{"id":10022,"date":"2026-02-17T08:00:00","date_gmt":"2026-02-17T08:00:00","guid":{"rendered":"https:\/\/twproject.com\/?p=10022"},"modified":"2026-03-19T11:33:09","modified_gmt":"2026-03-19T11:33:09","slug":"manage-workload-project","status":"publish","type":"post","link":"https:\/\/twproject.com\/blog\/manage-workload-project\/","title":{"rendered":"How to manage the workload of a project: 6 key suggestions"},"content":{"rendered":"\n<p>Managing the <strong>workload of a project<\/strong> is getting the <strong>right balanc<\/strong>e of tasks for each team member, is one of the most critical tasks that a project manager has to face.<\/p>\n\n\n\n<p>In fact, the <strong>equitable distribution of the workload<\/strong> in a team is definitely a challenging task, and the temptation to entrust more projects to the best performing worker is always lurking.<\/p>\n\n\n\n<p>But in the planning of a project, it is also necessary to be fair.<\/p>\n\n\n\n<p>The <a href=\"https:\/\/twproject.com\/blog\/projects-resource-workload-what-you-need-to-know\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>excellent management of workload and team performance<\/strong><\/a> are therefore a essential goals.<\/p>\n\n\n\n<div class=\"table-of-content\">\n<h5>CONTENT INDEX<\/h5>\n<ul>\n<li><a href=\"#check\">Check the current workload<\/a><\/li>\n<li><a href=\"#report\">Report of skills and absences<\/a><\/li>\n<li><a href=\"#set\">Set expectations<\/a><\/li>\n<li><a href=\"#identify\">Avoid work overload<\/a><\/li>\n<li><a href=\"#free\">Identify &#8220;under-utilised&#8221; staff<\/a><\/li>\n<li><a href=\"#inform\">Inform about changes in planning<\/a><\/li>\n<li><a href=\"#key\">The key points to remember<\/a><\/li>\n<li><a href=\"#twp\">How Twproject can help you manage your workload<\/a><\/li>\n<\/ul>\n<\/div>\n\n\n\n<p>In the continuos dialogue with the Project managers, we receive frequent and common questions:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>What matters to customers and \/ or stakeholders?<\/li>\n\n\n\n<li>How is it possible to obtain the best results?<\/li>\n\n\n\n<li>How is it possible not to overload resources?<\/li>\n\n\n\n<li>How can resources be used wisely?<\/li>\n\n\n\n<li>How is it posible to obtain more from low-performing resources?<\/li>\n<\/ul>\n\n\n\n<p>Here, then, a simple 6-step approach to ensure the<strong> correct management of activities and workload<\/strong> within the team.<br><a name=\"check\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">1. Check the current workload<\/h2>\n\n\n\n<p>If you the <strong>project is starting from scratch<\/strong>, it is necessary to examine the current situation of the team.<\/p>\n\n\n\n<p>Since it is possible to <strong>manage in an optimal way<\/strong> only what is known, we need to ask ourselves a few preliminary questions:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Are the team members also following other projects? <\/li>\n\n\n\n<li>What are their other daily activities to keep in mind?<\/li>\n<\/ul>\n\n\n\n<p>Some people may be available to <strong>work on the project activities<\/strong> just for a limited time of their day \/ week, on the other hnad, others may be available full-time.<\/p>\n\n\n\n<p>It is therefore essential to know this aspect in details in order<strong> to manage the workload equally<\/strong> and <strong><a href=\"https:\/\/twproject.com\/blog\/how-to-optimize-work-organization-in-teams\/\" target=\"_blank\" rel=\"noreferrer noopener\">optimise the organisation of work within teams<\/a><\/strong>.<br><a name=\"report\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">2. Record of attendance and skills<\/h2>\n\n\n\n<p>It is possible to <strong>better manage the workload of the team<\/strong>, if the project manager knows when the individual employees are absent: holidays, company outings, etc.<\/p>\n\n\n\n<p>It is important to include these absences in the <strong>project planning <\/strong>in order to not assign work during these periods.<\/p>\n\n\n\n<p>To avoid <strong>assigning a task<\/strong> that, due to the \u201cabsence\u201d of a team member, is bound to be completed late, it is advisable for the <a href=\"https:\/\/twproject.com\/blog\/new-twproject-release-7-2-use-of-external-calendars-and-integrated-ai\/#collegamento\"><strong>attendance calendar to be integrated into the planning tools<\/strong><\/a>.