{"id":4744,"date":"2019-03-06T14:48:55","date_gmt":"2019-03-06T12:48:55","guid":{"rendered":"https:\/\/teamdeck.io\/?p=4744"},"modified":"2024-03-28T10:18:08","modified_gmt":"2024-03-28T08:18:08","slug":"styring-av-arbeidsmengden-i-teamet","status":"publish","type":"post","link":"https:\/\/teamdeck.io\/nb\/prosjektledelse\/styring-av-arbeidsmengden-i-teamet\/","title":{"rendered":"H\u00e5ndtering av arbeidsmengde - gj\u00f8r du det riktig?"},"content":{"rendered":"\n<p data-pm-slice=\"1 1 []\"><strong>Mastering the subtle art of workload management is an important task for several project-focused roles in companies. Department heads or executives often tackle project allocation and workload management on a company-wide level, whereas project managers need to assign tasks to their project teams. Regardless of the scale, the main strategies for successful workload management are based on the same principles.<\/strong><\/p>\n<p><strong>What will you get thanks to this article:<\/strong><\/p>\n<ul>\n<li>\n<p>The workload management meanings and philosophy behind them<\/p>\n<\/li>\n<li>\n<p>The role of <a href=\"https:\/\/teamdeck.io\/\" target=\"_blank\" rel=\"noopener\">resource management software<\/a> in workload management processes<\/p>\n<\/li>\n<li>\n<p>What are the most effective workload planning strategies<\/p>\n<\/li>\n<\/ul>\n<h2><strong>What is workload management? A comparison of the proper team workload management meanings. Why workload management tools are important?<\/strong><\/h2>\n<p>Let us compare a few definitions before you\u2019ll get a few suggestions related to workload management tools (or workload planning \u2013 if you like, both mean the same).\u00a0<\/p>\n<h3><strong>Workload management tools in complex projects<\/strong><\/h3>\n<p>Each of them informs about the role of not a project manager or a leader but of an employee or employees in complex projects. What draws attention is division: team vs particular employee. A few of them are focused on a team and employees. But only in the eye of Forecast \u2013 our close competitor in the workload management tools market \u2013 is just a particular employee. Which philosophy is the better choice? How to analyze the performance of each employee? What\u2019s emphasized by any of them? Let\u2019s take a look closer.<\/p>\n<blockquote>\n<p>The term workload management stands for the process of assigning tasks to employees and <strong>ensuring they have enough time<\/strong> to perform them.<\/p>\n<\/blockquote>\n<p><img decoding=\"async\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2019\/03\/06104922\/Zrzut-ekranu-2022-04-6-o-09.41.54-1.png\" alt=\"\" \/><\/p>\n<p>The process of effectively distributing and organizing work across teams is the workload management is all about.<\/p>\n<p>Care about employees\u2019 time (that will allow them to perform their tasks) \u2013 this is a Teamhood suggestion &#8211; workload management tool. Can be said that managing team workload effectively means that the leader is able to set achievable deadlines. But how avoid unrealistic deadlines or what to base if you want to prioritize work and assign other tasks? Let\u2019s leave these questions unanswered for now and move on.<\/p>\n<p>In paraphrasing words workload management tool Asana \u2013 our competitor and workload management tool provider \u2013 by workload management they understand not only distributing and measuring work. They suggest when the workload management process is done efficiently. Workload management tool increases employees\u2019 (or, resources, as we could say) work execution and \u2013 the very interesting and worth taking into account \u2013 <strong>their satisfaction<\/strong>. At the end of each day, the employee is more pleased than overwhelmed.\u00a0<\/p>\n<h3>Why it is worth using <strong>workload management tool in complex projects<\/strong>?<\/h3>\n<p>The company emphasizes increasing employees\u2019 work performance and (the most important part if thinking about a long-term relationship with a particular employee) satisfaction at the end of the day. Satisfaction for both sides: for the manager and for his team.