{"id":10022,"date":"2018-08-17T08:00:26","date_gmt":"2018-08-17T08:00:26","guid":{"rendered":"https:\/\/twproject.com\/?p=10022"},"modified":"2024-08-01T08:53:04","modified_gmt":"2024-08-01T08:53:04","slug":"manage-workload-project","status":"publish","type":"post","link":"https:\/\/twproject.com\/blog\/manage-workload-project\/","title":{"rendered":"How to manage the workload of a project: 6 key suggestions"},"content":{"rendered":"\n<p>Managing the workload of a project, is getting the <strong>right balanc<\/strong>e of tasks for each team member, is one of the most critical tasks that a project manager has to face.<\/p>\n\n\n\n<p>In fact, the equitable distribution of the workload in a team is definitely a challenging task, and the temptation to entrust more projects to the best performing worker is always lurking.<\/p>\n\n\n\n<p>But in the planning of a project, it is also necessary to be fair.<\/p>\n\n\n\n<p>The <a href=\"https:\/\/twproject.com\/blog\/projects-resource-workload-what-you-need-to-know\/\"><strong>excellent management of workload and team performance<\/strong><\/a> are therefore a essential goals.<\/p>\n\n\n\n<div class=\"table-of-content\">\n<h5>CONTENT INDEX<\/h5>\n<ul>\n<li><a href=\"#check\">Check the current workload<\/a><\/li>\n<li><a href=\"#report\">Report of skills and absences<\/a><\/li>\n<li><a href=\"#set\">Set expectations<\/a><\/li>\n<li><a href=\"#identify\">Identify the overworked staff<\/a><\/li>\n<li><a href=\"#free\">Identify the \u201cfree\u201d staff<\/a><\/li>\n<li><a href=\"#inform\">Inform about changes in planning<\/a><\/li>\n<li><a href=\"#key\">The key points to remember<\/a><\/li>\n<\/ul>\n<\/div>\n\n\n\n<p>In the continuos dialogue with the Project managers, we receive frequent and common questions:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>What matters to customers and \/ or stakeholders?<\/li><li>How is it possible to obtain the best results?<\/li><li>How is it possible not to overload resources?<\/li><li>How can resources be used wisely?<\/li><li>How is it posible to obtain more from low-performing resources?<\/li><\/ul>\n\n\n\n<p>Here, then, a simple 6-step approach to ensure the<strong> correct management of activities and workload<\/strong> within the team.<br><a name=\"check\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>1. Check the current workload<\/strong><\/h2>\n\n\n\n<p>If you the <strong>project is starting from scratch<\/strong>, it is necessary to examine the current situation of the team.<\/p>\n\n\n\n<p>Are the team members also following other projects? What are their other daily activities to keep in mind?<\/p>\n\n\n\n<p>It is possible to <strong>manage in an optimal way<\/strong> only what is known.<\/p>\n\n\n\n<p>Some people may be available to <strong>work on the project activities<\/strong> just for a limited time of their day \/ week, on the other hnad, others may be available full-time.<\/p>\n\n\n\n<p>It is therefore essential to know this aspect in details in order<strong> to manage the workload equally<\/strong>.<br><a name=\"report\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>2. Report of skills and absences<\/strong><\/h2>\n\n\n\n<p>It is possible to <strong>better manage the workload of the team<\/strong>, if the project manager knows when the individual employees are absent: holidays, company outings, etc.<\/p>\n\n\n\n<p>It is important to include these absences in the planning in order to not assign work during these periods.<\/p>\n\n\n\n<p><strong>Assigning an activity<\/strong> to a resourse that will be out of office or not available will certainly end up in a delay of the delivery.<\/p>\n\n\n\n<p>In the same manner, it is important to speak with each employee in order to be sure to know all of his skills and competencies.<\/p>\n\n\n\n<p>Each person can be a valid &#8220;player&#8221; if his <strong>strengths<\/strong>, skills and responsibilities are well known.<\/p>\n\n\n\n<p>In this way it will be easier to assign an appropriate job and thus move towards excellence.<\/p>\n\n\n\n<p>A collaborator may be able to work in different areas thanks to new knowledge acquired, or to<strong> deal with more technical tasks<\/strong> thanks to new skills developed.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"630\" height=\"344\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-2-630x344.jpg\" alt=\"workload\" class=\"wp-image-10103\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-2-630x344.jpg 630w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-2-1130x617.jpg 1130w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-2-1500x819.jpg 1500w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-2-705x385.jpg 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-2-450x246.jpg 450w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-2.jpg 2000w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 984px) 61vw, (max-width: 1362px) 45vw, 600px\" \/><\/figure><\/div>\n\n\n\n<p>Therefore, the suggestion is to cyclically verify the &#8220;new skills&#8221; learned from the individual collaborator.<\/p>\n\n\n\n<p>Normally, during the <strong>planning of the project<\/strong>, a list of all the work and the various activities is drawn up.<\/p>\n\n\n\n<p>The tasks will be assigned according to the function, position and <strong>specific strength of each worker<\/strong>.<br><a name=\"set\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>3. Set expectations<\/strong><\/h2>\n\n\n\n<p>Setting goals and skills is not enough.