Planning
Work goes to whoever can do it and has the time.
The urgent task always lands on the same person, the one who answers straight away, while a colleague with free hours waits. Nobody does it on purpose: you just cannot see who is full. Projekta lays out in a grid how much everyone already has on their plate, suggests who should get the work and explains why, and puts the appointments straight into that person’s calendar.
Real hours, not hoped-for ones
The “Workload” grid shows, person by person and day by day, the hours each one can work according to Klokka — contract minus approved holidays and leave — against those already taken: appointments Projekta has put in the calendar, estimates of open tasks spread over the working days of their period, other calendar commitments in Kalendo within working hours. Each day has a colour: has room, nearly full, more work than hours, not working. The same count drives the suggestion: on a task, “Suggest” lines people up starting with those who have every required skill at the right level, then those with the hours in the period, and next to each one it writes why. Workable hours come from Klokka, which must be active; without Kalendo calendar commitments are not counted, and the page says so.
How it works
-
See who is free
Open “Workload” over one, two or four weeks. A click on a day shows what fills it: appointments, task estimates, calendar commitments.
-
Ask who should get it
From the task, “Suggest” ranks people: required skills, free hours in the period, hours already promised to other tasks, holidays requested but not yet approved.
-
Confirm and schedule
“Schedule” proposes the person’s first free slots within the task’s period. You confirm: the task goes to them, the appointments go into their “Projekta” calendar and they get a notification.
Before assigning, see who really has the time.
What you can do
-
Skills declared once
Required skills are declared on the activity (Analysis, Design, Testing…) and every task of that type inherits them. On a single task you can add more or ask for a higher level.
-
Levels, not yes or no
Basic, Autonomous, Expert, Reference: you see in writing who is below the required level, and a skill confirmed by a manager weighs more than one that is only self-declared.
-
A ranking you can read
No mysterious scores: first those who can do everything, then those who have the hours, then those who enjoy the work and those already on the project. Next to each name, the reason.
-
A calendar shaped for work
Appointments fall within working hours, skip existing commitments, start on the quarter hour and are never shorter than thirty minutes. A day never exceeds what Klokka says can be worked.
-
Reminders and a self-cleaning calendar
An email reminder before each appointment, from 15 minutes to one day ahead. If the task moves to someone else, is cancelled or is closed early, the future appointments disappear from their calendar on their own.
-
From calendar to logged hours
Once the appointment is over, it appears in the Klokka Agenda as “to log”, with the entry already filled in. If it stays unlogged, its hours go back to be planned and the lead is alerted.
Frequently asked questions
Does Projekta assign tasks on its own?
No. It suggests and explains; the task goes to someone only when whoever assigns it confirms. And if Kalendo does not respond at confirmation, the task stays as it was: no tasks assigned with an empty calendar.
Who can see colleagues’ workload?
Whoever can assign tasks in Projekta: the grid exists to decide who gets the work. Tasks from projects they cannot see still count in the hours, but without a title.
Can the workload also be seen from Klokka?
Yes, with the Klokka extension “Team workload”: the same grid, with the same figures, for administrators and those with the “Reports on every user” privilege, even if they do not use Projekta. Projekta must be active for the company.
The other Projekta features
Bring your company’s projects to Projekta
Request a demo: we’ll show you how Projekta organizes projects, tasks and teams.
Alex