Using monday.com for resource management and capacity planning
We're a 25-person agency and struggling to see who has bandwidth for new projects. I heard monday.com has Workload view but I'm not sure how to set it up properly for capacity planning. What's the best approach?
3 Answers
The Workload view is your answer, but it requires proper setup. First, ensure every task has: 1) A person column for assignment, 2) A numeric column for 'Hours' or 'Days' estimate, and 3) Date columns for start/due dates. Then enable Workload view and set each person's capacity (default is 8 hours/day but adjustable). The view shows color-coded bars: green = under capacity, yellow = at capacity, red = overbooked. Pro tip: Create a 'Capacity Planning' board separate from your project boards to forecast future staffing needs.
Beyond Workload view, use the Capacity Planning dashboard widget. We created a dashboard that shows: total hours assigned per person this month, hours by project, and burn rate. This helps us spot overloaded team members before they burn out. Set up automations to alert when someone exceeds 40 hours in a week.
One common mistake: people forget that Workload view only shows items with dates in the selected timeframe. Make sure your tasks have proper date ranges. Also, use the 'Team Planning' template from monday.com's template center as a starting point - it comes pre-configured with capacity tracking columns.