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Asana Workload and Capacity Review Notes for a Manager

Table output Has example

• ✅ Asana

Spot overloaded people from assigned task data.

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Review team workload using this Asana data: [TASKS_BY_ASSIGNEE_WITH_EFFORT_AND_DATES]. Team availability: [AVAILABILITY]. Weeks to review: [WEEKS].

Calculate hours assigned per person per week against hours available, show the percentage rounded to one decimal, and sort the table with the highest percentage first. Highlight anyone above 100 percent or below 50 percent, say how many hours land in windows where several tasks overlap, and identify tasks that could be moved, delayed or split and tasks only one person can do. Use only the effort numbers I supplied and flag tasks without an estimate instead of guessing.

Task data rarely shows meetings, support work and learning, so state that the figures are an upper bound on spare time. Present suggestions as options for a conversation, not decisions, and never as a performance measure. Add questions to ask each person, such as which task they would drop if they had to, and wording for a supportive check-in with an overloaded colleague.

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Invented data: Person A has 34 hours assigned in a 30-hour week = 113 percent. Person B has 18 hours in a 30-hour week = 60 percent. Person C has 29 hours = 97 percent.
Option: move a 6-hour review task from A to B; A becomes 28 hours (93 percent), B 24 hours (80 percent).
Question for A: which task would you drop first if you had to?
Caveat: meetings are not in the data. Sum check: the team has 90 available hours and 81 assigned, which is 90 percent overall, so the problem is distribution and not total capacity. After the proposed move the three people are at 93, 80 and 97 percent. Note: nobody should be asked to run at 100 percent, so a further 3 hours of slack is held back for each person.

• asana