<\/p>\n<h3>Important issues about <strong>workload management tools in project progress<\/strong><\/h3>\n<p>Several issues about workload management tools and project progress arise here. First, an employee\u2019s well-being also stems from what is going on in his or her personal life that we can have little influence on. Secondly, you need to have a good enough relationship with them to know exactly what it is in or through work that makes them feel satisfied (and this is not always apparent from an employee\u2019s declarations, who under the pressure of the workplace may not be willing to talk about everything for fear that I might want to actually do something other than what they currently have to do). And third \u2013 perhaps most importantly \u2013 how do we measure this satisfaction? How to choose best workload management tools?<\/p>\n<p>\u00a0<\/p>\n<p><iframe loading=\"lazy\" src=\"\/\/www.youtube.com\/embed\/_zoZKUquC5A?ab_channel=Teamdeck\" width=\"560\" height=\"314\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n<p>\u00a0<\/p>\n<blockquote>\n<p>Workload management tool refers to assigning work to a team in a way that gets the most out of its skills and abilities and allows it to achieve the best performance and produce the highest quality deliverables.<\/p>\n<\/blockquote>\n<p>Smartsheet suggests \u2013 another project <a href=\"https:\/\/teamdeck.io\/toolbox\/project-planning-tools\/\" target=\"_blank\" rel=\"noopener\">planning tool<\/a> and our competitor \u2013 at the first sight \u2013 something more concrete about what has to be done. Such workload management tools also emphasize a project manager\u2019s competencies and its strong connection with the team\u2019s performance. But only competencies that are useful in getting out employees\u2019 skills and giving them a place to evolve. How to do it? How to increase employees\u2019 performance and skills useful for the company during a particular time?<\/p>\n<blockquote>\n<p>Workload management is (...) what we call the ability to <strong>distribute<\/strong> <strong>work equally, giving each employee their fair share and no more.<\/strong> Unless there is a special case that requires more work, you should not overload anyone.\u00a0Workload management tools can help.<\/p>\n<\/blockquote>\n<p>And this is the most controversial definition. The Forecast company goes much more and also informs about the role of ability. But ability is aimed at distributing work equally and in the way that each employee will get a \u201cfair share\u201d \u2013 whatever it means. Right workload management tool can be helpful in this.<\/p>\n<p>But in the end, we get to know it\u2019s all about not overloading anyone, excluding very special cases \u2013 but what are the important tasks? Isn\u2019t every task very important? Can anyone\u2019s work be equal? What about experience differences, project complexity, requirements such as the time when tasks have to be done, and \u2013 the most important \u2013 business profitability (some projects are more important than others; some of them require more time spent to achieve an expected result)? Each reader of this article about project management and workload management tools knows that business need determines what must be done and what can be named a \u201cspecial case\u201d. Period.\u00a0<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2019\/03\/06103830\/Zrzut-ekranu-2022-04-6-o-09.40.24-1.png\" alt=\"Project managers know how effective team workload management important is\" \/><\/p>\n<p>The role of at least good resource <strong>workload management<\/strong> is to help not only with team performance measuring, and resource scheduling, but workload management as well.<\/p>\n<p>Each has its own vision of effective team workload management. Each emphasizes two things &#8211; workload management tools are important.<\/p>\n<p>First, workload management is a process, it takes a while because of many questions and many explanations that are used during a certain time.<\/p>\n<p>And second \u2013 effective and intelligent workload management assumes that a leader had a particular bunch of skills that help team members achieve expected by them individual business goals or sometimes even very personal ones. What kind of skills and what will be the basis of making decisions?<\/p>\n<h2><strong>What\u2019s typical in the workload management definitions?<\/strong><\/h2>\n<ul>\n<li>\n<p><strong>Process<\/strong> \u2013 because of many questions and answers; good choices are depending on the knowledge or experience of a particular leader<\/p>\n<\/li>\n<li>\n<p><strong>Assigning tasks<\/strong> to team members and maintaining team performance and project progress<\/p>\n<\/li>\n<li>\n<p>Set of the \u2013 let\u2019s say \u2013 <strong>workload management skills<\/strong> (we could add \u201cinterpersonal\u201d or just \u201cset of the soft skills\u201d \u2013 because it\u2019s not clear in the above-given meanings)<\/p>\n<\/li>\n<li>\n<p><strong>Taking care of team members<\/strong> (because this is a reason why they perform well with an expected result for a company). Here are two challenges. The first one is the question do you as a leader should take care of more of a team or more about the particular worker. And second \u2013 the word \u201ccare\u201d has also many meanings in each above-mentioned quote. So here is another question: what should be in the eye of the leader when he manages everyone\u2019s workload?