Understanding the importance of time is vital to the growth of any company, and that includes knowing how to manage your team’s workload to avoid rushing projects or having too much free time. We created a video tutorial to show how our team here in Systematic Excellence uses ClickUp to improve our workload management processes.
P.S.: Click the hyperlinked text to go to the part of the video where we mention each feature!
First of all, you need to get on the Workload view to actually go through the process we are going to show you.
The next step is setting up time estimates. Without time estimates, it will be very hard for any business to really manage its team’s workload as the team will just work blindly. For us, it’s very important to keep track of how long each task takes, especially when we have new clients working with us or when we are planning out our week.
So, in order to really know how long a task or a project is going to take your team members, we recommend using the timer within ClickUp – what we do in our team to set up time estimates, we simply record a week or two using the time tracker for each task or subtask, until it’s clear how long they will take in the future.
Finally, you can use ClickUp’s workload management tools to understand how long a project will take, how long daily tasks will take, you can plan your team’s weekly workload, figure out if you can take another client, or when can you put a date for launching your project, or more.
Watch Amalie Show You How To Use Workload Management in ClickUp:
Read The ClickUp Workload Management Video Transcript
Hi, I am Amalie with Systematic Excellence Consulting. And today I’m going to go over ClickUp workload management. So this is something that we use on our team when we are figuring out the balance between client work internal projects, the capacity that someone has to work, or the number of hours that someone has to work.
And so what we use is the workload view. So to add that, you just click on the plus sign here, and then you would click on workload, and then this is what it’s going to show you. So I just have myself in here, this is our test account, I went in and assigned some tasks to myself. And then I also added one of my other emails as a guest.
So I could show kind of two different things. So this becomes very useful when you have people on the team where you’re trying to manage hours, trying to figure out how much someone is working, things like that. Now, the important part about setting this up is having time estimates. So I’m going to show you that first.
So where I put these tasks over here. So here’s the first task, I’m just gonna open it up. And I have the time estimate is two hours. To set time estimates, you can go into the space, or the folder, or the list, but I’m going to go into the folder and show you. And I’m going to go to space settings. And then I’m sorry, my face is in the way. And then I go to click apps, click on there, and then time estimates, okay?
Now, it may take a few times going through a task, or a project, until you can really understand what the estimated time is for that particular task. I would say it’s taken us I mean, even with producing the YouTube channel, it’s taken us going through, I don’t know, maybe eight to 10 videos to really get a good idea of how long it takes. So that way we can put in accurate estimates.
I think, as humans, we typically underestimate how long something’s going to take. So my recommendation is if you have no idea how long something takes, for a week, do a time recording, maybe even have I would even recommend not even maybe I would absolutely recommend having your team members do that, where they record their time very specifically on what they’re doing. And then you can gather that data, right. And then you can look at recurring tasks, maybe some one-off tasks.
Now, obviously, in your business, you’re going to have some one-off tasks that will come up that you don’t have any idea of how long it’s going to take. But if you have a time estimate, and you could do it for a week or even two weeks, if you have that recorded time, then you can get an idea. If you know, let’s say one of your team members, or you record yourself on how long it takes you to write a blog, then you can estimate for another blog, right. And it might not be the recurring task of writing the same blog, but maybe a client needs a blog written or something like that.
So the way that it works, so I put in some time estimates here on this task, and then I put a test down here and assign this to my other account.
So let’s go back to everything. And so now I can see the workload, I can see what’s going on. And I can look at the different weeks. So now it’s going to show me two weeks. And it’s going to show me that you know, I have three hours and then 30 minutes, this is six hours. And if I click on it, then I can even see what the task is. And then maybe, you know, if I wanted, I need to extend it so we’re going to spread it out over three days or something like that.
So I find this view to be really, really helpful. But again, it will take some time to get accurate time estimates. It will take time to get accurate time estimates and it will take going through the recurring processes. If I was going to start anywhere with those I would probably I’m assuming it would be easier to estimate those recurring ones than it would be to do you know like a one-off project that you haven’t done before.
Something like that. If you aren’t already using the timer inside of ClickUp, I highly recommend it. I’ll show it to you now. So if I click on here, I can see the timer here, you can manually put it in if for some reason, let’s say you forgot to start the timer or you know, never started it and finish the project, but you know how long it took, you can add it then or you can have the timer here. And then you just hit start. And the great thing is, is it’ll be done here. So even if I leave the screen and go and work on something else, my timer will be down here for me, you can put a description for the timer. Oh, I forgot, sorry, this is the free plan. So you have to add the business plan to be able to put the description in. So I’m just gonna have this timer running for now. But anyway, so that will be in there. So even if let’s say I stop, and then I start again, it will show that I’ve recorded 29 seconds here, and now they’re recording starting again. And then if I hit stop on it, it’s then going to record the additional time. The other thing about time estimates is let’s put in here, test. Two, three, okay. And then for these, let’s say I’m going to estimate the time of one hour.
