Workload Management for Agencies: How to Gain Workload & Capacity Visibility in ClickUp

Every agency operator wants and needs to know how much capacity their team has.
Burnout is a real thing.
And if you have no idea how much work your team has on their plates, you're at risk of burning out your team by either under or over working them.
In this video, we discuss the 5-steps you need to take to understand your teams workload and capacity in ClickUp.
0:00 - Introduction
0:25 - Step 1: Creating your workload view
2:21 - Workload view settings + ClickUp hack
6:26 - Custom capacity in the workload view
7:28 - Reassigning and remapping tasks in the workload view
8:30 - Step 2: Three key ingredients for your workload view
9:30 - Task building best practices
15:08 - Moving due dates with an overdue tasks view
16:45 - Auditing tasks with a QA view
18:07 - Step 3: Building process templates in ClickUp
21:20 - The best way to remap due dates
22:20 - Saving and deploying templates
24:04 - Step 4: Getting everything in to ClickUp
25:23 - Managing OOO in ClickUp
27:16 - Step 5: Optimize your process templates
30:30 - The result? Full workload visibility
31:20 - Conclusion
📖 Read the guide: www.zenpilot.com/blog/workloa...
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#clickup #clickuptutorial #agencylife #projectmanagement

[@MoritzDressel]

That template 1-month hack is killer!

[@dasburorotterdam447]

Great video, thanks. I have two questions; 1. You recommend using one assignee per task. How do you schedule a meeting with multiple assignees attending? Do you copy the meeting multiple times? That seems like a lot of administration... I'd love to hear your thoughts on that 2. I would love to have 4hour tasks for easier planning. However, how do you cut a task that takes multiple days into smaller pieces. Designing a logo for instance. Any thoughts?

[@ZenPilot]

Great question. Yup, each attendee gets there own task for a meeting. If you have a template built it's very easy to create and maintain. A parent task could be the meeting and the subtasks would represent prep work for someone, the actual meeting with a subtask for each attendee, and the meeting follow up. You can just create work sessions for this. If designing a logo takes 10 hours, split that up. 1. Task 1 = design logo session #1 (4 hour time estimate) 2. Task 2 = design logo session #2 (4 hour time estimate) 3. Task 3 = finalize logo and send to client for review (2 hour time estimate) This will help track progress, and help the team confidently close tasks when they finish a work session.

[@dasburorotterdam447]

@@ZenPilot Thank you for taking the time to answer my questions. Good to know.

[@user-el3gd9sd5c]

Hey, with regard to the dashboard. You have a widget to show planned tasks last month. How would you keep track of spillage? for example, I have a task scheduled this week but the user was not able to complete it and changes the due date to a later date (in doing so the due date is now next month). How do I ensure that this task still appears in this widget or a similar widget as it was originally planned for week and the dates were changed as we were not able to take it up.

[@liljabjarna8441]

We are looking for a tool to see workload estimates more long term (few months in advance) to have when deciding whether to join a bid for a new project. I am wondering since we are not necessarily doing it at a micro level but more the bulk (say project A is 100 hours over 2 months, project B is 800 hours over 6 months etc.) Is there a way for me to configure different time estimates for each employee for example if I know that the person has at least 50% of their time on project B, and is on project A along with other assignees but is then added to a new project C, that the split between the projects is 50% - 25% - 25% instead of what the program would automatically split the time evenly across all projects and due dates?

[@ZenPilot]

Hi there! Yes, this can work in ClickUp. You'll just have to create those projects in ClickUp and make sure they have appropriate time estimates and due dates. Again, you'll get most visibility by having your projects all documented and templated in ClickUp. That'll make it easy for you to deploy those templates with all the necessary data. Then you assign everything out, check the workload view, and see if your team has enough time to take on a new project!

[@MattBald]

Wondering why you don't recommend using the start date. If a job was to take a week and you used start and due dates it would spread the workload over the five days (say Mon-Fri). Works for when you are doing larger tasks that don't require breaking down further or you would prefer to do 4 hours a day allowing time to do other tasks and refresh from the main task.

[@ZenPilot]

Yes, but it spreads it out evenly to one person. Maybe this happens every so often, but it's much more accurate to break up that larger task in to smaller pieces: 1. Complete draft #1 (Assignee A) 2. Review draft #1 (Assignee B) 3. Review revisions and update draft (Assignee A) 4. Review updates and provide feedback (Assignee B) 5. Finalize draft #1 (Assignee A) This is a very dumbed down example, but you'll often have revisions on work, or need to involve multiple people for different parts. Plus, it's extremely helpful to break up these tasks to provide visibility to the rest of the team on progress. If I have smaller subtasks underneath a parent, I can track time on each of those, and close them when they are complete. That'll give a great progress view to everyone else. And then when you incorporate potentially remapping work if other things come up, that's not as easy with one task with a start date and due date. You lose flexibility on remapping it and keeping the time estimate accurate on the workload view.

[@ruvimg]

I run an accounting firm. I need to have the due date be the actual due date. If i dont submit sales tax by the 25th i get fined. But i also would love to schedule out my work so that i plan to do the sales on the 10th for example. Any idea on how to handle that? I know custom fields for dates are static so even recurring it will stay the same date🤦🏻‍♂️ super annoying

[@ZenPilot]

Great question. I'm not sure I have all of the context to answer this best (we can discuss this more on a call if you'd like: www.zenpilot.com/call), but that's why we recommend that tasks are broken up in to smaller "bite-sized" pieces. I'd recommend you have the "sales tax submission" be the parent task. Underneath that would be subtasks for everything that needs to be done to actually complete this. Each of those subtasks would then be steps you need to take with their due dates/DO dates. You'd then complete all of those subtasks on the appropriate days and the last subtasks would be "submit sales tax". Does that help?

[@ruvimg]

@@ZenPilotthanks for the suggestion!! i will try it out

[@radoznalaclara]

Why is it considered beneficial for tasks to be limited to a maximum duration of four hours or less? I'm trying to understand this concept better. Could you point me to where I can read more about it? Thanks a lot 😃

[@ZenPilot]

I don't have a great place to point you to read more about it, but the 4 hours is mainly for visibility purposes. Keep tasks more bite-sized will help your team start something and be able to finish something on the same day. That way they can confidently close the task and the project will move forward. It just gives a great picture of where a deliverable or project actually is. Additionally, it serves the workload view well. When you pair smaller tasks with "the due date is the DO date", you'll make sure that those time estimates are falling on the days that your team is actually completing tasks! It just adds an extra level of accuracy as opposed to one task with a long time estimate + a start and due date. With that method, we aren't 100% sure when someone is working on it. And I'll also add that the 4 hour limit isn't necessarily a strict cutoff. It's just a good limit and practice to follow to keep all tasks being "one user, in one sitting".

[@radoznalaclara]

@@ZenPilot Thank you for providing such a comprehensive and detailed answer; I truly appreciate it. 🤗

[@Keaton19]

When I go to apply the template to the Everything workload view there is no template option

[@ZenPilot]

Hi @Keaton19! Did you save a workload view template before you tried to deploy it there?

[@Keaton19]

Yes I did @@ZenPilot