room to work.<\/p>\n<h2>What Is Workload Management?<\/h2>\n<p>Workload management is the process of assigning tasks to keep individuals and teams working at maximum efficiency. The workload management process involves planning, scheduling, distributing and monitoring workload to ensure teams achieve their goals while making sure work is evenly distributed among team members. Let\u2019s take a closer look at the key stages of the workload management process mentioned above.<\/p>\n<p><a href=\"\/\">ProjectManager<\/a> is project management software that\u2019s equipped with workload management, task management and resource management tools to help you manage your team\u2019s workload in minutes. When onboarding teams, you can add their availability to make assigning easier. Then check the color-coded workload chart to see who is overallocated and balance the workload from that chart. Keep teams more productive and working at capacity. Get started with ProjectManager today for free.<\/p>\n<figure id=\"attachment_70891\" aria-describedby=\"caption-attachment-70891\" style=\"width: 2560px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/www.projectmanager.com\/freetrial?edition=d\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-70891 size-full\" src=\"\/wp-content\/uploads\/2024\/06\/Assign-people-resource-allocation-CTA.png\" alt=\"ProjectManager's workload management features are ideal for project management\" width=\"2560\" height=\"1271\" srcset=\"\/wp-content\/uploads\/2024\/06\/Assign-people-resource-allocation-CTA.png 2560w, \/wp-content\/uploads\/2024\/06\/Assign-people-resource-allocation-CTA-600x298.png 600w, \/wp-content\/uploads\/2024\/06\/Assign-people-resource-allocation-CTA-1600x794.png 1600w, \/wp-content\/uploads\/2024\/06\/Assign-people-resource-allocation-CTA-300x149.png 300w, \/wp-content\/uploads\/2024\/06\/Assign-people-resource-allocation-CTA-768x381.png 768w, \/wp-content\/uploads\/2024\/06\/Assign-people-resource-allocation-CTA-1536x763.png 1536w, \/wp-content\/uploads\/2024\/06\/Assign-people-resource-allocation-CTA-2048x1017.png 2048w, \/wp-content\/uploads\/2024\/06\/Assign-people-resource-allocation-CTA-450x223.png 450w\" sizes=\"auto, (max-width: 2560px) 100vw, 2560px\" \/><\/a><figcaption id=\"caption-attachment-70891\" class=\"wp-caption-text\">ProjectManager lets you review resource allocation at a glance. <a href=\"\/software\/resource-planning\">Learn more<\/a><\/figcaption><\/figure>\n<h3>Workload Forecasting &amp; Capacity Planning<\/h3>\n<p>Understanding your project&#8217;s current and future workload needs is one of the most important steps when managing workload. To do so, you\u2019ll need to measure your <a href=\"https:\/\/www.projectmanager.com\/blog\/resource-utilization-project\">resource utilization<\/a> and check your workload capacity to make sure they match your business forecasting and customer demand projections. If needed, your organization might need to hire new personnel or acquire new resources such as raw materials or equipment.<\/p>\n<h3>Workload Distribution &amp; Scheduling<\/h3>\n<p>Once you\u2019ve determined what your team\u2019s workload will look like in the future, it\u2019s important to use <a href=\"\/software\">project management tools<\/a> such as Gantt charts, kanban boards or project calendars to assign tasks to your team members depending on their skills and overall resource availability.<\/p>\n<h3>Workload Monitoring<\/h3>\n<p>Planning and scheduling tasks are as important as keeping track of them to make sure they\u2019ve been completed on time and under budget. To do so, you should use workload management software with features like <a href=\"\/software\/dashboard\">dashboards<\/a> and reports. To manage your team\u2019s workload, you\u2019ll need to create a workload plan that entails understanding your resources and the business priorities or tasks to be completed.<\/p>\n<div class=\"template-download-holder\">\n\t<div class=\"template-download-image-holder\">\n\t\t<img loading=\"lazy\" decoding=\"async\" width=\"1600\" height=\"900\" src=\"\/wp-content\/uploads\/2024\/06\/Workload-Analysis-Template.jpg\" class=\"attachment-large size-large\" alt=\"\" srcset=\"\/wp-content\/uploads\/2024\/06\/Workload-Analysis-Template.jpg 1600w, \/wp-content\/uploads\/2024\/06\/Workload-Analysis-Template-600x338.jpg 600w, \/wp-content\/uploads\/2024\/06\/Workload-Analysis-Template-300x169.jpg 300w, \/wp-content\/uploads\/2024\/06\/Workload-Analysis-Template-768x432.jpg 768w, \/wp-content\/uploads\/2024\/06\/Workload-Analysis-Template-1536x864.jpg 1536w, \/wp-content\/uploads\/2024\/06\/Workload-Analysis-Template-450x253.jpg 450w, \/wp-content\/uploads\/2024\/06\/Workload-Analysis-Template-384x216.jpg 384w, \/wp-content\/uploads\/2024\/06\/Workload-Analysis-Template-800x451.jpg 800w\" sizes=\"auto, (max-width: 1600px) 100vw, 1600px\" \/>\t<\/div><p class=\"intro\">Get your free<\/p>\n<h3>Workload Management Template<\/h3>\n<p class=\"subtitle\">\n\tUse this free Workload Analysis Template  for Excel to manage your projects better.