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The workload calculation

The 10 principles underlying the workload calculation in awork - for an accurate prediction of your team's workload.

Lucas Bauche avatar
Written by Lucas Bauche
Updated over a week ago

The workload calculation in awork is the most accurate calculation you can currently find in a work management tool, as it takes into account planning, your project management as well as calendars. πŸ™Œ

Of course there are always special cases and special rules that are not yet covered here and there, but we are working specifically on improving the planning bit by bit.

The 10 principles of workload calculation

1. Only the future

The workload view only looks at today and the future.

The past cannot be displayed due to completed tasks and projects as well as pushing remaining planned workload into the future.

2. Nested planning levels

There are two planning levels:

  • Tasks and bookings in the timeline (rough).

  • Tasks in the calendar (fine).

These planning levels are nested and can therefore be used super together without double glazing.

This means: If a user is busy with 6h on a task and this task is entered 3h in the calendar, only 6h in total will be recorded in the workload.

3. Calendar always counts

Everything in the calendar (appointments & tasks in the calendar) is directly considered as workload.

4. Even distribution

The planned effort of bookings and tasks is distributed evenly over the available days, over whose time range they extend.

In case of varying available capacity on different days of the week, the even distribution adjusts proportionally accordingly.

Tasks in the calendar affect only the day on which they start (start time). Tasks that do not have a time range (start & end time) have no direct impact on the workload.

5. Workload does not reduce by itself

The workload of a task (not of bookings!) is distributed into the future if the start and end date is around today. The planned workload does not disappear just because time passes (see the following points).

However, this does not apply to bookings. These remain at the days, even if these lie in the past.

6. Time tracking is deducted

To accurately represent the progress of a task, the evenly distributed workload is reduced by the recorded time. To avoid double subtraction by possibly existing tasks in the calendar (which are also subtracted), calendar entries of the past are ignored and only the actually recorded time is subtracted.

7. Completed Tasks & Projects

Completed projects set the workload by tasks and bookings to 0. The same applies to completed tasks. Their effect on the workload is also always 0. Projects that have not yet been started and their tasks, on the other hand, do (since it makes sense to use them for planning).

8. Planned effort is distributed evenly among users

If multiple users are assigned to a task, the remaining workload (if tasks in the calendar, recorded time, etc. are already subtracted) is distributed equally among all of them.

9. Absences reduce available days

An absence removes the available work days (full days only). These days are left out when distributing the planned effort of projects and tasks, similar to weekends. However, appointments and tasks in the calendar that are on absent days will still show as workload assignments on those days.

Half-day absences reduce the workload on that day by half.

10. Parallel calendar entries are not counted twice

If multiple appointments and/or tasks in the calendar are in parallel, i.e. the times overlap, then only the covered hours on that day will be calculated as workload.

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