Speaker 1: Resource management is difficult at the best of times and in this video I'm going to show you exactly how to manage resources inside of monday.com. So you can see how your team are getting on, what their workload looks like and everything else. So as you can see here I'm in an example monday.com system and I've got two different boards here. I've got board number one and I have board number two. Now on each board there are a number of different items and different people have been assigned these different items. Now we then have a status so we can see the status of each item and we have a date which is the due date for each of these items. Now as you can see this is very hypothetical and I'm sure your work management or the the data you're tracking the tasks that you're tracking is going to look very different but I hope you get the idea. The three key pieces of information are essentially person, status and date and I will come on to rating later as it's going to be important but this is not the be all and end all. But those as long as you've got these three columns on any board we can manage resources or work management. So I've got this setup. board number one and as you can see on board number two they practically look the same. I've just changed the allocation from person to person and the date column has changed just for the sake of this video. So to manage workload what we need to do is go to the plus button at the top here to add an item to a workspace and we want to create a new dashboard. So go ahead and select new dashboard and I'm going to call this workload management. There we go and you can select whether you'd like it to be available for everyone to see or private so only select people can see it and once you're happy go ahead and press create dashboard. Now what we then need to do is go ahead and link all of the boards that we would like to manage workload from to this to this dashboard. So in the example of this video it's just going to be board number two and board number one but you can go ahead and add more in the future and I can change this accordingly but once I'm happy go ahead and press the done button and we've now associated board number one board number two with our dashboard for our workload management. So one step in the right direction. From here we need to go ahead and add a widget. So press add widget in the top left hand corner here and you're going to want to go to more widgets and then scroll all the way down and we are looking for workload. This option here if you're unable to find it just search workload and select add widget. So this should dock and take up the entire dashboard view. As you can see here that's exactly what it's done. Now we can see some names we can see some blips and blobs and funny looking things and we can see some weeks. Now I'm going to show you how to set this up so you can see exactly what the workload is on a team member basis on a board basis whatever and get this working as you need it to. So the first thing we need to do is go to the cog in the menu bar up here select the settings option. Now the first thing we're going to do in the settings area is define our column by time. So what is our date column? So obviously we only have one date column on each board and it's literally called date column. So I'm just going to select date and this would be all at once. The difference between all at once and one by one is different boards. So on one board in your instance you may have six different date columns but only one of those dictates the due date for that particular task. So if you use the drop down menu you may see those six different date columns just make sure you select the right one. In this instance I'm just going to go all at once. Now date column obviously dictates by week by month etc as as the visual on the timeline view here. So once you have your time column selected I'm going to select date we then want to go ahead and move over to the date column. So I'm going to go to resource type. Now same principle applies we've got all at once or one by one but we need to define the resource. So what actually is a resource? We've got a few different options here. So if I use the drop down menu you can see a board can be a resource, a group can be a resource, a person can be a resource and a status can be a resource. So what is meant by that? To give you an example a board may be a project okay and we want to see the resource allocation on a project by project basis. Not a person by person just project by project. So we're going to select the person by project. So in that instance we would select the board option. Same principle applies for group and same principle applies for status as well. So the status of open tasks dictates workload. However in most instances I personally think that the person status so what the workload is looking like on an individual team member basis is the best way of looking at things personally. So that's what I would select. I would select the person option. Now again if you need to select one by one on a board by board basis maybe you have multiple person columns per board then just make sure you've selected the right one which dictates the workload. But again all at once works very well for me. So once we've selected our resource type just to give you an idea actually before we move on if I change this to board you can see that the resource type changes from board from names to actually board one and board two. But I'm then going to move back to person for the sake of this video it's the most comprehensive tracking available in monday.com. From here we can see that we have the number of items assigned to each person. So we can go ahead and say default max amount of items a person can be assigned per week let's say is one. I'll then go ahead and enter that information in. As you can see here on week 14 I have the perfect allocation amount. On week 15 both myself and molly are over allocated workload. So I'm going to go ahead and select workload. On week 16 I've got the perfect amount of allocation. Molly's not been allocated anything and you can see the trend continues. Now if I were to change the default max amount to two then that will update and you can see here that I am under allocated. Molly is optimal allocation for week 15 and then you can see the by the actual visual who's got allocation. Okay now if I want to take this a step further and go edit capacity on a person by person basis or team basis I can do as well. So I can unselect this apply default max capacity to everyone and let's say that I can allocate myself to two items per week. However Molly maybe because she's part-time or just her work type so what she does within the organization means that she can actually only be allocated one task per week. So we can go ahead and set this as a dynamic capacity and press the done button. So now I'm optimal on two as you can see here because we've said that I can take on two items per week. However Molly on week 15 is actually over allocated so we could