• ancora education
  • The TATA Chemicals Limited
  • vodafone
  • The stanford university
  • Dell
  • bigbasket

Plan ahead to beat deadlines

Divide and conquer

Break down huge tasks into easily manageable chunks called subtasks. Assign them to different people and get work done in parallel.

Prioritise and stay alert

Set priority for tasks like Low, Medium, or High, and create reminders so that you never lose track of approaching deadlines.

Prioritise and stay alert

Make people your priority

Well-defined roles

Give each member of your team a customized role and profile so that you can assign tasks that suit their role.

Know availability of resources

The resource utilization chart shows you how occupied your team is. Identify who has time to work on other tasks and who is overloaded, and distribute work accordingly.

Manage holidays

Integrate with Zoho People to view the time-off data of your team within Zoho Projects. Managers can approve and reject leaves as they see fit.

Manage holidays

Get colorful reports and charts

Comprehensive Gantt charts

Get a clear idea of your project schedule, task dependencies, and critical tasks in one quick glance. Know which tasks need your immediate attention.

Planned Vs Actual

Plan and set aside hours for each task in advance. See how you have progressed and where you stand against your plan, in the Planned Vs Actual chart.

Planned Vs Actual

Always know what’s brewing

Zoho Projects encourages team communication through a set of social features like Feed, Comments, Forum, Chat, Pages and more. So wherever you may be, stay connected, know what’s happening with your projects, receive inputs, take important decisions together and get work done faster.

Always know what’s brewing

“The features of Zoho Projects enable my employees to be more efficient by keeping communication, project to-dos, and files in one central location. Great product!”

- William Craig, President, Webpagefx

What is workload management?

Workload management is the method of optimizing a team’s workload by strategically distributing work to the members based on skills and availability. This is necessary to ensure employees don’t suffer from burnout due to overallocation of tasks.

Why is workload management important?

Workload management is important because of the following benefits:

  • Boosts team performance
  • Improves productivity
  • Reduces the chances of burnout
  • Improves team morale
  • Effective resource utilization
Why is workload management important?

What is workload management software?

Workload management software is software that enables managers to optimize their team’s workload by taking into consideration the overall work status, individual and team workload as well as specialized skills and efforts required by individuals to perform a particular work item.

Why is workload planning software important?

Workload planning software is important to

  • Optimally balance individual and team workload
  • Effective resource planning and allocation
  • Skill management for performing efficient work
  • Making sure quality work is done
  • Meet all project management metrics
  • Accommodate real-time changes and automatically re-allocate workload

Top workload management tools

Here are some of the top workload management tools:

  • 1. Resource planning software

    Resource planning software is a dedicated tool that helps organizations in performing capacity management, resource planning and allocation. It helps in the smart allocation of work to resources based on their time-offs, availability and team workload. It also helps in predicting the resource availability based on their current allocation pattern. This type of workload software helps in planning for future work too.

  • 2. Workplace collaboration tools

    One of the simplest ways of performing workload management is via workplace collaboration tools. This could be anything from an org-wide intranet portal to an online spreadsheet platform. Although this method is not as effective as a dedicated project/ workload management software, employees can still assign tasks ad-hoc based on individual availability. This type of tool maybe better suited for smaller teams with work that doesn’t require much planning.

  • 3. Task management software

    Task management software can double up as workload planning software too. Since work is broken down into manageable partitions in a task management platform, it would be easier to allocate the available workload via this tool. While resource optimization may not be possible, simple allocation and progress tracking can be effectively performed. Workload management using this method is also better suited for startups and small businesses.

  • 4. Project planning software

    Project planning software is used to establish a work breakdown structure and hence can be used as a workload tracking software. The planning stage in project management involves allocating time, resources and budget to various work items. This is often done by taking into consideration the overall workload, employee skills and time available. Real-time optimization may not be possible but it’s still an effective way to manage workload.

  • 5. Project management tools

    The best way to manage employee workload is using a project management tool with resource allocation capabilities. This is because, in addition to workload management, these tools also have time tracking features that tie-up well to optimize the whole process. Be it a small business or an enterprise, these tools can scale and adapt to unprecedented changes and re-allocate work in the most optimal manner.

How to plan and manage workload with Zoho Projects?

Zoho Projects is one of the best workload management solutions in the market with a robust set of features that aid in performing effective workload planning and management. Here’s how you can plan and manage your workload using Zoho Projects:

  • Step 1: Establish a work breakdown structure by dividing the scope into milestones, task lists, tasks and subtasks
  • Step 2: Set priorities to the tasks in order to estimate the time and efforts needed to perform them
  • Step 3: Allocate time, deadlines, budget and resources to the work items using Zoho Projects’ resource allocation features that show which user is free when and who’s free at a particular time frame.
  • Step 4: Set baseline, dependencies and visualize project time line using the Gantt chart
  • Step 5: Track employee work hours using time tracking features
  • Step 6: Compare planned vs actual progress using Gantt to monitor delays
  • Step 7: Use the resource utilization chart to optimally re-allocate tasks if needed to make sure the project gets completed on time