<\/p>\n\t\t<button type=\"button\" data-file-id=\"70889\" data-categoryname=\"In blog post\" class=\"button green template-lightbox-trigger-70889\">Download Excel File<\/button>\n\t<\/div> \n\n<p>&nbsp;<\/p>\n<h2 id=\"section-1\">What Is Workload Management Software?<\/h2>\n<p>Workload management software is a tool used in business to organize tasks and through planning and distributing work achieve the goal of maximizing team skills and resources. When successful, workload management software can reduce costs, increase productivity and prevent burnout.<\/p>\n<h2>Workload Management Tools<\/h2>\n<p>There are many workload management software products to choose from. When in the market for a workload management tool consider things like security, data encryption, role-based access controls and compliance with data protection regulations. In terms of workload management tools or features, look for the following.<\/p>\n<h3>Workload Management Chart<\/h3>\n<p>This tool manages team capacity, prioritizes tasks and plans work allocation. It can also identify obstacles in the path of a smooth workflow. <a href=\"\/software\/work-management\">Workload management charts<\/a> are usually designed like a calendar that shows each team member\u2019s task allocation.<\/p>\n<a href=\"\/software\/work-management\"><img loading=\"lazy\" decoding=\"async\" width=\"1600\" height=\"860\" class=\"aligncenter size-large wp-image-65504\" src=\"\/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-1600x860.png\" alt=\"Workload Light 2554X1372 1 1600X860\" srcset=\"\/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-1600x860.png 1600w, \/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-600x322.png 600w, \/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-300x161.png 300w, \/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-768x413.png 768w, \/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-1536x825.png 1536w, \/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-2048x1100.png 2048w, \/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-450x242.png 450w\" sizes=\"auto, (max-width: 1600px) 100vw, 1600px\" \/><\/a>\n<h3>Gantt Chart<\/h3>\n<p><a href=\"\/guides\/gantt-chart\">Gantt charts<\/a> are scheduling tools in project management that are made up of a spreadsheet on one side with the whole project illustrated on a timeline on the other. They assist workload management through the visual representation of the project\u2019s schedule over time, including identifying task dependencies, start and finish dates, milestones, assignees and resources.<\/p>\n<a href=\"\/software\/gantt-chart\"><img loading=\"lazy\" decoding=\"async\" width=\"1600\" height=\"786\" class=\"aligncenter size-large wp-image-70419\" src=\"\/wp-content\/uploads\/2024\/04\/assign-people-resource-allocation-light-mode-gantt-chart-workload-assignments-1600x786.png\" alt=\"Assign People Resource Allocation Light Mode Gantt Chart Workload Assignments\" srcset=\"\/wp-content\/uploads\/2024\/04\/assign-people-resource-allocation-light-mode-gantt-chart-workload-assignments-1600x786.png 1600w, \/wp-content\/uploads\/2024\/04\/assign-people-resource-allocation-light-mode-gantt-chart-workload-assignments-600x295.png 600w, \/wp-content\/uploads\/2024\/04\/assign-people-resource-allocation-light-mode-gantt-chart-workload-assignments-300x147.png 300w, \/wp-content\/uploads\/2024\/04\/assign-people-resource-allocation-light-mode-gantt-chart-workload-assignments-768x377.png 768w, \/wp-content\/uploads\/2024\/04\/assign-people-resource-allocation-light-mode-gantt-chart-workload-assignments-1536x755.png 1536w, \/wp-content\/uploads\/2024\/04\/assign-people-resource-allocation-light-mode-gantt-chart-workload-assignments-450x221.png 450w, \/wp-content\/uploads\/2024\/04\/assign-people-resource-allocation-light-mode-gantt-chart-workload-assignments.png 1917w\" sizes=\"auto, (max-width: 1600px) 100vw, 1600px\" \/><\/a>\n<h3>Kanban Board<\/h3>\n<p>Kanban boards visualize workflow and provide a clear representation of how tasks progress. In terms of workload management, this offers valuable data, such as prioritization, team workload and work-in-progress. This leads to greater efficiency, focus and accountability that drives productivity. The <a href=\"https:\/\/www.projectmanager.com\/blog\/what-is-a-kanban-board\">kanban board<\/a> can also identify potential issues and resolve them before they interfere with work.