go ahead and change the allocation or manage resources accordingly. Now that's just count items. That's the easy stuff. We also have effort. So if I select the effort option we're going to get loads of different options here. Now let me walk you through this. So workload now becomes based on hours or points or something else. Now this is where I refer back to what I discussed earlier regarding our rating column. Okay now this is the easiest way for me to describe or give you an example of what this means or how this would work. So we've got a ratings column and if I go to effort and capacity and effort workload is based on hours points etc and then I need to allocate the column that defines the workload. So it's not items it's now a specific column. Now in this instance we have the rating option. Again you can do it all at once or one by one but I only have a rating column one rating column on each board. So I can go ahead and select that as an option. Now do bear in mind that this is the easiest way to manage resource allocation using the rating column. We could get hyper complex and I won't be covering that in this video but we could do formula columns. We could do a combination of various columns. We can get very sophisticated. I think the most sophisticated would be using formula and we can do a rating based on answers or information from other columns within that particular item. We could then score that item and score it based on the actual workload and based on the answers given on those columns and then it would work out what the workload looks like per team member or per board or whatever that resource is. So that's hyper complicated okay and we're not going to be covering this but you could just use the rating column just like I've done here and that makes things quite easy. So we've selected the rating column as which column defines our effort level. We then need to define how we divide this effort. So in a 10 effort project Dan's effort will be 5 while Dana's is 5 or we can do a sum. 10 while Dana's is 10. So let me show you what that looks like. If I go to board number 2 here you can see that myself and Molly are assigned to this. If I give this a 5 rating that means that both that means if we split it that means I'll be assigned a rating of 2.5 and Molly would be assigned a rating of 2.5. However if we do a sum we'll both be assigned a capacity of 5 each. Hopefully you get the idea there. So if I go back to workload management and just go back to the settings again and go to effort and capacity I'm going to go ahead and split this. So it's a 50-50 both been assigned to it. So it's 5 for Molly 5 for myself. And then we have capacity. So this comes back to the capacity we just previously set up. We can select the maximum amount of effort a person can be assigned defined by work schedule if you would like to. I strongly suggest not using this approach. I would then go to custom. Custom being we can then edit capacity per person slash team exactly how we did before. But because we're using the rating column or however you want to set this up using the effort and capacity tracking we need to make some changes. So you can see here I'm over allocated because I've got four items assigned to me here. Three here. Four for Molly. Molly's not got any here and so on so forth. So what I'm going to do is edit the capacity and say I can be assigned four per week. Molly can be assigned three per week and press the done button and you can see how the allocation changes. You can see what's available what's not available. Hopefully you start to get the idea. Now we can make changes to all of this. We can have a default value for everyone or you can have it on a team member by team member basis depending on what you know these various projects whether it be client fulfillment etc etc. So once you've got your capacity set up we can then move on to further settings. So we can go view settings and we can present workload as a number or as a percentage. So I actually prefer a visual percentage. So you can see 133% over allocated on week 17 Molly is. I'm 100%. I'm underutilized on week 15 because it's only 50% and so on so forth. Now we can have this as a number if we want. So just two or percentage and then we can split teams effort between members. If you want to you can have that unticked or ticked. Now moving on from here we can color by so we can choose what everything is colored by. So whether it be board or whether it be group or whether it be person you can see here that that changes down here. Now moving on to color by we can color by anything so we don't have to color. We have no value defined down here or we can color by board group personal status. It doesn't really matter for this to be honest with you. Moving on from color by we've got fiscal year March that is going to dictate week 14 15 16. So if I change this to let's say March you can see how that changes accordingly. But let's say our fiscal year starts in January. Moving on from there we have boards. So obviously both of the boards that we connected to workload management are present and actively inputting data into our workload management widget. However if I want to unselect board number one that will change the display because board number one information is not being pushed over to workload management. So you can see a significant reduction in workload across the two users here so myself and Molly. But add board number one back you can see things change again. You may have a board that is not relevant for this so you can unselect it if you like. Moving on from boards we have groups. Now groups are very important for you to consider. The reason being groups dictate visibility of workload. So what I would strongly strongly recommend you do is on every single board that you're using to manage workload you have a group called completed items or done whatever you want to do. Done, finished tasks, job done. You can call it whatever you want to call it. But you can call it whatever you like. But every time the status is changed to done item moves to group done. The reason being is we can untick that group from our view which means you can you will only see the workload that needs to be done. However if you do have your date column set up correctly there shouldn't be as much of a problem. And then finally we have customized column matching. I won't be covering that in this video as it's not particularly relevant. So once we are happy we have got our workload management set up. We've got our allocation of resource. We can see what our resource allocation on a team member by team member basis is. I can click into this. I can see what's going on. It gives me a nice little view. And this is how you begin to manage workload inside of monday.com. Hopefully this has given you enough information to get started. If you need any help setting up monday.com for your business check out the link below. We would be delighted to help. Thank you ever so much for watching and I'll hopefully see you soon. Thank you and goodbye.