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"630\" height=\"344\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-2-630x344.jpg\" alt=\"workload\" class=\"wp-image-10103\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-2-630x344.jpg 630w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-2-1130x617.jpg 1130w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-2-1500x819.jpg 1500w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-2-705x385.jpg 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-2-450x246.jpg 450w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/workload-2.jpg 2000w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 984px) 61vw, (max-width: 1362px) 45vw, 600px\" \/><\/figure><\/div>\n\n\n<p>Similarly, when it comes to skills, it is essential to ensure that every employee\u2019s understanding of their own abilities is up to date.<\/p>\n\n\n\n<p>Each person can be a valid &#8220;player&#8221; if his <strong>strengths<\/strong>, skills and responsibilities are well known.<\/p>\n\n\n\n<p>A collaborator may be able to work in different areas thanks to new knowledge acquired, or to<strong> deal with more technical tasks<\/strong> thanks to new skills developed. Therefore, the suggestion is to cyclically verify the &#8220;new skills&#8221; learned from the individual collaborator.<\/p>\n\n\n\n<p>Simply put, during the <strong><a href=\"https:\/\/twproject.com\/blog\/how-to-manage-resource-distribution\/\" target=\"_blank\" rel=\"noreferrer noopener\">resource allocation phase of the project<\/a><\/strong>, tasks should be assigned based on:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a name=\"set\"><\/a><strong>the resource\u2019s availability;<\/strong><\/li>\n\n\n\n<li><strong>role;<\/strong><\/li>\n\n\n\n<li><strong>job position;<\/strong><\/li>\n\n\n\n<li><strong>specific skills and knowledge<\/strong>.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">3. Set expectations<\/h2>\n\n\n\n<p>Setting goals and skills is not enough.<\/p>\n\n\n\n<p>The task of the Project Manager is also to constantly remember the pre-established goals and to underline the level of commitment expected from each team member.<\/p>\n\n\n\n<p>Tools such as the <strong><a href=\"https:\/\/twproject.com\/blog\/statement-work-s-o-w-objectives-project-work\/\" target=\"_blank\" rel=\"noreferrer noopener\">Statement of Work (S.O.W.)<\/a><\/strong>, which set out a project\u2019s objectives and scope of work, <strong>help the team to stay focused<\/strong>.<\/p>\n\n\n\n<p>Clearly defined and shared objectives enable everyone to <strong>contribute equally with their talents, skills and energy<\/strong> to the project\u2019s success.<\/p>\n\n\n\n<p>One of the difficulties in <strong>ensuring that a workload is fair<\/strong> is that employees never work at the same pace.<\/p>\n\n\n\n<p>In other words, even when the workload seems &#8220;fair and even&#8221;, it may not really be that way.<\/p>\n\n\n\n<p>It is important to ensure that employees understand that <strong><a href=\"https:\/\/twproject.com\/blog\/how-to-calculate-work-hours-in-a-project\/\" target=\"_blank\" rel=\"noreferrer noopener\">work hours<\/a> should not always be compared with productivity<\/strong>: In fact, even when working the same number of hours, two employees produce different results.<\/p>\n\n\n\n<p>The best way to do this is to <strong><a href=\"https:\/\/twproject.com\/blog\/measuring-project-efficiency-with-productivity-indexes\/\" target=\"_blank\" rel=\"noreferrer noopener\">measure and share project performance<\/a> that is genuinely satisfactory and successful<\/strong>, regardless of the number of hours worked.<\/p>\n\n\n\n<p>A project manager should pay attention to what people are realizing in practice and not just to the number of working hours.<br><a name=\"identify\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">4. Avoid overload<\/h2>\n\n\n\n<p>On the other hand, it is important to <strong><a href=\"https:\/\/twproject.com\/blog\/work-overload-how-to-mitigate-risks\/\" target=\"_blank\" rel=\"noreferrer noopener\">avoid the risk of work overload<\/a><\/strong> affecting certain employees, leading to frustration and unfairness.<\/p>\n\n\n\n<p>By \u2018<strong>overload<\/strong>\u2019, we mean the assignment of work that exceeds what staff can realistically manage within the time available.<\/p>\n\n\n\n<p>If an employee really does have too much work, there are two ways to address the situation:.