<\/p>\n<a href=\"\/software\/kanban\"><img loading=\"lazy\" decoding=\"async\" width=\"1600\" height=\"787\" class=\"aligncenter size-large wp-image-69960\" src=\"\/wp-content\/uploads\/2024\/03\/operations-implementation-kanban-150-1600x787.png\" alt=\"Operations Implementation Kanban 150 1600X787\" srcset=\"\/wp-content\/uploads\/2024\/03\/operations-implementation-kanban-150-1600x787.png 1600w, \/wp-content\/uploads\/2024\/03\/operations-implementation-kanban-150-600x295.png 600w, \/wp-content\/uploads\/2024\/03\/operations-implementation-kanban-150-300x147.png 300w, \/wp-content\/uploads\/2024\/03\/operations-implementation-kanban-150-768x378.png 768w, \/wp-content\/uploads\/2024\/03\/operations-implementation-kanban-150-1536x755.png 1536w, \/wp-content\/uploads\/2024\/03\/operations-implementation-kanban-150-450x221.png 450w, \/wp-content\/uploads\/2024\/03\/operations-implementation-kanban-150.png 1918w\" sizes=\"auto, (max-width: 1600px) 100vw, 1600px\" \/><\/a>\n<h3>Timesheets<\/h3>\n<p>Though primarily thought of to manage payroll, <a href=\"https:\/\/www.projectmanager.com\/guides\/timesheets\">timesheets<\/a> can also be used in workload management to track how much time teams spend on their tasks. This also impacts labor costs and the budget but supports teams by rewarding their hard work and offering help where needed.<\/p>\n<a href=\"https:\/\/www.projectmanager.com\/guides\/timesheets\"><img loading=\"lazy\" decoding=\"async\" width=\"1600\" height=\"860\" class=\"aligncenter size-large wp-image-65492\" src=\"\/wp-content\/uploads\/2023\/01\/Timesheet-Light-2554x1372-1-1600x860.png\" alt=\"Timesheet Light 2554X1372\" srcset=\"\/wp-content\/uploads\/2023\/01\/Timesheet-Light-2554x1372-1-1600x860.png 1600w, \/wp-content\/uploads\/2023\/01\/Timesheet-Light-2554x1372-1-600x322.png 600w, \/wp-content\/uploads\/2023\/01\/Timesheet-Light-2554x1372-1-300x161.png 300w, \/wp-content\/uploads\/2023\/01\/Timesheet-Light-2554x1372-1-768x413.png 768w, \/wp-content\/uploads\/2023\/01\/Timesheet-Light-2554x1372-1-1536x825.png 1536w, \/wp-content\/uploads\/2023\/01\/Timesheet-Light-2554x1372-1-2048x1100.png 2048w, \/wp-content\/uploads\/2023\/01\/Timesheet-Light-2554x1372-1-450x242.png 450w\" sizes=\"auto, (max-width: 1600px) 100vw, 1600px\" \/><\/a>\n<h3>Dashboards<\/h3>\n<p>Dashboards provide a high-level overview of the project and can track workload performance in visual graphs and charts that are quick and easy to digest. Many <a href=\"\/software\/dashboard\">dashboards<\/a> can be customized to display time, cost, workload and more, which provides project managers with an instant status report.<\/p>\n<a href=\"\/software\/dashboard\"><img loading=\"lazy\" decoding=\"async\" width=\"1600\" height=\"786\" class=\"aligncenter size-large wp-image-70457\" src=\"\/wp-content\/uploads\/2024\/05\/portfolio-dashboard-screenshot-lightmode-1600x786.png\" alt=\"Portfolio Dashboard Screenshot 1600X786\" srcset=\"\/wp-content\/uploads\/2024\/05\/portfolio-dashboard-screenshot-lightmode-1600x786.png 1600w, \/wp-content\/uploads\/2024\/05\/portfolio-dashboard-screenshot-lightmode-600x295.png 600w, \/wp-content\/uploads\/2024\/05\/portfolio-dashboard-screenshot-lightmode-300x147.png 300w, \/wp-content\/uploads\/2024\/05\/portfolio-dashboard-screenshot-lightmode-768x377.png 768w, \/wp-content\/uploads\/2024\/05\/portfolio-dashboard-screenshot-lightmode-1536x754.png 1536w, \/wp-content\/uploads\/2024\/05\/portfolio-dashboard-screenshot-lightmode-450x221.png 450w, \/wp-content\/uploads\/2024\/05\/portfolio-dashboard-screenshot-lightmode.png 1918w\" sizes=\"auto, (max-width: 1600px) 100vw, 1600px\" \/><\/a>\n<h2>Free Workload Management Template<\/h2>\n<p>Ready to start managing the workload for your projects? Download this <a href=\"\/templates\/workload-analysis-template\">free workload management template for Excel<\/a>. It has everything you need to manage workload: log hours by day, track resource utilization, set labor rates and more. Download your copy today.