The Workload Map Helps Managers Spot Resource Imbalances

Comparing workload against an appropriate target helps you spot overload or spare capacity trends; check the causes and capabilities before assigning work.

Even task assignment doesn't guarantee balanced workloads

In a team of six, some people constantly handle urgent work while others wait on input from another department. The number of tasks may be similar, but the time and complexity of the work differ.

If you only look at who replies fastest or who always says they're busy, it's hard for a manager to tell whether the current allocation makes sense. The workload map brings more data into how you review resources.

Workload is measured against a suitable benchmark

According to V4, workload balancing is calculated by comparing the average value-creating hours per day against a department or individual target. The target and tolerance range can be configured to fit working conditions.

An illustrative example with a target of 6.4 hours per day and a 20% tolerance:

This is a signal of computer time usage against the target. Someone with a low figure may be waiting for approval, meeting customers or doing offline tasks. Someone with a high figure may be handling a short-term surge of work. Check the context before assigning work.

From spotting to discussing and adjusting

When a member consistently exceeds the target, the manager can review the task load and the side tasks eating up their time. Then talk it through to understand what can be reduced, postponed or handed to the right person.

For members with spare capacity, cross-check their skills, existing tasks and dependencies. A highly specialized task can't be reassigned just because someone else has free time.

After adjusting, the manager keeps watching workload trends and progress. The aim is to reduce the pile-up on any one person while maintaining the team's output quality.

Look at trends instead of drawing conclusions from a single day

A busy day can be part of a normal plan. Prolonged overload deserves more attention because it can affect someone's ability to sustain their work rhythm. Alerts are signals to offer support and start a conversation, and should be read in light of each member's circumstances.

Watch the video to learn how to read the workload map and bring data into work allocation decisions.