Why it Matters

Accurate capacity planning prevents burnout, equalizes demand, and regains control over delivery schedules. Asana now offers Workload (in Portfolios), Universal Workload (organization-wide from Reporting), Capacity Planning (allocate people to projects over extended timelines), and native Time Tracking.

Quick Definitions (Choose the Right Tool)

• Workload (Portfolio): View each person’s assigned tasks across projects within a portfolio, weighted by effort (hours or points) relative to individual capacity; reorganize easily with drag-and-drop.

• Universal Workload (Reporting): Create a workload view encompassing all of Asana (not just one portfolio)—ideal for when individuals work across multiple teams.

• Capacity Planning: Strategically allocate people to projects (percentage or hours) without assigning individual tasks—perfect for quarterly planning.

• Time Tracking (native): Estimate time, record actuals, and report on estimated versus actual.

The 30-Minute Setup (Recommended Flow)

1) Standardize Effort and Capacity

• Create a numeric custom field for effort (e.g., Hours or Points) and make it accessible to projects you plan to track.

• In Workload, use Add effort to link that field; set per-person weekly capacity (e.g., 37.5 hours).

2) Organize Projects into a Portfolio or Use Universal Workload

• Portfolio route: Create a Portfolio and add projects you want to monitor; open Workload.

• Org-wide route: Navigate to Reporting → Workload and build a view that integrates people and projects across your organization.

3) Populate Tasks Accurately

For dependable workload calculations, tasks should include an assignee, start & due dates, and the effort field. Use Workload filters to identify tasks missing effort and rectify them promptly.

4) Set Capacity & Identify Overloads

In Workload/Universal Workload, set each person's weekly capacity (hours or points). Use the timeline to identify who is over/under committed and rebalance—drag to reschedule or reassign tasks.

5) Incorporate Capacity Planning for Broader Horizons

For quarterly/annual planning, access Capacity Planning to allocate people to projects by % or time—no task-level assignments needed. Validate the plan, then implement staffing decisions at the task level.

6) Track Estimated vs. Actual Time

Use native Time Tracking on tasks to input estimates and log actuals. Report on discrepancies to refine future capacity estimates.

Tips, Limits & Considerations

• Effort Source of Truth: Select one unit (hours or points) across projects to prevent mixed calculations.

• Portfolio Scale: Very large portfolios may encounter feature limitations; Universal Workload is beneficial when transitioning beyond a single portfolio view.

• Percent Allocation: For program-level planning, use Capacity Planning (percentages) instead of forcing percent calculations into task-level Workload.

Step-by-Step (Short Version)

1. Create/Choose Effort Field (hours or points) → Add it to relevant projects.

2. Portfolio or Reporting → Open Workload; click Add effort; set weekly capacity.

3. Complete Task Metadata (assignee, dates, effort); use filter to locate missing effort.

4. Rebalance by dragging tasks; adjust capacity as policies evolve.

5. Plan Headcount using Capacity Planning (percent or hours) for upcoming periods.

6. Measure with Time Tracking (estimate vs actual) and adjust capacity.

FAQ

Does Asana offer native time tracking?
Yes—estimate and record actuals, then report on discrepancies.

Do I need Portfolios to utilize Workload?
No—Universal Workload (Enterprise) allows you to build organization-wide views from Reporting. Portfolios still work well for team/program views.

What’s the difference between Workload and Capacity Planning?
Workload oversees task-level demand versus individual capacity; Capacity Planning allocates people to projects/workstreams over extended periods.