<\/p>\n<figure id=\"attachment_70890\" aria-describedby=\"caption-attachment-70890\" style=\"width: 2485px\" class=\"wp-caption aligncenter\"><a href=\"\/templates\/workload-analysis-template\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-70890 size-full\" src=\"\/wp-content\/uploads\/2024\/06\/Workload-analysis-template.png\" alt=\"Workload management template for excel\" width=\"2485\" height=\"1131\" srcset=\"\/wp-content\/uploads\/2024\/06\/Workload-analysis-template.png 2485w, \/wp-content\/uploads\/2024\/06\/Workload-analysis-template-600x273.png 600w, \/wp-content\/uploads\/2024\/06\/Workload-analysis-template-1600x728.png 1600w, \/wp-content\/uploads\/2024\/06\/Workload-analysis-template-300x137.png 300w, \/wp-content\/uploads\/2024\/06\/Workload-analysis-template-768x350.png 768w, \/wp-content\/uploads\/2024\/06\/Workload-analysis-template-1536x699.png 1536w, \/wp-content\/uploads\/2024\/06\/Workload-analysis-template-2048x932.png 2048w, \/wp-content\/uploads\/2024\/06\/Workload-analysis-template-450x205.png 450w\" sizes=\"auto, (max-width: 2485px) 100vw, 2485px\" \/><\/a><figcaption id=\"caption-attachment-70890\" class=\"wp-caption-text\">Free Workload Analysis template. <a href=\"https:\/\/www.projectmanager.com\/templates\/workload-analysis-template\">Download now<\/a><\/figcaption><\/figure>\n<p>&nbsp;<\/p>\n<h2>More Workload Management Templates<\/h2>\n<p>For those who aren&#8217;t ready to upgrade to workload management software templates can be an alternative. We offer over 100 <a href=\"\/pm-templates\">free project management templates<\/a> for Excel and Word that cover all phases of the project across multiple industries. Here are a few that relate to workload management.<\/p>\n<h3><a href=\"https:\/\/www.projectmanager.com\/templates\/workload-analysis-template\">Workload Analysis Template<\/a><\/h3>\n<p>Use this free workload analysis template for Excel to manage a workforce better. It seeks to balance workload across project teams, keeping the working at capacity, which leads to greater productivity and reduces the chance of burnout.<\/p>\n<h3><a href=\"https:\/\/www.projectmanager.com\/templates\/gantt-chart-template\">Gantt Chart Template<\/a><\/h3>\n<p>This free Gantt chart template for Excel organizes tasks in a spreadsheet, including their start dates, deadlines and duration. When this data is added to the spreadsheet it automatically populates the timeline, which can then be color-coded to differentiate project phases.<\/p>\n<h3><a href=\"https:\/\/www.projectmanager.com\/templates\/kanban-board-template\">Kanban Board Template<\/a><\/h3>\n<p>The free kanban board template for Excel is divided into customizable columns that represent process steps. The task cards can then move from one column to the next as they go through the workflow. Each card captures vital information, such as the task name, a description, who is assigned to it and the due date.<\/p>\n<h2>Workload Management Example<\/h2>\n<p>Imagine a construction general contractor hired by a client who wants to build a house. Based on the project&#8217;s scope of work, the contractor begins estimating the resources that will be needed, including labor, raw materials, equipment, heavy machinery and more.<\/p>\n<p>For this workload management example, we\u2019ll focus on human resources, which in this case, is the crew that will execute the <a href=\"https:\/\/www.projectmanager.com\/blog\/construction-phases\">construction phase<\/a> work. The workload analysis chart below shows the estimated hours that each employee is scheduled to work, for a total of one month, which is the total length for this project.<\/p>\n<a href=\"\/software\/time-management\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-65504 size-full\" src=\"\/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1.png\" alt=\"Workload chart helps with workload management\" width=\"2554\" height=\"1372\" srcset=\"\/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1.png 2554w, \/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-600x322.png 600w, \/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-1600x860.png 1600w, \/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-300x161.png 300w, \/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-768x413.png 768w, \/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-1536x825.png 1536w, \/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-2048x1100.png 2048w, \/wp-content\/uploads\/2023\/01\/Workload-Light-2554x1372-1-450x242.png 450w\" sizes=\"auto, (max-width: 2554px) 100vw, 2554px\" \/><\/a>\n<p>As you can see, this workload management chart allows the contractor to visualize the work hours for each employee. However, making this workload management chart is only the beginning.