I really love this feature, because what it does is it will show me, it will calculate all the estimated time between the two hours of the main task and then the three hours or one hour per subtask. So it allows me to see, okay, this whole task is going to take five hours. But let’s go ahead and I’m going to assign this to me. You do have to put a due date for that workload view to work. So I’m just going to set the due date as today.
Okay. Okay, cool. So now what I’m going to do is, and again, I’ve been doing this inside of the space level, so you can see strategy. If I open this up, this is the list, and then I’m doing it there. But where I’m doing the workload view is in everything, so I can see everything that’s going on. So if I click on this, I can see the subtasks. So if I open oops, I didn’t mean to click on that part, I can open the task, and then I can see what’s going on here. And then if I go over to here, I can see these are the test tasks.
Oh, you know, what I didn’t do is show subtasks. That’s what we need. Okay. There we go. Anyway, I’ll just say the view doesn’t matter. So now I can see that my subtasks here, then if I need to, I can move these, drag them, drop them, you know, I can extend the time period, I can move them around. Anyway.
So my point is, is that for workload management, there’s some important factors. One – having clearly broken down tasks, especially if you have more than one person working on it, using either a main task to kind of track the whole thing and then subtasks to track the small steps, or to have a bunch of main tasks, kind of tracking one big project, or broken down into one big project broken down into smaller tasks. The other thing is, time estimates are really important for workload management. to understand how long something will take. Planning projects as far out as possible.
I’m not saying you need to sit down and you know, plan out your year. But the farther out you can plan and know what is coming up, the better. You can plan on the workload for your team members, your workload, how many clients you can take on and understanding how long something will take you. So if you’re getting ready to launch a course, and you haven’t created the course content yet, but you will be creating it at least a week ahead of the students or members in your course then you need to understand how long that’s going to take on top of everything else you’re doing in your business.
Or, you know, if your team’s involved, how long is that going to take on top of other client projects or ongoing, you know, publication schedule or something like that. So time estimates are important. And then once you start to do that, get the time essence estimates, and it can be very tedious to track your time. But as I just showed, ClickUp makes it really, really easy to track your time and have your team members track their time as well. So I would highly recommend, even if you don’t pay your team members hourly, or you know, however you have worked out with them, I would have them for a week or two, and you included track your time on what you’re doing inside of ClickUp, you could even create a special list that’s we’re going to track our time. But if you have all of your tasks in ClickUp, and everyone’s really working from there, as the part of like, this is your dashboard, how you run your business, then they should be able to track those tasks in there.
If you don’t have everything in ClickUp, then I would recommend they create a task and then start the timer. So you can track it for a week or two. Once you get those time estimates in, then you can go back to your tasks that are in there that particularly the recurring ones, or even ones that maybe don’t happen on a regular schedule, but are repeated, then you can get those time estimates. And that will help you start to see what you can schedule during certain times.
Or maybe you’re getting ready to launch something with a client and you know that it’s going to take the whole team. And then you need to be able to see okay, what do I have available? Who do I have available on, you know, Thursday, the fifth that can support a project or I have this new project or you want to get a batch of posts out or something like that.
So this workload management really helps with that there’s just some work that needs to be done prior to, if you aren’t already doing everything in ClickUp, I highly recommend doing it. And it doesn’t have to be ClickUp. If you’re in another project management tool and you’re thinking about or considering moving to ClickUp, that’s fine. If you’re in a project management tool that you love, that’s great, the most important thing is just committing to using it, whatever tool it is, and get everything in there. I really live by the policy that if it’s not in ClickUp, it doesn’t exist. Like we have to have a way to see it, understand what the task is, track time for it.
And if it’s not in there, it doesn’t exist and that’s the policy that the team and I really work from and that helps us to have accountability for all of those things, things don’t get don’t slip through the cracks because it’s all in one place and we’re able to look for it. So anyway, I hope that was helpful.
If you have questions, feel free to comment below. Please subscribe. And like this video, it does help the algorithm so that other people can find this content. There is a link below that you can book a free call if you’re looking for help or support and figuring out the best way to utilize ClickUp in your business or if you’re looking to move to ClickUp, so feel free to do that. And if you would like to support the channel financially, there is a link to buy me a coffee which helps to produce the free content. Thank you so much for watching. Again, my name is Amalie, and I’m with Systematic Excellence Consulting.
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