We have one task live in multiple projects so that it can be managed in different ways based on the department/discipline that is working on it. Normally, this works great! However, when we added all the projects into a Portfolio to better understand our team’s bandwidth, we noticed that tasks that belong to multiple projects are being counted twice against capacity.
For example, I have a video edit task in the overarching project where I (as PM) manage the project. I also have that task living in a project for my video team to manage via Board view as the video moves through each phase of production/post-production. When I kickoff the task for the editor, I include hours (let’s say 20 as an example) so that we can measure bandwidth.
In Workload, this task is displayed under the editor’s bandwidth twice—one for each project—totaling 40 hours of effort scheduled for the editor when there’s actually only 20 hours…
Am I missing something? Are we using something incorrectly? Does anyone have a workaround or alternative solution for this? I’d love to hear any help or advice as this is a BIG deal for our company.
It’s worth noting that we do not always have a task live in multiple projects—sometimes it’s just one. Also, we have a similar process for other departments/disciplines.