<\/p>\n<p>Throughout this project, the contractor will face workload management challenges, such as weather events that make it impossible to execute tasks at the job site, some employees will likely quit, or there will be material shortages, which means this workload management chart will need to be monitored permanently.<\/p>\n<h2 id=\"section-2\">What Is a Workload Management Plan?<\/h2>\n<p>A workload plan or workload management plan is simply a project calendar or dashboard that tracks an employee\u2019s working hours on a timeline. A workload plan is used to determine resource utilization, calculate team capacity and track employee performance.<\/p>\n<p>Workload plans can vary to show more or more minor details, such as <a href=\"\/blog\/calculating-percent-complete\">percent complete<\/a>, deliverables, constraints and milestones. The more details, the more task management information you\u2019ll have to better assign work to your team. ProjectManager\u2019s workload chart, dashboard and task management tools are ideal for workload planning.<\/p>\n<h2 id=\"section-3\">Why Is Workload Management Important?<\/h2>\n<p>Workload management is a way to keep your teams busy and productive. It\u2019s a strategic way to distribute the work throughout your team to boost performance. However, managing workload isn\u2019t only about efficient <a href=\"https:\/\/www.projectmanager.com\/blog\/quick-guide-resource-management\">resource management<\/a> but is also about reducing team stress, burnout and errors. Workload management helps organizations deliver projects successfully. It\u2019s also beneficial for capacity planning, resource utilization and employee performance among other positive business impacts.<\/p>\n<h2 id=\"section-4\">Workload Management Tips<\/h2>\n<p>Here are some of the main tips for effective workload management.<\/p>\n<ul>\n<li><strong>Avoid burnout:<\/strong> A good rule for work management is that employees should be allocated to specific tasks for only 80 percent of their time. The remaining 20 percent will be for answering phone calls, attending team meetings, dealing with customers who call with urgent problems and so on.<\/li>\n<li><strong>Check your team performance:<\/strong> As a team leader, it\u2019s important to make sure that your team members are meeting their goals. If they\u2019re not, your workload planning might be compromised. If you find team members who aren&#8217;t meeting their deadlines, then you should level your resources to help the team produce deliverables and reach milestones.<\/li>\n<li><strong>Use a work breakdown structure:<\/strong> Using a <a href=\"https:\/\/www.projectmanager.com\/guides\/work-breakdown-structure\">work breakdown structure<\/a> it\u2019s a great way to define what are the activities required for a given project, which is a necessary step before creating a workload plan.<\/li>\n<li><strong>Consider your value stream:<\/strong> Measuring how many of the tasks assigned to your team add value to your customer is a great way to gauge your team\u2019s performance and how effective your workload distribution is.<\/li>\n<\/ul>\n<h2 id=\"section-5\">How to Manage Workload With ProjectManager<\/h2>\n<p><a href=\"\/\">ProjectManager<\/a> is a robust workload management tool that has features that let you plan, schedule, distribute and track your team\u2019s workload. The fastest way to find this information is to use task management, capacity planning or resource management features from your project management software to show who\u2019s working on which tasks.<\/p>\n<h3>1. Map Out Your Workload Plan<\/h3>\n<p>With ProjectManager, you can use multiple planning tools to balance the workload across your team and map out their work schedule. With our Gantt charts, <a href=\"\/software\/kanban\">kanban boards<\/a>, project calendars and workload charts you can map out your tasks in phases and assign them to team members. The assignee\u2019s name appears next to the task so you can view who is working on what.