{"_id":"5a8cc7585c8fa80051184e08","project":"56539c418b050e2100f006ca","version":{"_id":"56539c428b050e2100f006cd","project":"56539c418b050e2100f006ca","__v":14,"createdAt":"2015-11-23T23:07:46.327Z","releaseDate":"2015-11-23T23:07:46.327Z","categories":["56539c428b050e2100f006ce","5789af34f55bf80e00d0c34f","5789af4e6a16260e006e7cd4","5789af53d7bf751900e3cbe1","5789af576a16260e006e7cd5","5789af5fc1c3de0e00169dc7","5789af64c1c3de0e00169dc8","5789b0067a572c0e00120269","579919b1b8d3432000fdffc3","590ba9d1030acd0f00f07046","5939cecbc78839000f4bff0e","59c4454a414f98001001f2a9","5a8b9193e4eb600012e90dea","5b511e0bfe048400034364d8"],"is_deprecated":false,"is_hidden":false,"is_beta":false,"is_stable":true,"codename":"","version_clean":"1.0.0","version":"1.0"},"category":{"_id":"5a8b9193e4eb600012e90dea","project":"56539c418b050e2100f006ca","version":"56539c428b050e2100f006cd","__v":0,"sync":{"url":"","isSync":false},"reference":false,"createdAt":"2018-02-20T03:10:11.603Z","from_sync":false,"order":2,"slug":"getting-started-guide","title":"Getting Started Guide"},"user":"5a84d1bf6b17d200124fa3ea","githubsync":"","__v":0,"parentDoc":null,"updates":[],"next":{"pages":[],"description":""},"createdAt":"2018-02-21T01:11:52.941Z","link_external":false,"link_url":"","sync_unique":"","hidden":false,"api":{"results":{"codes":[]},"settings":"","auth":"required","params":[],"url":""},"isReference":false,"order":7,"body":"The schedule view uses a calendar and colour codes to show you who is at capacity, and when. \n\nThe schedule is on your dashboard. At the top of your screen, there is an option to set the time frame: \n\n[block:image]\n{\n  \"images\": [\n    {\n      \"image\": [\n        \"https://files.readme.io/a93ce24-Screen_Shot_2018-10-18_at_4.04.01_PM.png\",\n        \"Screen Shot 2018-10-18 at 4.04.01 PM.png\",\n        2433,\n        625,\n        \"#cbd4d7\"\n      ],\n      \"caption\": \"This timeframe is set to four weeks.\",\n      \"sizing\": \"smart\"\n    }\n  ]\n}\n[/block]\n\n[block:image]\n{\n  \"images\": [\n    {\n      \"image\": [\n        \"https://files.readme.io/a1d9a40-Aurif_Shmee_-_busy_weeks.png\",\n        \"Aurif Shmee - busy weeks.png\",\n        1356,\n        517,\n        \"#cfd3da\"\n      ]\n    }\n  ]\n}\n[/block]\nWe can see that Aurif Shmee has a couple of busy weeks coming up, as there is red underneath every weekday between 12 February and 23 February. \n\nIf you hover over the red bar, you can see how much time he’s overbooked by - in this case, he’s scheduled for 9.3 hours hours when his capacity is 7.2 hours per day (90%). \n[block:image]\n{\n  \"images\": [\n    {\n      \"image\": [\n        \"https://files.readme.io/7299e74-Hover_over_red_bar.png\",\n        \"Hover over red bar.png\",\n        1180,\n        140,\n        \"#cbced7\"\n      ]\n    }\n  ]\n}\n[/block]\n\n[block:api-header]\n{\n  \"title\": \"Extending the deadline\"\n}\n[/block]\nIf the deadline is flexible, you could solve this problem by changing the deadline, and having the project finish later. This means he’s spending less time on the project each day. \n\n[block:image]\n{\n  \"images\": [\n    {\n      \"image\": [\n        \"https://files.readme.io/1c1c849-Extending_deadline.png\",\n        \"Extending deadline.png\",\n        1335,\n        182,\n        \"#cbd0d8\"\n      ]\n    }\n  ]\n}\n[/block]\nSince Aurif is working on a 40-hour project for the first two weeks, we need to extend his 80-hour project out quite a bit. Now he won’t deliver this design work until 16 March, when previously he was going to deliver it on 2 March. This may be fine if your client is flexible or the deadline is sufficiently far away. \n\n## How to extend a deadline:\n1.  Click the right-hand side of the rectangle associated with the job, in Schedule mode or Assign mode. \n2.  Drag it to the right, until you reach your later deadline. \n\n\n[block:api-header]\n{\n  \"title\": \"Giving the task to someone else\"\n}\n[/block]\nIf extending the deadline is not an option, you can take the entire job off Aurif, and give it to someone who has capacity to do it. \n\nIf we look at the schedule, we can see two people who seem to have the capacity to do this job: Austin Mer and Andreas Butler. You can see the gaps in their schedules above and below Aurif:\n[block:image]\n{\n  \"images\": [\n    {\n      \"image\": [\n        \"https://files.readme.io/3c03352-Reallocating_work.png\",\n        \"Reallocating work.png\",\n        971,\n        323,\n        \"#d0d3da\"\n      ]\n    }\n  ]\n}\n[/block]\n\nBut you may not be able to assign tasks to just any staff member. Some may not be acquainted with this job and client. \n\nTo choose who gets Aurif’s 80 hours of design work, you can drill into the job itself by double clicking on the 80-hour Adshel Campaign Design task. This brings you to the job screen.