Workload Planner

  • Category: Task Planners
  • Platform: Microsoft Excel
  • Description: Introducing Workload Planner for Excel - a revolutionary tool that allows you to visualize your teams weekly workload with ease.

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Features

📝The Tasks Sheet - This is your task management hub! You can delegate tasks to team members, assign a Status, Priority, Due date, progress percentage, estimated hours and even add a note to each task.

📝The Workload Sheet - Gain unparalleled visibility into your team's workload with the Workload sheet. View 7 weeks at a glance, featuring 15 team members. Our smart algorithm tallies the hours for each person per week, providing you with a comprehensive overview. Customize your settings to establish maximum work hours per person per week, with intuitive color-coded highlights for easy identification of workload thresholds.

Flexible Viewing Options: With 52 weeks in a year, viewing the entire timeline at once can be overwhelming. Fear not! Our planner allows you to effortlessly navigate through weeks using a convenient dropdown list. Choose a specific week, and the Workload dashboard adjusts to display that week plus the following six, giving you a focused view of the tasks and assignments ahead.

Enjoy a modern status bar that provides valuable insights such as today’s date, staff count, the total number of tasks, active task count, the number of late and completed tasks, plus a progress indicator. That’s a wealth of information at your fingertips!

⚙️But that’s not all! The Settings sheet allows you to customize your Workload planner to suit your needs. Stay ahead of the game with color-coded highlighting options. Weeks surpassing the maximum hours are flagged in red, while those nearing the limit receive a yellow warning. This proactive approach ensures that you can address potential workload issues before they become critical.

Get started with your planner

Learn how to get the most from your new planner

Configure the Settings sheet

Select the ‘Settings’ sheet and enter the following information:

  • Team - Names: List up to 15 names.
  • Team - Max hours: Specify the max amount of hours each person can work during a week.
  • Status: You may rename one or more of the default statuses.
  • Priority: You may rename one or more of the default priorities.
  • General Preferences: Adjust preference options to your liking.

🟢 Tip: To remove an entry in the ‘Team’ list, right click on the entry and select ‘Delete -> Table Rows’.



Start creating tasks

The Tasks sheet is used to manage tasks. Each task contains the following columns:

  • Task: Enter the name of your task.
  • Status: Select a status from the dropdown menu.
  • Priority: Select a priority from the dropdown menu. (P1 = Most urgent, P4 = Least urgent)
  • Start Date: The date which work will start for the given task.
  • Due Date: Enter the date which this task should be completed by. This is the date which is taken into account on the Workload dashboard.
  • Assigned To: Select someone from your team from the drop-down list.
  • Hours: Enter how many hours of work will be required for the given task.
  • Progress: Enter a value between 0 and 100, which represents completion progress.
  • Notes: Feel free to leave a note or comment for this task (optional).

🟢 Tip: Due dates must be entered in the following format: January 1, 2024

🟢 Tip: The 'Progress' tile in the upper status bar calculates the result by looking at task statuses by default. To use the Progress column instead, change the setting called 'Calculate completion by status or progress' to 'Progress' on the Settings sheet under General.



The Workload sheet

You have the flexibility to see up to 7 weeks at once! Pick the first week you'd like to see in the dashboard from the dropdown list. The following 6 week will automatically be populated.

🟢 Tip: Name sorting done on the Settings sheet will automatically reflect on the Workload sheet.