Since the timeline (our version of the Gantt chart) was generally well received, we are now complementing it with a cross-project version. With the brand new team planner, you can manage resources over various projects.
This article will explain why every single project manager should know about this feature and how awork’s team planner works in practice.
Why would you need a cross-project team planner?
As a project manager, you will often have to deal with the following two questions:
1. When is a project running and is there any overlap with over projects?
2. How high is the workload within the team or rather do we have the capacity to pick up another project?
You will ask yourself the first question, as overlap with other projects can lead to bottlenecks within the team. Especially at crucial points, such as right before important milestones or at the end of a project, a lot of capacity is necessary to reach the (stage) goal. If another important project is running parallel to this one and deadlines overlap, resources can easily become scarce. Worst case scenario: your team won’t be able to make the deadline.
The second question is crucial, as this is the only way to find out if there is any free capacity left in the team. If things are getting too difficult within a project, you can reschedule your team accordingly. Conversely, you should also have the option to recognise whether or not certain team members are totally overloaded in a timely manner.
Next level project management with the brand new team planner
Using awork’s new team planner, you can now answer these questions. The new feature allows you to switch between the project and the team view. In the project view, you can fade in all projects that are relevant to you. This way, it becomes immediately evident, if there is any overlap between projects, milestones, or important deadlines.
If you spot any overlap, you can open up the project with a single click (on the arrow next to the project). Additionally, you will see all team members of the project and the tasks they are working on over the course of the project period. This way you can be sure that tasks in parallel projects are evenly divided and are not just building up for one person. You can also quickly identify overlapping deadlines or milestones.
So you can quickly react to such project conflicts, we have made it possible to directly add new tasks, change tasks or assign other people within the team planner. You can also move tasks around easily using the drag and drop feature.
Team planner including absence and workload
In addition to the project view, you can use the team view in the new team planner. In the team view, the focus is on staff workload. Within this view, you can show team members instead of projects.
The scheduled effort per team member is displayed as a clear graph. This allows you to see if there is any free capacity within the team at a glance. A red-coloured graph, for example, deserves your attention. It means the maximum workload (eight working hours per day) has been reached or exceeded. For more information, you can go to our help center.
With a click on the respective person you can additionally show all projects and tasks a team member is currently working on. This is also where you can plan for employee absence due to illness or holidays. For this purpose, you can add absence periods into the row just by dragging and dropping. Weekends are automatically scheduled and highlighted accordingly in the team planner.
Start using the team planner now
The team planner is now available. The feature is included in the Premium plan by default. If you are using the free version of awork, you can try the feature for free for 14 days with no strings attached. After the test phase, you yourself can decide if you wish to upgrade to awork Premium.
In case you’ve already gone through a test phase, but you would still like to try this new feature first, then please contact us directly.