<\/p>\n\n\n\n<p>The task of the Project Manager is also to constantly remember the pre-established goals and to underline the level of commitment expected from each team member.<\/p>\n\n\n\n<p>This <strong>helps the team to focus<\/strong>.<\/p>\n\n\n\n<p>There must be a clearly expressed and shared value to which everyone should equally <strong>contribute with his talents, skills and energy<\/strong>.<\/p>\n\n\n\n<p>One of the difficulties in <strong>ensuring that a workload is fair<\/strong> is that employees never work at the same pace.<\/p>\n\n\n\n<p>In other words, even when the workload seems &#8220;fair and even&#8221;, it may not really be that way.<\/p>\n\n\n\n<p>It is important to ensure that employees understand that <strong>hours can not be compared with productivity<\/strong>.<\/p>\n\n\n\n<p>In fact, for two hours worked, two employees can produce different results.<\/p>\n\n\n\n<p>The best way to do this is to praise the <strong>truly satisfying and successful performance of the project<\/strong>, regardless of the working hours.<\/p>\n\n\n\n<p>A project manager should pay attention to what people are realizing in practice and not just to the number of working hours.<\/p>\n\n\n\n<p>Granted that the time required by a resource to finish a certain activity is not really exaggerated.<br><a name=\"identify\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>4. Identify the overworked staff<\/strong><\/h2>\n\n\n\n<p>This means to identify those resources that have already received more work than they can actually do in the time available.<\/p>\n\n\n\n<p>If a collaborator really has too much work, it is possible <strong>to divide the activities into smaller blocks<\/strong> to distribute to several other resources.<\/p>\n\n\n\n<p>Or postpone the <strong>deadline of a certain activity<\/strong> in order to <strong>lighten the daily workload.<\/strong><\/p>\n\n\n\n<p>Also for the overall workload management, it is possible to follow the 80\/20 rule.<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>People should be assigned to<strong> specific tasks<\/strong> only for 80% of their time.<\/li><li>The remaining 20% will be used to answer phone calls,<strong> attend team meetings<\/strong>, deal with the clients and so on. This 20% should be distributed evenly throughout the week. It is better to fill people&#8217;s time for &#8211; for example &#8211; 6 hours a day, rather than giving them a fixed day &#8220;free&#8221; from specific activities.<\/li><\/ul>\n\n\n\n<p>There may also be the case where a person seems overburdened with work, even if this is not the reality. This can occur when the resource is not able <strong>to manage its work efficiently<\/strong>.<\/p>\n\n\n\n<p>There are possible interventions to offer in these cases, such as a coaching with a more efficient colleague or a <strong>training course<\/strong>.<\/p>\n\n\n\n<p>But we must also consider the fact that some people do not belong to the jobs they are in and therefore may not be suitable for the task assigned.<\/p>\n\n\n\n<p>In this case, it may be necessary to change the role and function within the organization.<br><a name=\"free\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>5. Identify the \u201cfree\u201d staff<\/strong><\/h2>\n\n\n\n<p>Team members are motivated when their day is full of meaningful tasks.<\/p>\n\n\n\n<p>This makes them feel important for the project.<\/p>\n\n\n\n<p><strong>A time management system<\/strong> will help to understand if the employees are working on<strong> priority activities<\/strong>, or in general on activities important for the project, or not.<\/p>\n\n\n\n<p>In some situations, the collaborators themselves can ask for more work. On the other hand, they could also say that they can not <strong>take on further tasks<\/strong>.<\/p>\n\n\n\n<p>This is where the <strong>workload management capability<\/strong> of a project manager comes into play.<\/p>\n\n\n\n<p>Are the team members really too busy or are they just working on the wrong tasks? What if they were just incredibly unproductive?<\/p>\n\n\n\n<p>Some people do not give the right importance to their work and they do only the bare minimum.<\/p>\n\n\n\n<p>With this kind of people we need to be clear.<\/p>\n\n\n\n<p>They will have to know that the level of commitment could have consequences in terms of the <strong>possibility of promotion<\/strong>, financial incentives and prestigious assignments.<\/p>\n\n\n\n<p>The more the team&#8217;s <strong>strengths and working patterns<\/strong> are known, the easier it will be <strong>to correctly manage the workload<\/strong>.<br><a name=\"inform\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>6. Inform about changes in planning<\/strong><\/h2>\n\n\n\n<p>Obviously, even with the best planning, the <strong>development of a project<\/strong> may require an <strong>immediate change of priorities<\/strong>.<\/p>\n\n\n\n<p>If you intend to change an assignment in the <strong>resource planning<\/strong> or workload system, it is absolutely necessary to speak first with the relevant stakeholders and collaborators.<\/p>\n\n\n\n<p>This is one of the main tricks to keep the team happy.<\/p>\n\n\n\n<p>Communication in this situation is essential.<\/p>\n\n\n\n<p>It is necessary to explain the reasons behind structural interventions, as well as to highlight the <strong>requisites of the resources<\/strong> needed to complete the project. It is strategic to emphasize the need for a project and not make it a personal issue.