<\/p>\n<\/li>\n<li>\n<p>Best workload management tools &#8211; it can help in project management<\/p>\n<\/li>\n<\/ul>\n<h2><strong>Badly performed workload management \u2013 how to do it with top workload management tools?<\/strong><\/h2>\n<h3>How to do bad team workload management and project management? How managing workloads shouldn\u2019t look like?<\/h3>\n<ul>\n<li>\n<p>You don\u2019t check the current team\u2019s capacity and workload (<a href=\"https:\/\/teamdeck.io\/project-management\/capacity-planning-in-project-management\/\" target=\"_blank\" rel=\"noopener\">resource capacity planning<\/a>)<\/p>\n<\/li>\n<li>\n<p>You don\u2019t assign tasks by priorities and employees\u2019 skills<\/p>\n<\/li>\n<li>\n<p>You ain\u2019t thinking on modifications and reassignments<\/p>\n<\/li>\n<li>\n<p>You\u2019re \u201cresistant to knowledge\u201d and don\u2019t want to learn from the best<\/p>\n<\/li>\n<li>\n<p>You don\u2019t think about Agile<\/p>\n<\/li>\n<li>\n<p>You don\u2019t think about using some kind of workload management tool and project management software<\/p>\n<\/li>\n<\/ul>\n<h3>A team member\u2019s side is very appreciated and grateful because of:<\/h3>\n<ul>\n<li>\n<p>Overbooking (or underbooking)<\/p>\n<\/li>\n<li>\n<p>Less productivity and efficiency\u00a0<\/p>\n<\/li>\n<li>\n<p>More stress and anxiety<\/p>\n<\/li>\n<li>\n<p>More procrastination<\/p>\n<\/li>\n<li>\n<p><a href=\"https:\/\/teamdeck.io\/project-management\/how-to-avoid-employee-burnout\/\" target=\"_blank\" rel=\"noopener noreferrer\">Employee\u2019s burning out<\/a><\/p>\n<\/li>\n<li>\n<p>Less engagement and thinking about leaving the team<\/p>\n<\/li>\n<\/ul>\n<p>But to be more serious \u2013 why workload management important is? Monitoring the current workload and team\u2019s work (especially remote teams) helps project managers spot problematic trends and areas earlier, giving them a chance to solve issues before they escalate. Chance for resource allocation, adjusting project schedules or improving workload manag<strong>ement plan, especially, if you can use best workload management tools and project management tools<\/strong>.<\/p>\n<p>What are the most effective workload management strategies?<\/p>\n<h2><strong>Visibility \u2013 key to successful workload management and task management<\/strong><\/h2>\n<p>Being in the know is the essential element of implementing workload management and using team workload management tools. There are many potential causes of unbalanced workload (e.g. poor workflow management, task allocation, inaccurate project estimates, the underperformance of individuals within the entire team) and in order to fix the problem, you have to understand where it is coming from. It\u2019s best when you\u2019re aware of:<\/p>\n<ul>\n<li>\n<p>What needs to be done project-wise?<\/p>\n<\/li>\n<li>\n<p>Who is supposed to be working on what,<\/p>\n<\/li>\n<li>\n<p>How does the actual workload compare to project estimates?<\/p>\n<\/li>\n<\/ul>\n<p><img decoding=\"async\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2019\/03\/18095018\/booking_1_manage_work_schedule.jpg\" alt=\"\" \/><\/p>\n<h3>Workload management nowadays can be done efficiently without appropriate project management software?<\/h3>\n<p>The \u201cwhat needs to be done\u201d part can be covered by project documentation or project management software. At Teamdeck, where we can assign tasks, we use\u00a0Jira\u00a0to track all the tasks in our backlog. This way, we know what needs to happen (and what is the time frame). Other popular tools for project and task management are\u00a0Trello,\u00a0Asana, and\u00a0Podio.<\/p>\n<p>For tracking the workload, on the other hand, I recommend setting up a <a href=\"https:\/\/teamdeck.io\/toolbox\/resource-calendar\/\" rel=\"noopener noreferrer\">resource calendar.<\/a> While some PM tools for task management have some team management features as part of the product, many companies make the decision of using dedicated\u00a0workload management software.