\n\n[block:image]\n{\n  \"images\": [\n    {\n      \"image\": [\n        \"https://files.readme.io/00f94fc-Reallocating_work_-_job_screen.png\",\n        \"Reallocating work - job screen.png\",\n        984,\n        640,\n        \"#d5d9df\"\n      ]\n    }\n  ]\n}\n[/block]\nThis shows that Austin Mer is on this job, but Andreas Butler is not, as Andreas Butler disappeared when we drilled into the job. So in order to make everyone’s life easier, we’ll assign the job to Austin Mer instead of Andreas Butler.\n[block:image]\n{\n  \"images\": [\n    {\n      \"image\": [\n        \"https://files.readme.io/ecfae2d-Reallocating_-_Austin_Mer.png\",\n        \"Reallocating - Austin Mer.png\",\n        991,\n        591,\n        \"#d8dbe1\"\n      ]\n    }\n  ]\n}\n[/block]\nNow Austin Mer will do the job, and finish it on 2 March. Aurif has some capacity left for smaller jobs. \n\n## How to give a task to someone else:\n1.  Click the rectangle associated with the task\n2.  Drag the rectangle to another staff member\n\n[block:api-header]\n{\n  \"title\": \"Splitting a task between staff members\"\n}\n[/block]\nSplitting a job between staff members is another way to handle this problem. 80 hours over the next couple weeks may put Aurif over capacity, but he probably has enough space for 40 hours. You can test this by clicking on the \"80h\" on the task the job screen, and changing it to \"40h\": \n[block:image]\n{\n  \"images\": [\n    {\n      \"image\": [\n        \"https://files.readme.io/ee8844b-Splitting_job_-_80h_to_40h.png\",\n        \"Splitting job - 80h to 40h.png\",\n        939,\n        366,\n        \"#ced2da\"\n      ]\n    }\n  ]\n}\n[/block]\nIf you look at the “Design” box, you’ll see that you have 160 hours budgeted, but only 120 have been allocated, leaving you with 40 more to allocate. This is because you reduced Aurif’s time from 80 hours to 40 hours. \n\nWe can give those 40 hours to Austin Mer:\n\n[block:image]\n{\n  \"images\": [\n    {\n      \"image\": [\n        \"https://files.readme.io/8eb3584-Splitting_job_-_Austin_Mer.png\",\n        \"Splitting job - Austin Mer.png\",\n        908,\n        462,\n        \"#ced3dc\"\n      ]\n    }\n  ]\n}\n[/block]\n## How to split a job\n1.  Double click on the rectangle associated with the task, or click on “plan job” and choose the relevant job. Both of these will take you directly to the job. \n2.  Click on the amount of time you have allocated to the job - in this case, 80 hours\n3.  Change it to a smaller number.\n4.  Click on the relevant component in the rectangles at the top of the job. \n5.  Drag it down to the second staff member (in this case, Austin Mer).\n6.  Click on the right-hand side of the rectangle, and drag it out to the deadline.\n7.  Click on the allocated time - “1h” by default, and change it to the amount of time you want to allocate to the second staff member. In this case, we have split an 80 hour task in half, so both Austin and Aurif will have 40 hours allocated to design.","excerpt":"","slug":"using-the-schedule-view-to-solve-capacity-problems","type":"basic","title":"Solving capacity problems"}

Solving capacity problems


The schedule view uses a calendar and colour codes to show you who is at capacity, and when. The schedule is on your dashboard. At the top of your screen, there is an option to set the time frame: [block:image] { "images": [ { "image": [ "https://files.readme.io/a93ce24-Screen_Shot_2018-10-18_at_4.04.01_PM.png", "Screen Shot 2018-10-18 at 4.04.01 PM.png", 2433, 625, "#cbd4d7" ], "caption": "This timeframe is set to four weeks.", "sizing": "smart" } ] } [/block] [block:image] { "images": [ { "image": [ "https://files.readme.io/a1d9a40-Aurif_Shmee_-_busy_weeks.png", "Aurif Shmee - busy weeks.png", 1356, 517, "#cfd3da" ] } ] } [/block] We can see that Aurif Shmee has a couple of busy weeks coming up, as there is red underneath every weekday between 12 February and 23 February. If you hover over the red bar, you can see how much time he’s overbooked by - in this case, he’s scheduled for 9.3 hours hours when his capacity is 7.2 hours per day (90%). [block:image] { "images": [ { "image": [ "https://files.readme.io/7299e74-Hover_over_red_bar.png", "Hover over red bar.png", 1180, 140, "#cbced7" ] } ] } [/block] [block:api-header] { "title": "Extending the deadline" } [/block] If the deadline is flexible, you could solve this problem by changing the deadline, and having the project finish later. This means he’s spending less time on the project each day. [block:image] { "images": [ { "image": [ "https://files.readme.io/1c1c849-Extending_deadline.png", "Extending deadline.png", 1335, 182, "#cbd0d8" ] } ] } [/block] Since Aurif is working on a 40-hour project for the first two weeks, we need to extend his 80-hour project out quite a bit. Now he won’t deliver this design work until 16 March, when previously he was going to deliver it on 2 March. This may be fine if your client is flexible or the deadline is sufficiently far away. ## How to extend a deadline: 1. Click the right-hand side of the rectangle associated with the job, in Schedule mode or Assign mode. 2. Drag it to the right, until you reach your later deadline. [block:api-header] { "title": "Giving the task to someone else" } [/block] If extending the deadline is not an option, you can take the entire job off Aurif, and give it to someone who has capacity to do it. If we look at the schedule, we can see two people who seem to have the capacity to do this job: Austin Mer and Andreas Butler. You can see the gaps in their schedules above and below Aurif: [block:image] { "images": [ { "image": [ "https://files.readme.io/3c03352-Reallocating_work.png", "Reallocating work.png", 971, 323, "#d0d3da" ] } ] } [/block] But you may not be able to assign tasks to just any staff member. Some may not be acquainted with this job and client. To choose who gets Aurif’s 80 hours of design work, you can drill into the job itself by double clicking on the 80-hour Adshel Campaign Design task. This brings you to the job screen. [block:image] { "images": [ { "image": [ "https://files.readme.io/00f94fc-Reallocating_work_-_job_screen.png", "Reallocating work - job screen.png", 984, 640, "#d5d9df" ] } ] } [/block] This shows that Austin Mer is on this job, but Andreas Butler is not, as Andreas Butler disappeared when we drilled into the job. So in order to make everyone’s life easier, we’ll assign the job to Austin Mer instead of Andreas Butler. [block:image] { "images": [ { "image": [ "https://files.readme.io/ecfae2d-Reallocating_-_Austin_Mer.png", "Reallocating - Austin Mer.png", 991, 591, "#d8dbe1" ] } ] } [/block] Now Austin Mer will do the job, and finish it on 2 March. Aurif has some capacity left for smaller jobs. ## How to give a task to someone else: 1. Click the rectangle associated with the task 2. Drag the rectangle to another staff member [block:api-header] { "title": "Splitting a task between staff members" } [/block] Splitting a job between staff members is another way to handle this problem. 80 hours over the next couple weeks may put Aurif over capacity, but he probably has enough space for 40 hours. You can test this by clicking on the "80h" on the task the job screen, and changing it to "40h": [block:image] { "images": [ { "image": [ "https://files.readme.io/ee8844b-Splitting_job_-_80h_to_40h.png", "Splitting job - 80h to 40h.png", 939, 366, "#ced2da" ] } ] } [/block] If you look at the “Design” box, you’ll see that you have 160 hours budgeted, but only 120 have been allocated, leaving you with 40 more to allocate. This is because you reduced Aurif’s time from 80 hours to 40 hours. We can give those 40 hours to Austin Mer: [block:image] { "images": [ { "image": [ "https://files.readme.io/8eb3584-Splitting_job_-_Austin_Mer.png", "Splitting job - Austin Mer.png", 908, 462, "#ced3dc" ] } ] } [/block] ## How to split a job 1. Double click on the rectangle associated with the task, or click on “plan job” and choose the relevant job. Both of these will take you directly to the job. 2. Click on the amount of time you have allocated to the job - in this case, 80 hours 3. Change it to a smaller number. 4. Click on the relevant component in the rectangles at the top of the job. 5. Drag it down to the second staff member (in this case, Austin Mer). 6. Click on the right-hand side of the rectangle, and drag it out to the deadline. 7. Click on the allocated time - “1h” by default, and change it to the amount of time you want to allocate to the second staff member. In this case, we have split an 80 hour task in half, so both Austin and Aurif will have 40 hours allocated to design.