Here is how you can see all your Asana workload on a single chart

Hello Asana Community,

Have you ever struggled to find the right balance between meddling in your team’s to-do lists and ensuring that the workload is equal and fair for everyone? Balancing the project workload is one of the most critical parts of managers’ jobs.

I’m Vova from the Screenful team. We build productivity analytics solutions for Asana that make it easy to create dashboards, charts, and reports from your task data and share the insights with your team. Today I want to show you how we follow our team’s workload and how you can do it, too :wink:

The Workload (planned) chart allows seeing how much work is planned for the future. It takes all the cards with a set due date and shows a summary per day/week/month/quarter of the scheduled work.

Here’s an example chart made with Analytics & Reports by Screenful:

In this example, the chart is grouped by Week, and the bar segment is Assignee. The chart shows how much work is allocated per Week for each Assignee. The leftmost bar is the current Week. The bars to the right are in the coming weeks.

As the chart’s name suggests, it only shows the work with a planned duration. A task must have at least a due date set to be included in this chart. Tasks without any deadlines are not included in this chart.

The work is evenly distributed for the remaining days. For example, if you have 20 tasks with the due date in 10 days for each, two tasks will be allocated per day.

You can also set a start date for a task, and the chart will take that into account. If the start date is not specified, the chart allocates the work from today until the due date.

Adding dates to Asana tasks

To add a start date

  1. Click on the Due Date field within the task.
  2. Click on or type in the due date.
  3. Click on or type in your desired start date to the left of the due date.

Notice that there may be some delay before the dates become visible in the Screenful. Once you have set the dates, they will be reflected in the chart after the next data sync, which is run automatically once per hour. You can trigger the sync manually by selecting the Data sync options from the main menu.

Configuring the Workload (planned) chart

To create a Workload (planned) chart, go to the Charts tab and click Add new chart. A modal is opened with a set of chart templates. Select New blank chart to open the chart editor. Here I recommend using the following settings:

Select Workload (planned) as the chart type in the editor. In this example, we’ve selected grouping by Week and bar segment to be Assignee. That produces a similar-looking chart.

Notice that you can use any of your custom fields as the unit. By default, the chart uses Tasks as the unit, but you can change it to any custom fields from the unit menu. So, for example, if you have set work estimates to your cards (e.g., as Story points), you can configure the chart to use those.

I hope it helps! If you run into any issues - feel free to message me, and we’ll do our best to help you out :raised_hands:

Let me know how you track your Asana projects in the comments below — I’m excited to learn from you all!

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Well done @Vova_Kenih !

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Does this work even if we are not using Asana’s Workload feature? That feature is too limited to portfolios. I am looking for better reporting of our team’s capacity across many projects, which span many portfolios (clients).

Hi @Kate_Lodes! Yes, it works without Asana’s Workload feature. As you can see from the guide, all you need for this to work is to make sure your Asana tasks have the due dates. We’ve built Screenful in a way that enables project managers to report on dozens of metrics across many projects and portfolios.

Feel free to email me (vova@screenful.com) if you’d like to see if Screenful can help you with better reporting :blush:

Thank you @Paul_Grobler!