<\/p>\n<h4><strong>Project management in practise &#8211; all you have to know about task management<\/strong><\/h4>\n<p>Its objective is to allocate the work among employees, track workload, and manage absences. Project management and <a href=\"https:\/\/teamdeck.io\/project-management\/capacity-planning-tools-tips-techniques\/\" rel=\"noopener noreferrer\">capacity planning tools<\/a> can often be integrated with each other so there\u2019s no need to input data twice or worry about lost information.<\/p>\n<p>A resource calendar gives you the much-needed visibility into current, past, and future your team\u2019s workload. All of your employees are listed there, together with their allocated projects.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2019\/03\/06105342\/Zrzut-ekranu-2022-04-6-o-09.36.48-1-1280x654.png\" alt=\"The workload management software is crucial to prioritize everyone's tasks\" \/><\/p>\n<h3>Resource calendar in the workload management tool and project management<\/h3>\n<p>When browsing through your team\u2019s resource calendar look out for:<\/p>\n<ul>\n<li>\n<p>Overtime<\/p>\n<\/li>\n<li>\n<p>Differences between planned and actual working time<\/p>\n<\/li>\n<li>\n<p>Employees with few or no vacation days taken (except for sick leaves)<\/p>\n<\/li>\n<\/ul>\n<p>These are the most common red flags that may prompt you to take action. Some resource project management tools will warn you about employee overtime or overutilization:<\/p>\n<p>\u00a0<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/10\/04130148\/utilization-bar-teamdeck-960x587.png\" alt=\"Online calendars with team members insight to manage tasks\" \/><\/p>\n<p>Teamdeck project management software allows you to create a workload report, updated in real-time and has advanced features. It\u2019s more convenient than the calendar view when comparing estimated hours with actual tracked time.<\/p>\n<h2><strong>Has workload management been done right? What to do when signs of an unbalanced workload occur?<\/strong><\/h2>\n<p>First, try to figure out what is the root of the problem and check if you use good project management software for task management. Sometimes the overtime happens because the project was underestimated in the first place, whereas in other cases it is one underperforming (or not skilled enough) team member that causes the delays.<\/p>\n<p>When the workload isn\u2019t distributed evenly across the team, check if you can allocate everyday tasks to the less busy employees, using project management software. It\u2019s not always possible, especially when you have a conflict of skills\/experience. In such a case, you may try to plug in freelance help or shift employees between multiple projects.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2019\/03\/16144749\/Zrzut-ekranu-2022-04-6-o-09.42.51-1.png\" alt=\"\" \/><\/p>\n<p>The comparison between booking time and timesheets time is the indicator that is used during workload management and its optimization.<\/p>\n<h4>Project management tool &#8211; what you have to remember?<\/h4>\n<p>Keep in mind, however, that a new person, even a highly experienced professional, will need some time to get familiar with the project and its requirements, so it\u2019s not always the fastest fix. It is good when tools have advanced features.<\/p>\n<p>If the whole team is overworked and it\u2019s not caused by a bottleneck within the team but rather a change of requirements or inadequate estimates, you might need to negotiate the schedule of this project. The deadline might be non-extendable in which case you can try to compress project duration by e.g. fast-tracking. It\u2019s a practice of overlapping certain project tasks that were initially planned as happening one after another:<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/10\/04130144\/fast-tracking-scheduling-method-960x533.png\" alt=\"Fast tracking scheduling method is a major slice of the best workload management tools\" \/><\/p>\n<h4>Fast tracking scheduling method given by workload management software and for task management<\/h4>\n<p>In the article <a href=\"https:\/\/teamdeck.io\/project-management\/project-scheduling-techniques\/\" target=\"_blank\" rel=\"noopener noreferrer\">Project scheduling techniques<\/a> you can find a list of useful suggestions to effectively manage a workload. (But it doesn\u2019t mean it will save you from using <a href=\"https:\/\/teamdeck.io\/project-management\/resource-scheduling-software-tools-mistakes-solutions\/\" rel=\"noopener noreferrer\">resource scheduling software<\/a>).