Hi there, hope you are all doing well 
I have a quick question for project managers using monday:
When you assign a task in a monday board, what comes first for you?
Do you already know the assignee and then think about the timeline/date they can perform it?
Or do you start with a deadline and then decide which assignee can complete the task within that timeframe?
And if that person works across multiple boards, how do you check that they are not overloaded?
Thanks in advance!
Hi @Stela1,
I’m not a PM myself, but I work closely with our PMs and help set up monday based on what they need.
From what I’ve seen, most of the time the deadline comes first especially when the work is tied to a client or a key milestone. Once the timeline is clear, they then look at who has the right skills and the capacity to take it on.
When it comes to checking if someone is overloaded (especially across multiple boards), having everything in one workspace or everything connected to a dashboard makes a huge difference. From my experience, Workload views are the clearest way to see capacity across boards. If work is scattered and not connected, it’s almost impossible to get a true picture of resource workload.
That’s a tough question to answer without knowing your situation. ie in my case it varies depending on the task and the employee. Which product (CRM/Work Management, etc) and level (Pro/Enterprise) do you have? If you have WM Enterprise you can access features like Resource Planning.
Desiree - www.thecleverclovers.com
Hello @Stela1
It depends on the type of work.
If the deadline is fixed, I start with the date and then assign the person who has the right skills and availability to meet it.
If the timeline is flexible, I start with the assignee and then set a realistic due date based on their current workload.
To avoid overloading someone across multiple boards, I use Workload view for capacity planning and My Work to see everything assigned to each person in one place.
If you’d like hands-on help or want us to walk through this live, you can book a 1:1 paid 60-minute strategy session with our team here:
Calendly
Hi @Stela1
Great question! Most project managers typically start with the deadline first, based on the project timeline, and then assign the task to the person who has the availability and skills to complete it on time.
To make sure someone isn’t overloaded across multiple boards, Monday.com’s Dashboard is very helpful. You can add widgets like the Workload widget, Timeline widget, or Battery widget to see all tasks assigned to each person across multiple boards in one place. This makes it easy to spot if someone has too many tasks or overlapping deadlines.
This way, you can assign work more effectively and balance the team’s workload without having to check each board manually.
Some sample dashboards
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He @Stela1 I usually assign first add the task timeline and duration and do assign to the right person based on skills, and the people availability.
Per your question, how can we know what’s person availability acrros board, so actually there’s a way see that directly from the assignee column.
It’s a special add on that allows you assign directly from the board based on skills, effort, timeline and availability. Also taking into account PTOs and holidays.
You can test for free, it’s called SuperPlanner. Below links and image for illustration. U can Try for free.
Resource planning made easier in monday.com | SuperPlanner Resource planning made easier in monday.com | SuperPlanner
SuperPlanner - monday.com Marketplace SuperPlanner - monday.com Marketplace
