I NEED TO SEE HOW MUCH CAPACITY MY TEAM HAS TO TAKE ON MORE WORK.


The Team Capacity View is the ideal place for Traffic and Project Managers to see how much capacity each employee has for a particular week.


WHAT INFORMATION CAN YOU GET OUT OF THIS REPORT?

  • View your team’s capacity in terms of how much task work they are busy with.

  • Filter by department, position or by dates. This will give you the specific information you want to see.

  • You can choose to view their capacity as available capacity % or as available hours. 




WHAT SETUP IS NEEDED FOR THE TCV TO WORK EFFECTIVELY  


The Team Capacity gives you a detailed overview of your team's capacity, but in order for it to work effectively the following key things should be in place:

  • Task must have a start and end date. 

  • Task must be assigned to an owner.

  • It is essential to set an Estimated Effort. 

  • The daily capacity needs to be set for employees (see tutorial). 

  • Leave must be booked off on Magnetic HR Module.

  • Employees ideally must belong to a department.



The following users are involved in the data that populates this report:


  • Traffic / Project Managers 

    • These are the people who assign tasks to users and jobs and ensure all the correct information is set on the task. 


  • Anyone responsible for doing work on tasks 

    • These users must keep their tasks up to date. 


HOW TO ACCESS AND USE THIS REPORT

  • Tasks>Dropdown Menu for Views>Team Capacity

  • Enter filters such as:

    • Department e.g. Design.

    • Position e.g. Graphic Designer.

  • Select if you want to see the %Capacity or the Available Hours for the selected individuals. 

  • Select the date you wish to view. Please note this date must be current or in the future.

  • Click on the search icon to view the TCV.

  • Hover your mouse cursor over a percentage on the report to see a breakdown of:

    • Time estimated for the tasks assigned to that user.

    • Time tracked for tasks assigned to that user.

    • Remaining work.

    • Available hours.



HOW TO MAINTAIN THIS REPORT

  • Host a daily meeting with your traffic/project manager and review the TCV to ensure all employees are coping with their workload and on track with their assigned tasks.

  • Make sure tasks that are complete are marked as closed.

  • When people are over capacity, adjust their workload to bring it back in line with their capacity.


Next step: 


Learn how to save your popular searches