When managing a small team it is vital that a manager has all the tools required to do capacity or workload planning. This template which is calendar based allows resource planning for the team by using a matrix of resources, dates and tasks.
Team Task or Workload Management Best Practices
Using the excel version
|Monthly Team Task Planning|
- Have special planning meetings on fixed regular intervals with the team for task management.
- Clearly set an agenda for the meeting with goals defined.
- Run the meeting as a workshop so that you can get the best output from the team.
- Ask questions why certain tasks have to be done.
- Understand any recurring tasks which need to happen on a monthly basis.
- Take input form management and key stakeholders about priorities.
- Take into account working arrangements (part time/full time).
- Take into account leave plans, public holidays, weekend work, etc.
- Always include some contingency or buffer in case of unplanned leaves (sick etc).
- Once the plan is finalized publish the plan to the team and give time for providing feedback.
- Only after the team is comfortable publish the plan to all the key stakeholders.
|Excel Version of Planing Template|
- The excel version has two tabs - plan and config.
- The plan tab has the matrix for resources, tasks and dates.
- The config tab has resource list and projects. Resources can be defined in the config tab.
- The projects has can be tasks or projects.
- Some tasks are default and should not be changed,.
- Resource availability is highlighted in green, leave in red, weekend work in red, Holiday is red.
- Availability, Leave and Holiday tasks have been coded using conditional formatting so changing any text for these types of tasks is not recommended as it might affect the color display.
Using the PowerPoint(PPT) Version
|Monthly Task Planning Template PPT|
- The PPT version is simple and is confined to one page.
- Similar to the excel resources are on the left and dates with tasks on the right.
- Available highlighted in green and leave in red.
- One difference between the two is that in the PPT you can allocate %(percentage).
- The PPT is flexible as you can change the colors of the allocations as needed.