<br><a name=\"key\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>The key points to remember<\/strong><\/h2>\n\n\n\n<p>What to do:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Spend time on planning in order to reflect on the <strong>delegation strategy<\/strong>.<\/li><li>Create a list of all the activities that need to be done and then <strong>assign tasks<\/strong> based on the specific function, position, and strengths of team members.<\/li><li>Create a culture that enhances productivity beyond the hours worked by openly praising an i<strong>mportant and successful performance.<\/strong><\/li><\/ul>\n\n\n\n<p>What not to do:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Being excessively rigid regarding the<strong> workload delegation strategy<\/strong>; when priorities change, it is necessary to be flexible.<\/li><li>Burn the<strong> top performer<\/strong>. Before loading him further, identify if and how it is possible to <strong>break down a more complex task into secondary tasks<\/strong>.<\/li><li>Let a collaborator &#8220;rest on his laurels&#8221;. It is necessary to be clear and direct on the general <strong>project expectations<\/strong>, as well as on the personal ones.<\/li><\/ul>\n\n\n\n<p>There are real risks involved in not <a href=\"https:\/\/twproject.com\/blog\/projects-resource-workload-what-you-need-to-know\/\"><strong>distributing the workload fairly<\/strong><\/a>.<\/p>\n\n\n\n<p>Indeed, if the <strong>high performers<\/strong> are overloaded, they will start to resent the fact that they are doing more than their colleagues, in addition to risk the <strong>burn out<\/strong>.<\/p>\n\n\n\n<p>If work is taken away from slower people, they will inevitably lose interest.<\/p>\n\n\n\n<p>People also work to <strong>achieve success<\/strong> &#8211; albeit small &#8211; to grow and to be recognized. When this opportunity is not given to them, the risk is high.<\/p>\n\n\n\n<p>This is why in the<a href=\"https:\/\/twproject.com\" target=\"_blank\" rel=\"noopener\"> Twproject<\/a> software we paid special attention to managing the workload of each team member.<\/p>\n\n\n\n<p>From the planning phase to the monitoring and control phase, it is possible to have a clear picture of the progress of each collaborator&#8217;s work.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"630\" height=\"452\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-630x452.jpg\" alt=\"workload\" class=\"wp-image-10023\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-630x452.jpg 630w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-1130x810.jpg 1130w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-705x505.jpg 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-450x323.jpg 450w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload.jpg 1222w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 984px) 61vw, (max-width: 1362px) 45vw, 600px\" \/><\/figure><\/div>\n\n\n\n<p>For each resource the Project Manager can have a graphical representation of the total load per day, (where each color represents a different task), as well as a detailed explanation of the load components.<\/p>\n\n\n\n<p>The functions available are so many! The best way know them is by testing our software<\/p>\n\n\n\n<p>In our software work and load plan interact in order to provide &#8211; in real time &#8211; the strategic information for the successful outcome of the project.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Twproject for workload management\" width=\"840\" height=\"473\" src=\"https:\/\/www.youtube.com\/embed\/UKir_Zt0GrA?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<p>What are the difficulties you have encountered in <strong>managing your team&#8217;s workload<\/strong>?<\/p>\n\n\n\n<p>Leave us your comment.<\/p>\n\n\n\n<div class=\"tw_promobox box_type2 sBlue sFilter sImage\" style=\"background-image: url('https:\/\/static.twproject.com\/blog\/wp-content\/uploads\/get-it-now-r.jpg'); background-size: 140%; background-position: -90px -290px;\">\n<div class=\"av_promobox avia-button-yes avia-builder-el-1 el_after_av_promobox avia-builder-el-last\">\n<div class=\"avia-promocontent\">\n<h2>Start managing the workload of your projects.<\/h2>\n<\/div>\n<div class=\"avia-button-wrap avia-button-right \"><a class=\"avia-button avia-icon_select-no avia-color-custom avia-size-xlarge\" href=\"https:\/\/twproject.com\/on-your-server\/\"><span class=\"avia_iconbox_title\">Try Twproject!<\/span><\/a><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Managing the workload of a project, is getting the right balance of tasks for each team member, is one of the most critical tasks that a project manager has to face. In fact, the equitable distribution of the workload in a team is definitely a challenging task, and the temptation to entrust more projects to &hellip; <a href=\"https:\/\/twproject.com\/blog\/manage-workload-project\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;How to manage the workload of a project: 6 key suggestions&#8221;<\/span><\/a><\/p>\n","protected":false},"author":3,"featured_media":10086,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_custom_body_class":"","_custom_post_class":"","footnotes":""},"categories":[58,88,344],"tags":[],"class_list":["post-10022","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management","category-resource-management","category-time-management-2"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to manage the workload of a project: 6 key suggestions<\/title>\n<meta name=\"description\" content=\"Managing the workload of a project is one of the most critical tasks for a project manager. 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