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>break this task down into<\/strong> smaller chunks so as to <strong>redistribute the load<\/strong> across other resources.<\/li>\n\n\n\n<li>postpone the <strong>deadline for a particular task<\/strong> so as to <strong>lighten the daily workload<\/strong>.<\/li>\n<\/ol>\n\n\n\n<p><strong><a href=\"https:\/\/twproject.com\/support\/using-twproject\/work-planning\/work-load\/\" target=\"_blank\" rel=\"noreferrer noopener\">Automated work planning tools for redistributing the workload<\/a><\/strong> to other team members with lighter workloads, or for rescheduling tasks to alleviate overload, help the Project Manager carry out these tasks.<\/p>\n\n\n\n<p>Also for the overall workload management, it is possible to follow the 80\/20 rule.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>People should be assigned to<strong> specific tasks<\/strong> only for 80% of their time.<\/li>\n\n\n\n<li>The remaining 20% will be used to answer phone calls,<strong> attend team meetings<\/strong>, deal with the clients and so on. This 20% should be distributed evenly throughout the week. It is better to fill people&#8217;s time for &#8211; for example &#8211; 6 hours a day, rather than giving them a fixed day &#8220;free&#8221; from specific activities.<\/li>\n<\/ul>\n\n\n\n<p>There may also be the case where a person seems overburdened with work, even if this is not the reality. This can occur when the resource is not able <strong>to manage its work efficiently<\/strong>.<\/p>\n\n\n\n<p>There are possible interventions to offer in these cases, such as a coaching with a more efficient colleague or a <strong>training course<\/strong>.<br><a name=\"free\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">5. Identify &#8220;under-utilised&#8221; staff<\/h2>\n\n\n\n<p>Team members are motivated when their day is full of meaningful tasks and this makes them feel important for the project.<\/p>\n\n\n\n<p>A<strong> <a href=\"https:\/\/twproject.com\/blog\/the-best-workload-management-software\/\" target=\"_blank\" rel=\"noreferrer noopener\">time management system<\/a><\/strong> will help to understand if the employees are working on<strong> priority activities<\/strong>, or in general on activities important for the project, or not.<\/p>\n\n\n\n<p>In some situations, the collaborators themselves can ask for more work. On the other hand, they could also say that they can not <strong>take on further tasks<\/strong>.<\/p>\n\n\n\n<p>This is where a project manager\u2019s <strong>ability to manage their workload<\/strong> comes into play; they must ask themselves:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Are the team members really too busy or are they just working on the wrong tasks? <\/li>\n\n\n\n<li>Is there anything I can do to improve their productivity?<\/li>\n<\/ul>\n\n\n\n<p>Some people do not give the right importance to their work and they do only the bare minimum.<\/p>\n\n\n\n<p>The more the team&#8217;s <strong>strengths and working patterns<\/strong> are known, the easier it will be <strong>to correctly manage the workload<\/strong>.<\/p>\n\n\n\n<p>If you have the right tools for <strong><a href=\"https:\/\/twproject.com\/blog\/the-best-time-tracking-software\/\" target=\"_blank\" rel=\"noreferrer noopener\">tracking working hours<\/a><\/strong>, this task can also be carried out more easily, and the team will be encouraged to report on their work by clearly stating their <strong>workload<\/strong>.<br><a name=\"inform\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">6. Inform about changes in planning<\/h2>\n\n\n\n<p>Obviously, even with the best planning, the <strong>development of a project<\/strong> may require an <strong>immediate change of priorities<\/strong>.<\/p>\n\n\n\n<p>If you intend to change an assignment in the <strong>resource planning<\/strong> or workload system, it is absolutely necessary to speak first with the relevant stakeholders and collaborators.<\/p>\n\n\n\n<p>It is necessary to explain the reasons behind structural interventions, as well as to highlight the <strong>requisites of the resources<\/strong> needed to complete the project. <\/p>\n\n\n\n<p>It is necessary to explain the reasons behind structural changes and to highlight the <strong>resource requirements<\/strong> needed to complete the project.