Using monday.com Workload view for team capacity planning and resource management
Our team of 12 developers frequently has unbalanced workloads - some overwhelmed while others have bandwidth. Heard Workload view can help. How do I set it up properly? Need to understand: - How to map tasks to team members - Setting capacity hours per person - Identifying overallocation - Using data to advocate for hiring
2 Answers
Here's our Workload setup that prevented 3 burnout situations: Setup: 1. Ensure every task has: Assignee (Person column), Estimated Hours (Numbers), Due Date 2. Go to Workload view → Configure settings 3. Set capacity: 40 hours/week default, adjust for part-time (20 hours) 4. Filter by team/role Reading the view: - Green: Under capacity (< 35 hours) - Yellow: At capacity (35-45 hours) - Red: Over capacity (> 45 hours) Automation: We set alerts when someone goes over capacity for 3+ days → Notify team lead and HR. Advocating for resources: Created a monthly 'Capacity Report' dashboard showing: utilization %, projects at risk, trend over 6 months. Used this to justify hiring 2 more developers. Warning: Workload only shows tasks with due dates in the selected range. Make sure your date ranges cover all active work.
Workload view has a major limitation: it doesn't account for meetings, admin time, or unplanned work. Our devs have 20 hours of meetings/week. So a 'full' sprint actually means 60+ hours total. We created a formula: Available = (Capacity - Meetings - Admin). Without this adjustment, Workload view was misleading.