Introducing capacity planning in Asana!

Hi Asana Community.

I’m Ben from Asana’s Product Marketing team, and I’m excited to announce our latest development in our resource management capabilities: capacity planning!

This new feature gives department heads and leaders the ability to create capacity plans that optimize resourcing decisions by visualizing staffing trends and highlighting hiring needs.

Asana users can now create capacity plans and allocate people to projects over longer time horizons. Unlike workload, which manages task assignments, this new view allows you to allocate individuals to entire projects and workstreams using percentages and estimated time, without requiring you to assign out tasks. This gives you a high-level summary of who’s working on what and if anyone’s over or under capacity.

How do capacity plans work?

Creating a capacity plan is simple and easy. Go to reporting on the left pane, and click “capacity plan” under the create menu.

The first step is adding individuals to your plan. You can search for anyone in your domain and add them to this view.

Next, you’re going to want to create project allocations by adding projects to the capacity plan. You can add any projects you have access to and create allocations for each individual. These allocations can be percentages (which is most common), estimated hours, or you can just rely on project counts to understand how people are staffed. These allocation capacities can all be manually adjusted in the effort dropdown menu.



As allocations are created, you’ll be able to understand where each team member is staffed and how much capacity they have left. You can create allocations for any time frame, which is especially helpful when you want to vary someone’s capacity. For example, I might want to staff someone 25% on a project this month but increase their capacity to 50% the next month. I would just create two separate allocations for that individual and adjust the value accordingly.

As you create allocations, they show up in a few other places in Asana. First, if you click on any project in a capacity plan, you’ll be able to see all members of your organization that have been allocated to that project. Additionally, you can see these allocations in any portfolio where that project lives.



While each capacity plan you create is private until you actively share it, capacity allocations on each individual can be seen by others if those individuals are part of other capacity plans.

For more in-depth details about how to use capacity plans in your organization, visit the Asana Guide.

This feature is available on our Asana Enterprise and Enterprise+ plans. If you are currently on a different plan, please contact our Sales team to learn more.

As always, we are excited to hear your thoughts and feedback! How does this help your organization with strategic planning? How else would you like to manage capacity in Asana?

Comment below and let us know how we can help you continue to drive teamwork and collaboration at your organization. Thanks!

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Amazing work @Ben_Watkins :clap:

Go Asana team! :muscle:

We were using workload and a percent allocation custom field to do something similar and view it in a portfolio (or universal workload). This seems like a very similar feature but instead of storing capacity in a task it’s just stored as a new data type in each project? I’m not sure if I understand the benefit too much. Am I missing something or is this a duplicated feature that has a lot of overlap with workload?

Also, I wasn’t sure how to see the new capacity plan in a portfolio - I only see the previous Workload.

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It’s another type of workload, and quite a different one. The two existing workload features are both at the task level, this is at the project level. I think Ben explained it well here so I won’t attempt more; perhaps a second read would help? Also, I expect there will be more resources eventually. @Ben_Watkins, you mentioned the Asana Help but I couldn’t find anything; do you have a link?

Click on the project in a portfolio list view and info about it appears in the right-side detail pane. If you scroll down, you’ll see the capacity planning under Staffing there:

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Hi @lpb, I’ve linked the guide article in the main post; it should be live in the next few hours :slight_smile:

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Thanks, @Marie, I see it’s live!

Perhaps that will also be of value to @JeremieBergeron.

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Ok I do like this since it would reduce clutter in tasks that are placeholders for this exact feature! We’ve essentially replicated this feature by creating a single task per user on a project and then assigning them capacity over the duration. I would switch to using the capacity planning feature except… there is one missing feature that we use regularly, is the export to CSV. Could you add this feature to the capacity reports? Alternately API access could work and we could write some python code or use another integration to access.

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Thanks for your feedback @JeremieBergeron, I’m passing it onto our Product team to be considered for future iterations! :slight_smile:

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Quick update to let you know this is now available to all Enterprise and Enterprise+ customers!

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Gutted this isn’t on business tier.

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Are there any plans to make a tool to inform project members periodically about capacity plan on the coming week within a project? Maybe as widget (table) in weekly project status update?

Additionally delivery of expected allocation to individual People, do you have any plan to add some tools within 1:1 project? Or directly from Capacity Plan with some additional controls, like Status Updates in Projects/Portfolios/Goals? Ability to do this team / Plan wide or Member-only wold be great.

This can allow Project Managers, Human Resource Managers and Operations Leaders to inform team members about expected distribution of their time amongst the company projects. Will that work?

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Hello @JeremieBergeron :wave:

I got confirmation our team is working on an API, it should be available in the coming months, so stay tuned! Could you share a little more on your use case for CSV export and API by any chance?

Thanks!

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Hi,

These could become a great feature for us to use. You mention an upcoming API. Would this entail a two way street? For example, we are storing our capacitity profiles per employee in another tool, would it be possible to upload (transformed to be used by Asana) those profiles as input for the capacity setup of users in this Asana workload feature?

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We use a CSV export to calculate allocated budget for projects based on employee hourly rates. Say for example an employee has an hourly rate of $100, and is allocated to a project for 4 weeks (40 hours) at 50%, this would be a total of $1004050%=$20,000. Since everyone has different rates and are different rates for different projects, we have a separate spreadsheet that is used for a lookup to calculate the rates on a per person and per project. API or .csv could work for this . We’re just using a spreadsheet to determine the number of weeks based on each “allocation” task depending on start and end date. Hope that helps!

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This is an awesome feature, definitely something we’ve been wanting for awhile. Can this be also viewed by Project instead of by Person?

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Welcome, @Fritz_Friedensohn,

The main view is by person and can’t be changed, but anytime a project appears (for any person), the right-side pane will show the “Staffing” view for the project as a whole, as shown in the OP:

Thanks,

Larry

Are there any plans to link universal workload with the capacity plan?

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Is it on the roadmap for an export tool to be built in to the capacity planner? i.e. Export to PDF?

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This great! Thanks for bringing this feature.

I would love to additionally be able to have a global view of someone’s capacity without the need of adding all the projects one-by-one.

and in the future hopefully we can use asana AI to make recommendations and suggestions for capacity planning.

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Welcome to the Asana Community Forum @Heather_Whitelaw :wave:

Asana does not have a public roadmap. For any features you’d like to have I recommend creating a new post in the Product Feedback category.

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