<\/p>\n\n\n\n<p>It can be very useful to have tools that are shared across the whole team and updated in real time, such as a <strong><a href=\"https:\/\/twproject.com\/blog\/todo-list-and-gantt-are-now-together-a-new-view-to-simplify-meetings\/\" target=\"_blank\" rel=\"noreferrer noopener\">timeline linked to the financial situation and the status of project activities<\/a><\/strong>, to keep everyone on the same page.<br><a name=\"key\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">The key points to remember<\/h2>\n\n\n\n<p>To conclude, here is what you should do to <strong><a href=\"https:\/\/twproject.com\/blog\/how-to-improve-human-resources-coordination\/\" target=\"_blank\" rel=\"noreferrer noopener\">achieve optimal coordination of human resources<\/a><\/strong>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Spend time on planning in order to reflect on the <strong>delegation strategy<\/strong>.<\/li>\n\n\n\n<li>Create a list of all the activities that need to be done and then <strong>assign tasks<\/strong> based on the specific function, position, and strengths of team members.<\/li>\n\n\n\n<li>Create a culture that enhances productivity beyond the hours worked by openly praising an i<strong>mportant and successful performance.<\/strong><\/li>\n<\/ul>\n\n\n\n<p>And conversely, let\u2019s also remember what not to do, namely:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Being excessively rigid regarding the<strong> workload delegation strategy<\/strong>; when priorities change, it is necessary to be flexible.<\/li>\n\n\n\n<li>Burn the<strong> top performer<\/strong>. Before loading him further, identify if and how it is possible to <strong>break down a more complex task into secondary tasks<\/strong>.<\/li>\n\n\n\n<li>Let a collaborator &#8220;rest on his laurels&#8221;. It is necessary to be clear and direct on the general <strong>project expectations<\/strong>, as well as on the personal ones.<\/li>\n<\/ul>\n\n\n\n<p>There are real risks involved in not <strong>distributing the workload fairly<\/strong>.<\/p>\n\n\n\n<p>Indeed, if the <strong>high performers<\/strong> are overloaded, they will start to resent the fact that they are doing more than their colleagues, in addition to risk the <strong>burn out<\/strong>.<\/p>\n\n\n\n<p>If work is taken away from slower people, they will inevitably lose interest.<\/p>\n\n\n\n<p>People also work to <strong>achieve success<\/strong> &#8211; albeit small &#8211; to grow and to be recognized. When this opportunity is not given to them, the risk is high.<br><a name=\"twp\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How Twproject can help you manage your workload<\/h2>\n\n\n\n<p>If you have the <strong>right ally<\/strong>, all the advice we\u2019ve given you so far can be put into practice much more efficiently and with a touch more automation, whilst still leaving you in control.<\/p>\n\n\n\n<p><strong><a href=\"https:\/\/twproject.com\" target=\"_blank\" rel=\"noopener\">Twproject<\/a> <\/strong>is the project management software that puts special attention to <strong>managing the workload<\/strong> of each team member.<\/p>\n\n\n\n<p>From the planning phase to the monitoring and control phase, it is possible to have a clear picture of the progress of each collaborator&#8217;s work.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"840\" height=\"520\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2021\/11\/resource-workload-2-840x520.png\" alt=\"workload management\" class=\"wp-image-16624\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2021\/11\/resource-workload-2-840x520.png 840w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2021\/11\/resource-workload-2-400x248.png 400w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2021\/11\/resource-workload-2-705x436.png 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2021\/11\/resource-workload-2.png 929w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/figure><\/div>\n\n\n<p>For each resource the Project Manager can have a graphical representation of the total load per day, (where each color represents a different task), as well as a detailed explanation of the load components.<\/p>\n\n\n\n<p><strong>Twproject<\/strong> natively integrates <strong>workload<\/strong> management into the project management platform, without the need for external tools, and in particular helps you to better manage these key aspects:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Intelligent workload calculation and distribution<\/strong> \u2014 The system calculates the workload for each resource or team based on the project duration and assigned estimates. An algorithm automatically redistributes the work when overlaps occur, aiming to maintain the overall schedule.