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Workload plan: a powerful tool to manage your activity
Project planning

Workload plan: a powerful tool to manage your activity

Estelle
Content manager
February 11, 2022
5 min

Take advantage of all the possibilities of your workload plan, to manage your activity with dexterity: resource management, planning and employees.


Running a project requires a high level of analytical skills. However, not all companies have the time to check all the data related to the project! It is at this stage that the workload plan comes into play, ensuring the monitoring and steering of the project.

 With this operational tool, you limit errors. A good thing for any project, when you know that one mistake can have irreversible consequences on the profitability of a company. 


Definition of a workload plan 

A workload plan is defined as an operational tool. It is steered by operations managers, managers assignment, and project leaders/managers. 

Its objective is to provide visibility on various concrete criteria:

  • The stakeholders of the project. These are the leaders, managers and employees. 
  • The time allocated to each employee to carry out their overall mission (month, week, day). 
  • The margin allowed between all stages of the project from inception to completion. Note that stakeholders add any potential impacts that may cause delays in client deliverables.


The challenges of a workload plan to manage your projects


As mentioned above, a workload plan drives your company's project. Poor management, lack of visibility for collaborators, or lack of data cross-referencing are all responsible for slowing down project management. As a result, there are 2 main issues surrounding workload planning.

Project management

Project management is a real headache. It must ensure perfect cohesion between :

  • The employees take an active part in the project,
  • The deadlines for each stage of the project, 
  • Material, technical and human constraints,
  • Current and future projects that may impact on current projects, 
  • The workload, with a fair distribution of it or, failing that, the possibility of redistributing tasks, etc. 

Managers assignment are "playing with fire" when making important decisions. Having all the information needed for major decisions is crucial for the continuation of the project. 

The challenge of the workload plan is to be a tool for steering the activity of importance to the managers. It measures the exact costs of each project, as well as the company as a whole. Accompanied by this tool, decision-making is more relevant, but above all it ensures more profitable decisions for the company. 

Anticipation

This is where the second issue comes in: anticipation. Managers at assignment have no choice but to set up concrete scenarios to ensure the continuity of all projects. Thus, via the workload planning tool, they set up dynamic reports to analyse future needs. 

The objective? To ensure that financial, material and human requirements are covered throughout the project. At the end of the project, the effectiveness of the workload plan depends on the results obtained. Studying the difference between the simulated and actual results enables us to make adjustments for future projects. 

The anticipation of the project makes it possible to estimate the turnover and the benefits generated by the teams, to limit human errors and to readjust the management of the project at all levels (decision-making, distribution of missions, recruitment, leave, etc.).


The benefits of an operational tool in your project management

Your workload plan is an operational tool that brings many benefits to everyone involved in the project. It gives you 360° visibility on : 

  1. Project consistency. Between deadlines, collaborators on leave or already assigned to another project, your workload plan details the distribution of tasks between collaborators. At any stage of the project, it is possible to announce a shift or a delay, in order to optimize the efficiency of your teams.


  1. Recruitment. Your HR manager quickly detects which skills are in demand or missing. He or she can then start recruiting new talent to replenish your teams for the duration of your project. Not to mention determining your future needs - you don't have to wait for recruitment to be completed before your teams are complete.


  1. The availability of your employees. You know in a few seconds which employees are available for future assignments, as well as their workloads, the holidays they have taken, etc. The assignment manager recruits the right people more quickly and with greater discretion.


  1. Schedules are thought out and fine-tuned before the start of your projects. You quickly understand the deadlines, the time allocated for each task... Assigning tasks to your employees becomes more instinctive. 


  1. Better team cohesion. With an all-in-one platform, you have the answer to everything. You know the expectations of your employees, able to express their interest in a sector of activity, a company, a position. You recruit with more discernment, while offering them positions that match their desires for development.  


The load plan: your most faithful ally!

The workload plan is your most reliable tool. Unlike a CRM or ERP system, you gather data on a single platform. You save precious time with this powerful tool. You manage your projects with a high visibility of future opportunities, while consolidating your network of collaborators. 

Your workload planning tool takes care of cultivating the data. Now all you have to do is make the most of it, so you can handle all your projects with panache!

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