The Workload Balance Dashboard

To access the Workload Balance Dashboard, navigate to Insights > Workload Balance.

Underneath the dashboard title at the top, you will see three tabs (views):

1) The Workload Balance Dashboard - Team Tab

Use the Team Tab to understand how team utilization changes over time to identify opportunities to coach team members, reallocate work and/or adjust team capacity to create healthier balance.

Workload Balance - Team (1).png

The Workload Balance Dashboard - Team Tab

 

Utilization Level Distribution

This chart depicts the % of users in each workload utilization level: Underutilized, Healthy and Overutilized.

By default, a user is overutilized/underutilized if they exceed or miss their Productive Hrs/Day goal by at least 30%. The utilization threshold can be adjusted via the Insights Configuration Page. Learn more here.

Image 8-30-23 at 12.31 PM.jpeg

Utilization Level Distribution

 

Team Workload

On the left, view an overall assessment of the team's workload balance based on the distribution of team members' utilization levels calculated as follows:

High: > 50% of team members are overutilized.

Optimal: > 70% of team members are healthy.

Low: > 50% of team members are underutilized.

Varied: Assorted workloads across members.

To the right, represented in red, green and yellow, you can view an overview of the total amount of team members who fall into each utilization level, factoring in to the overall assessment on the left.

 

Image 8-30-23 at 12.32 PM.jpeg

Team Workload

 

Utilization Level Trend by Week

View utilization level trends for each week. Each bar displays the % of users in each utilization level for the week.

Sometimes there are important projects or critical events that require high levels of work and can be treated as an except (ex: during a product launch). However, if long hours are recurrent, it may be time to intervene and address the situation by reallocating work, hiring additional personnel, deprioritizing projects, etc.

Image 8-30-23 at 12.33 PM.jpeg

Utilization Level Trend by Week

 

Work Habits

View high-level work habit metrics for the team such as the average start of day, average end of day, number of breaks taken per day, average time per break and average total break time.

Image 8-30-23 at 12.34 PM.jpeg

Work Habits

 

Overutilized Users

See users who are overutilized. Depending on the situation, it may be time to intervene to prevent costly burnout. 

Note: If no users are overutilized, no data will be displayed here.

Click on a user's name to drill into their Personal Insights or Technology Usage.

Image 8-30-23 at 12.35 PM.jpeg

Overutilized Users

 

Underutilized Users

See users who are underutilized. Depending on the situation, it may be time to intervene to improve coverage, capacity and workload balance. 

Note: If no users are underutilized, no data will be displayed here.

Click on a user's name to drill into their Personal Insights or Technology Usage.

Image 8-30-23 at 12.36 PM.jpeg

Underutilized Users

 

2) The Workload Balance Dashboard - Users Tab

Use the Users Tab to identify individuals who are at risk of burnout (overutilized) or disengagement (underutilized). Click on a user to see their weekly trends at the bottom of the screen. 

Workload Balance - Users (1).png

The Workload Balance Dashboard - Users Tab

 

Utilization and Work Habits by User

See utilization and work habit details for each user. By default, a user is overutilized/underutilized if they exceed or miss their Productive Hrs/Day goal by 30%. The utilization threshold can be adjusted via the Insights Configuration Page here.

Click on a user's name to drill into their Personal Insights or Technology Usage.

Workload Balance - Users (2).png

Utilization and Work Habits by User

 

Workload Trend by Week

View workload trends for each week. 

Sometimes there are important projects or critical events that require high levels of work and can be treated as an except (ex: during a product launch). However, if long hours are recurrent, it may be time to intervene and address the situation by reallocating work, hiring additional personnel, deprioritizing projects, etc.

Image 8-30-23 at 12.28 PM.jpeg

Workload Trend by Week

 

Breaks Trend by Week

View break trends for each week. By default, a break begins when a user's computer is inactive for more than 5 minutes. An ActivTrak Admin can change this by adjusting the Passive Time settings. 

Image 8-30-23 at 12.29 PM.jpeg

Breaks Trend by Week

 

3) The Workload Balance Dashboard - Capacity Planning Tab

The Workload Balance - Capacity Planning Dashboard gives leaders and managers a visual snapshot of employee workloads based on historical data, enabling data-informed decisions about workload distribution across team members now and in the future. 

Some common use cases for the insights in this dashboard include:

  • Redistributing work after a reduction in force (RIF) or reorganization
  • Quarterly or bi-annual resource planning for headcount allocation 
  •  Making a business case for hiring new FTEs or contractors (especially when teams have exceeded work capacity)

Image 8-30-23 at 12.13 PM.jpeg

The Workload Balance Dashboard - Capacity Planning Tab

User Activity

The User Activity Table shows which team members are over capacity, at capacity, and under capacity for the selected time period and is calculated as Total Productive Hrs / Expected Total Productive Hrs * 100.

The calculation takes into account three settings: 

  • Productive Hours Per Day Goal (set in the Benchmarks & Goals tab)
  • Active Day Threshold (set in the Configuration tab)  
  • The % of Expected days Worked (set in the Capacity Planning dashboard)

A fourth setting, the Capacity Assessment Threshold % (also set in the Capacity Planning dashboard), then defines what is considered over capacity, at capacity, and under capacity.

useractivity.png

The User Activity Table

Column

Description

1 & 2

Displays individual team member names (User) and the number of Productive Hrs/Day  for the selected time period (Activity Date filter).

3

Displays the Productive Hrs/Day (Goal).

4

Displays the total number of productive hours worked (Total Productive Hours) during the selected time period.

5

Shows the Expected Total Productive Hrs, which is based on the Productive Hrs Goal x the Expected Days Worked.

6

Shows the total Days Worked (Active Days).

7

Expected Days Worked, is based on the number of weekdays in the selected time period x % of Expected Days Worked.

8 & 9

User Capacity displays the total number of productive hours worked as a percentage of Expected Productive Hours. It is color-coded based on whether the calculation is over capacity (red), at capacity (black), or under capacity (green), using the % selected for Capacity Assessment Threshold. Capacity Assessment is also based on the Capacity Assessment Threshold.

Assessment Threshold examples:

  • Capacity Assessment Threshold set to 10%: 110% = Over Capacity, 90%-110% = At Capacity, <90% = Capacity Available
  • Capacity Assessment Threshold set to 20%: 120% = Over Capacity, 80%-120% = At Capacity, <80% = Capacity Available

Capacity recommendations:

  • Over Capacity: Support these team members by redistributing workload to other team members or identifying responsibilities that can be deprioritized.
  • At Capacity: Ensure these team members are focused on the most critical items to maximize results.
  • Capacity Available: Identify areas where these employees can help by taking on work from other team members or those who have recently left the organization.

 

Days Worked (Active Days) Calendar

The Days Worked (Active Days) calendar displays the specific days the selected user(s) worked within the selected time period (Activity Date filter). Select the user’s name in the User Activity table to view the days worked by an individual employee. Users can select multiple users by holding down the command key (on macOS) or control key (on Windows).

daysworked.png

The Days Worked Calendar

Monthly Trend - Days Worked (Active Days)

With the Monthly Trend report, view how the capacity of teams and team members varies across each month to see historically which months are busier or lighter for teams as a whole. You can see which months individual team members tend to take more time off, for example, and address potential absenteeism concerns, especially when employees may not be logging time off in the HRIS system.

monthlytrend.png

The Monthly Trend

Capacity Planning Tips:

 

Learn more:

Was this article helpful?

1 out of 1 found this helpful

Comments

No comments