<br><\/li>\n\n\n\n<li><strong>Overload alerts<\/strong> \u2014 When the workload exceeds the threshold, Twproject alerts the project manager, who can intervene by reviewing assignments or timelines. Conflict resolution is available both automatically and with just a few clicks.<br><\/li>\n\n\n\n<li><strong>Integration with planning tools<\/strong> \u2014 Workload data interfaces directly with the calendar, Gantt chart, timesheets and ToDo list: data flows automatically between tools, reducing manual tasks and the risk of misalignment.<br><\/li>\n\n\n\n<li><strong>Flexibility and customisation<\/strong> \u2014 Workload can be managed at the level of individual resources, teams or departments, with the option to customise working hours and account for unavailability, public holidays and flexible working hours. The system also distinguishes between project, routine and ad-hoc tasks, distributing the workload accordingly.<br><\/li>\n\n\n\n<li><strong>Exportability and control<\/strong> \u2014 Workload data can be exported in various formats and filtered by team and time period, facilitating analysis, reporting and group approval of worklogs.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Twproject for workload management\" width=\"840\" height=\"473\" src=\"https:\/\/www.youtube.com\/embed\/UKir_Zt0GrA?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<p>What are the difficulties you have encountered in <strong>managing your team&#8217;s workload<\/strong>?<\/p>\n\n\n\n<p>If you\u2019d like, we can help you <strong>identify the key issues<\/strong> and draw up a <strong>workload management plan<\/strong> that\u2019s efficient for your business and works best for your team.<\/p>\n\n\n\n<p><a href=\"https:\/\/twproject.com\/it\/richiedi-una-demo\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Book a demo<\/strong><\/a> or <a href=\"https:\/\/demo.twproject.com\/applications\/teamwork\/welcome\/createUserEnvironment.jsp\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>sign up for a free trial<\/strong><\/a> with <strong>Twproject<\/strong>: in both cases, one of our <strong>dedicated tutors<\/strong> will be on hand from the very start to help you optimise your workload and manage your project overall.<\/p>\n\n\n\n<div class=\"tw_promobox box_type2 sBlue sFilter sImage\" style=\"background-image: url('https:\/\/static.twproject.com\/blog\/wp-content\/uploads\/get-it-now-r.jpg'); background-size: 140%; background-position: -90px -290px;\">\n<div class=\"av_promobox avia-button-yes avia-builder-el-1 el_after_av_promobox avia-builder-el-last\">\n<div class=\"avia-promocontent\">\n<h2>Start managing the workload of your projects.<\/h2>\n<\/div>\n<div class=\"avia-button-wrap avia-button-right \"><a class=\"avia-button avia-icon_select-no avia-color-custom avia-size-xlarge\" href=\"https:\/\/demo.twproject.com\/applications\/teamwork\/welcome\/createUserEnvironment.jsp\"><span class=\"avia_iconbox_title\">Try Twproject!<\/span><\/a><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Managing the workload of a project is getting the right balance of tasks for each team member, is one of the most critical tasks that a project manager has to face. In fact, the equitable distribution of the workload in a team is definitely a challenging task, and the temptation to entrust more projects to &hellip; <a href=\"https:\/\/twproject.com\/blog\/manage-workload-project\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;How to manage the workload of a project: 6 key suggestions&#8221;<\/span><\/a><\/p>\n","protected":false},"author":3,"featured_media":28894,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_custom_body_class":"","_custom_post_class":"","footnotes":""},"categories":[58,88,344],"tags":[],"class_list":["post-10022","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management","category-resource-management","category-time-management-2"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to manage the workload of a project: 6 key suggestions<\/title>\n<meta name=\"description\" content=\"Managing the workload of a project is one of the most critical tasks for a project manager. 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