How we see all our workload on a single chart (and how you can too)

Have you ever struggled to find the right balance between meddling in your team’s to-do lists and ensuring that the workload is equal and fair for everyone? Balancing the project workload is one of the most critical parts of managers’ jobs.

I’m Vova from Screenful team. We build productivity analytics solutions that make it easy to create dashboards, charts, and reports from your task data and share the insights with your team. Today I want to show you how we follow our team’s workload and how you can do it too😉

The Workload (planned) chart allows seeing how much work is planned for the future. It takes all the cards that have a set due date and shows a summary per day/week/month/quarter of the total planned work.

Here’s an example chart made with Analytics & Reports by Screenful:

In this example, the chart is grouped by Week , and the bar segment is Assignee . The chart shows how much work is allocated per Week for each Assignee. The leftmost bar is the current Week. The bars to the right are in the coming weeks.

As the chart’s name suggests, it only shows the work with planned duration. That means a task must have at least a due date set to be included in this chart. Tasks without any deadlines are not included in this chart.

The work is evenly distributed for the remaining days. For example, if you have 20 tasks with the due date in 10 days for each, two tasks will be allocated per day.

You can also set a start date for a task, and the chart will take that into account. If the start date is not specified, the chart allocates the work from today until the due date.

Adding dates to tasks

You can set start and due dates on by selecting the Due date column within an individual task.

You can set a start date for a task by using the Timeline column:

Notice that there may be some delay before the dates become visible in the Screenful. Once you have set the dates, they will be reflected in the chart after the next data sync, which is run automatically once per hour. You can trigger the sync manually by selecting the Data sync options from the main menu.

Configuring the Workload (planned) chart

To create a Workload (planned) chart, you’d need a data visualization solution such as Analytics & Reports by Screenful.

Once in Screenful, go to the Charts tab and click Add new chart.

A modal is opened with a set of chart templates. Select New blank chart to open the chart editor:

In the editor, select Workload (planned) as the chart type. In this example, we’ve selected grouping to be by Week , and bar segment to be Assignee . That produces a similar-looking chart:

Notice that you can use any of your custom fields as the unit. By default, the chart uses Tasks as the unit, but you can change it to any custom fields from the unit menu. So, for example, if you have set work estimates to your cards (e.g., as Story points), you can configure the chart to use those.

By the way, you can use your Date or Timeline columns to represent the start dates or due dates. Learn how to configure any custom date field as start or due date for tasks.

Hope it helps! If you run into any issues - feel free to message me and I’ll do my best to help you out :blush:

Let me know how you are tracking your projects — I’m excited to learn from you all!