<\/p>\n<a href=\"\/software\/kanban\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-70421 size-full\" src=\"\/wp-content\/uploads\/2024\/04\/Kanban-task-card-moving-manufacturing-order-management-light-mode.png\" alt=\"Kanban board in ProjectManager\" width=\"2560\" height=\"1398\" srcset=\"\/wp-content\/uploads\/2024\/04\/Kanban-task-card-moving-manufacturing-order-management-light-mode.png 2560w, \/wp-content\/uploads\/2024\/04\/Kanban-task-card-moving-manufacturing-order-management-light-mode-600x328.png 600w, \/wp-content\/uploads\/2024\/04\/Kanban-task-card-moving-manufacturing-order-management-light-mode-1600x874.png 1600w, \/wp-content\/uploads\/2024\/04\/Kanban-task-card-moving-manufacturing-order-management-light-mode-300x164.png 300w, \/wp-content\/uploads\/2024\/04\/Kanban-task-card-moving-manufacturing-order-management-light-mode-768x419.png 768w, \/wp-content\/uploads\/2024\/04\/Kanban-task-card-moving-manufacturing-order-management-light-mode-1536x839.png 1536w, \/wp-content\/uploads\/2024\/04\/Kanban-task-card-moving-manufacturing-order-management-light-mode-2048x1118.png 2048w, \/wp-content\/uploads\/2024\/04\/Kanban-task-card-moving-manufacturing-order-management-light-mode-450x246.png 450w\" sizes=\"auto, (max-width: 2560px) 100vw, 2560px\" \/><\/a>\n<h3>2. Create Workload Schedules<\/h3>\n<p>You can use the <a href=\"\/software\/gantt-chart\">online Gantt chart<\/a> to create detailed workload schedules that let you assign work to team members by simply dragging and dropping tasks on the timeline. Since it\u2019s an online Gantt chart, all data updates in real time so the entire team sees their new tasks in an instant. Simply click on a task and assign it to certain team members. You can add several team members or simply yourself if needed. Team members are even organized by department so you can quickly identify the best person for the job.<\/p>\n<a href=\"\/software\/gantt-chart\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-70044 size-full\" src=\"\/wp-content\/uploads\/2024\/03\/Manufacturing-gantt-chart-light-mode-costs-exposed-.png\" alt=\"Workload schedule, created using ProjectManager's Gantt chart\" width=\"1919\" height=\"926\" srcset=\"\/wp-content\/uploads\/2024\/03\/Manufacturing-gantt-chart-light-mode-costs-exposed-.png 1919w, \/wp-content\/uploads\/2024\/03\/Manufacturing-gantt-chart-light-mode-costs-exposed--600x290.png 600w, \/wp-content\/uploads\/2024\/03\/Manufacturing-gantt-chart-light-mode-costs-exposed--1600x772.png 1600w, \/wp-content\/uploads\/2024\/03\/Manufacturing-gantt-chart-light-mode-costs-exposed--300x145.png 300w, \/wp-content\/uploads\/2024\/03\/Manufacturing-gantt-chart-light-mode-costs-exposed--768x371.png 768w, \/wp-content\/uploads\/2024\/03\/Manufacturing-gantt-chart-light-mode-costs-exposed--1536x741.png 1536w, \/wp-content\/uploads\/2024\/03\/Manufacturing-gantt-chart-light-mode-costs-exposed--450x217.png 450w\" sizes=\"auto, (max-width: 1919px) 100vw, 1919px\" \/><\/a>\n<h3>3. Monitor Workload Capacity<\/h3>\n<p>ProjectManager\u2019s workload chart lets you see the number of assigned work hours to each team member to monitor your team\u2019s performance and control heavy workloads. The box is green if the team member has a good number of hours; it\u2019s orange if they are over or under-assigned. In the same view, you can click the box and instantly reassign tasks to adjust the workload.\u00a0Adjustments are automatically reflected in any workload plans on the Gantt chart, the team workload dashboard and elsewhere in our <a href=\"\/software\">project management tool<\/a>. Look for team members who are under or over-allocated so you can adjust their schedule accordingly.<\/p>\n<a href=\"\/software\/work-management\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-70458 size-full\" src=\"\/wp-content\/uploads\/2024\/05\/workload-page-resource-management-lightmode.png\" alt=\"ProjectManager's workload chart showing team members, tasks and due dates\" width=\"1916\" height=\"940\" srcset=\"\/wp-content\/uploads\/2024\/05\/workload-page-resource-management-lightmode.png 1916w, \/wp-content\/uploads\/2024\/05\/workload-page-resource-management-lightmode-600x294.png 600w, \/wp-content\/uploads\/2024\/05\/workload-page-resource-management-lightmode-1600x785.png 1600w, \/wp-content\/uploads\/2024\/05\/workload-page-resource-management-lightmode-300x147.png 300w, \/wp-content\/uploads\/2024\/05\/workload-page-resource-management-lightmode-768x377.png 768w, \/wp-content\/uploads\/2024\/05\/workload-page-resource-management-lightmode-1536x754.png 1536w, \/wp-content\/uploads\/2024\/05\/workload-page-resource-management-lightmode-450x221.png 450w\" sizes=\"auto, (max-width: 1916px) 100vw, 1916px\" \/><\/a>\n<h3>4. Track Workload Costs With Timesheets and Reports<\/h3>\n<p>Use ProjectManager\u2019s timesheets to keep track of labor costs as you assign work to your team. They sync automatically whenever you make changes to your workload plan from the Gantt chart, kanban boards and other task management tools. You can also <a href=\"\/software\/reporting\">generate one-click reports<\/a> in minutes so you can share your workload management information with team members and stakeholders.