\u00a0<\/p>\n<p>There are ways to deal with workload issues as they happen, but it\u2019s definitely better to prevent them in advance. This is why a data-driven approach and team culture are such significant elements of effective workload management.\u00a0<\/p>\n<p>\u00a0<\/p>\n<h2><strong>Looking for the best workload management software?<\/strong><\/h2>\n<p>[\/vc_column_text]<a class=\"redl-btn   vc_custom_1596025898618 redl-btn-medium redl-btn-6ad783c77ec42 btn-icon-left redl-btn redl-btn-two vc_custom_1551260371526 redl-btn-medium redl-btn-5f2168a4adf5d btn-hover-one btn-icon-right signup-top\" >Get a 30-day FREE Trial<\/a><div class=\"vc_empty_space\"   style=\"height: 32px\" ><span class=\"vc_empty_space_inner\"><\/span><\/div>\n<div class=\"vc_row wpb_row vc_row-fluid redl-row-section padding-default bgv-default bgh-default halign-default\"><\/div><div class=\"wpb_column vc_column_container text-left vc_col-sm-12 padding-default bgv-default bgh-default halign-default\"><div class=\"vc_column-inner \"><div class=\"wpb_wrapper\"><\/div><\/div><\/div>\n\t<div class=\"wpb_text_column wpb_content_element \" >\n\t\t<div class=\"wpb_wrapper\">\n\t\t\t\n\t\t<\/div>\n\t<\/div>\n","protected":false},"excerpt":{"rendered":"\u00c5 beherske den subtile kunsten \u00e5 styre arbeidsmengden er en viktig oppgave for flere prosjektfokuserte roller i bedrifter. Avdelingsledere eller ledere h\u00e5ndterer ofte prosjektallokering og styring av arbeidsmengde p\u00e5 et bedriftsovergripende niv\u00e5, mens prosjektledere m\u00e5...","protected":false},"author":6,"featured_media":8390,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[22,29],"tags":[48],"class_list":["post-4744","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management","category-team-happiness","tag-workload-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v23.8 (Yoast SEO v24.3) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Workload Management | Teamdeck.io - Workload Management Tool<\/title>\n<meta name=\"description\" content=\"The resource management tool provider has some tips for you. This is a guide for those who want to improve their workload management process.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/teamdeck.io\/nb\/prosjektledelse\/styring-av-arbeidsmengden-i-teamet\/\" \/>\n<meta property=\"og:locale\" content=\"nb_NO\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Workload Management - Are You Doing It Right?\" \/>\n<meta property=\"og:description\" content=\"The resource management tool provider has some tips for you. This is a guide for those who want to improve their workload management process.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/teamdeck.io\/nb\/prosjektledelse\/styring-av-arbeidsmengden-i-teamet\/\" \/>\n<meta property=\"og:site_name\" content=\"Teamdeck\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/helloteamdeck\" \/>\n<meta property=\"article:published_time\" content=\"2019-03-06T12:48:55+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2024-03-28T08:18:08+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2019\/03\/17161908\/Team-workload-management-tool.jpeg\" \/>\n\t<meta property=\"og:image:width\" content=\"1470\" \/>\n\t<meta property=\"og:image:height\" content=\"980\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Ania Kitowska\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@helloteamdeck\" \/>\n<meta name=\"twitter:site\" content=\"@helloteamdeck\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Ania Kitowska\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"11 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/teamdeck.io\/project-management\/team-workload-management\/\",\"url\":\"https:\/\/teamdeck.io\/project-management\/team-workload-management\/\",\"name\":\"Workload Management | Teamdeck.io - Workload Management Tool\",\"isPartOf\":{\"@id\":\"https:\/\/teamdeck.io\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/teamdeck.io\/project-management\/team-workload-management\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/teamdeck.io\/project-management\/team-workload-management\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2019\/03\/17161908\/Team-workload-management-tool.jpeg\",\"datePublished\":\"2019-03-06T12:48:55+00:00\",\"dateModified\":\"2024-03-28T08:18:08+00:00\",\"author\":{\"@id\":\"https:\/\/teamdeck.io\/#\/schema\/person\/38139dc474576295e51cfae1580d697e\"},\"description\":\"The resource management tool provider has some tips for you. 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