<\/p>\n<a href=\"\/software\/time-management\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-70590 size-full\" src=\"\/wp-content\/uploads\/2024\/05\/timesheet-lightmode-good-version-lots-of-tasks.png\" alt=\"ProjectManager's timesheets are ideal for workload management\" width=\"2559\" height=\"1390\" srcset=\"\/wp-content\/uploads\/2024\/05\/timesheet-lightmode-good-version-lots-of-tasks.png 2559w, \/wp-content\/uploads\/2024\/05\/timesheet-lightmode-good-version-lots-of-tasks-600x326.png 600w, \/wp-content\/uploads\/2024\/05\/timesheet-lightmode-good-version-lots-of-tasks-1600x869.png 1600w, \/wp-content\/uploads\/2024\/05\/timesheet-lightmode-good-version-lots-of-tasks-300x163.png 300w, \/wp-content\/uploads\/2024\/05\/timesheet-lightmode-good-version-lots-of-tasks-768x417.png 768w, \/wp-content\/uploads\/2024\/05\/timesheet-lightmode-good-version-lots-of-tasks-1536x834.png 1536w, \/wp-content\/uploads\/2024\/05\/timesheet-lightmode-good-version-lots-of-tasks-2048x1112.png 2048w, \/wp-content\/uploads\/2024\/05\/timesheet-lightmode-good-version-lots-of-tasks-450x244.png 450w\" sizes=\"auto, (max-width: 2559px) 100vw, 2559px\" \/><\/a>\n<h3>5. Communicate With Team Members<\/h3>\n<p>If you&#8217;re going to change an assignment in your workload management system, don\u2019t forget to speak to the people involved first. You can explain that you&#8217;re reallocating resources to balance the work and that it isn&#8217;t a reflection of their performance. In fact, as a result of your workload planning, they may end up with a better work schedule. Communicating with your team is key to success, so you&#8217;ll also need effective <a href=\"\/software\/team-management\">team collaboration tools<\/a>. Talk to them about upcoming holidays and include those in your workload planning so you don\u2019t assign them tasks while they\u2019re away.<\/p>\n<a href=\"\/software\/collaboration\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-70186 size-full\" src=\"\/wp-content\/uploads\/2024\/04\/kanban-light-mode-manufacturing-order-process-150-zoom-collaboration.png\" alt=\"Kanban board with open task card ideal for collaboration and workload management\" width=\"1918\" height=\"942\" srcset=\"\/wp-content\/uploads\/2024\/04\/kanban-light-mode-manufacturing-order-process-150-zoom-collaboration.png 1918w, \/wp-content\/uploads\/2024\/04\/kanban-light-mode-manufacturing-order-process-150-zoom-collaboration-600x295.png 600w, \/wp-content\/uploads\/2024\/04\/kanban-light-mode-manufacturing-order-process-150-zoom-collaboration-1600x786.png 1600w, \/wp-content\/uploads\/2024\/04\/kanban-light-mode-manufacturing-order-process-150-zoom-collaboration-300x147.png 300w, \/wp-content\/uploads\/2024\/04\/kanban-light-mode-manufacturing-order-process-150-zoom-collaboration-768x377.png 768w, \/wp-content\/uploads\/2024\/04\/kanban-light-mode-manufacturing-order-process-150-zoom-collaboration-1536x754.png 1536w, \/wp-content\/uploads\/2024\/04\/kanban-light-mode-manufacturing-order-process-150-zoom-collaboration-450x221.png 450w\" sizes=\"auto, (max-width: 1918px) 100vw, 1918px\" \/><\/a>\n<p>&nbsp;<\/p>\n<h2 id=\"section-6\">Related Content<\/h2>\n<ul>\n<li><a href=\"\/templates\/staffing-plan-template\">Staffing Plan Template<\/a><\/li>\n<li><a href=\"\/blog\/workload-analysis\">Workload Analysis: Steps, Examples &amp; Tools<\/a><\/li>\n<li><a href=\"\/blog\/make-work-plan\">What Is a Work Plan? How to Make a Work Plan In 7 Steps<\/a><\/li>\n<li><a href=\"\/blog\/statement-work-definition-examples\">What Is a Statement of Work? Definition &amp; Examples<\/a><\/li>\n<li><a href=\"\/blog\/work-package-in-project-management\">What Is a Work Package in Project Management?<\/a><\/li>\n<li><a href=\"\/training\/write-scope-work\">How to Write a Scope of Work (Example Included)<\/a><\/li>\n<li><a href=\"\/blog\/workforce-planning\">Workforce Planning Basics for Businesses and PMOs<\/a><\/li>\n<\/ul>\n<p><em>Resource management software makes the workload management process easy, especially when it\u2019s integrated into your project management solution. Updating your workload plan automatically updates the resource reports in ProjectManager so you quickly see who has time to take on additional tasks. <a href=\"\/pricing\" target=\"_blank\" rel=\"noopener noreferrer\">Start your free trial today.<\/a><\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Workload management is a critical part of executing any project; projects are executed by people and as a project manager,&#8230;<br \/><a class=\"excerpt-read-more button blue\" href=\"https:\/\/www.projectmanager.com\/blog\/how-to-manage-your-teams-workload\">Read More<\/a><\/p>\n","protected":false},"author":18,"featured_media":69810,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_yoast_wpseo_meta-robots-noindex":0,"_yoast_wpseo_canonical":"","_yoast_wpseo_opengraph-title":"","_yoast_wpseo_opengraph-description":"","_yoast_wpseo_opengraph-image":"https:\/\/www.projectmanager.com\/wp-content\/uploads\/2015\/10\/Workload.jpg","_yoast_wpseo_twitter-title":"","_yoast_wpseo_twitter-description":"","head_code_insert":"","footnotes":""},"categories":[192,175,131,318],"tags":[],"class_list":["post-29863","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-leadership","category-productivity","category-blog","category-resource-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.3 (Yoast SEO v28.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Workload Management: Planning Workload Distribution - ProjectManager<\/title>\n<meta name=\"description\" content=\"Workload management is key to project success. 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Follow these workload management steps to keep track of your team&#039;s work.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.projectmanager.com\/blog\/how-to-manage-your-teams-workload\" \/>\n<meta property=\"og:site_name\" content=\"ProjectManager\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/projectmanage\/\" \/>\n<meta property=\"article:published_time\" content=\"2024-07-25T19:00:03+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2026-04-27T15:47:01+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.projectmanager.com\/wp-content\/uploads\/2015\/10\/Workload-1600x1067.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1600\" \/>\n\t<meta property=\"og:image:height\" content=\"1067\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Peter Landau\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Peter Landau\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"13 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/www.projectmanager.com\\\/blog\\\/how-to-manage-your-teams-workload#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.projectmanager.com\\\/blog\\\/how-to-manage-your-teams-workload\"},\"author\":{\"name\":\"Peter Landau\",\"@id\":\"https:\\\/\\\/www.projectmanager.com\\\/#\\\/schema\\\/person\\\/83c2340d10ac161661864c1938cd4953\"},\"headline\":\"Workload Management: Planning Workload Distribution\",\"datePublished\":\"2024-07-25T19:00:03+00:00\",\"dateModified\":\"2026-04-27T15:47:01+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/www.projectmanager.com\\\/blog\\\/how-to-manage-your-teams-workload\"},\"wordCount\":2191,\"publisher\":{\"@id\":\"https:\\\/\\\/www.projectmanager.com\\\/#organization\"},\"image\":{\"@id\":\"https:\\\/\\\/www.projectmanager.com\\\/blog\\\/how-to-manage-your-teams-workload#primaryimage\"},\"thumbnailUrl\":\"\\\/wp-content\\\/uploads\\\/2024\\\/03\\\/Creating-a-Project-Strategy-to-Manage-Strategic-Projects.jpg\",\"articleSection\":[\"Leadership\",\"Productivity\",\"Project Management Blog\",\"Resource Management\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.projectmanager.com\\\/blog\\\/how-to-manage-your-teams-workload\",\"url\":\"https:\\\/\\\/www.projectmanager.com\\\/blog\\\/how-to-manage-your-teams-workload\",\"name\":\"Workload Management: Planning Workload Distribution - ProjectManager\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.projectmanager.com\\\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\\\/\\\/www.projectmanager.com\\\/blog\\\/how-to-manage-your-teams-workload#primaryimage\"},\"image\":{\"@id\":\"https:\\\/\\\/www.projectmanager.com\\\/blog\\\/how-to-manage-your-teams-workload#primaryimage\"},\"thumbnailUrl\":\"\\\/wp-content\\\/uploads\\\/2024\\\/03\\\/Creating-a-Project-Strategy-to-Manage-Strategic-Projects.jpg\",\"datePublished\":\"2024-07-25T19:00:03+00:00\",\"dateModified\":\"2026-04-27T15:47:01+00:00\",\"description\":\"Workload management is key to project success. 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