For example, Olivia must identify communication media for a logo design project and provide his colleague William with the results of his research before June 24th so that he can begin his graphic design work. She predicts that this task will take her 3 days.
1/ She creates the task: “Identify communication media”:
2/ She indicates in the “When” tab of the task that the task will take place on June 21st to June 23rd:
By doing so, you have a view of the resources occupancy that coincides with the duration of the tasks on the schedule.
Thus, the “Who” view of the project directly show the workload by resource on the project:
This way of proceeding finds its full value in the Calendars view in the Multi-projects mode, where it is possible to track the workload of the resources on all projects to which they are affected:
In this view, you will immediately notice changes to be made in the schedule. For example, on Tuesday June 1st, Olivia will have to work half a day on the Design New Logo project, but also two full days on different other projects. That is two days and a half of work for her to do in one day. So, you will have to make a choice and shift two of the three tasks.
To sum up, aligning the duration of tasks with the time to be spent on resources makes it possible to visualize the availability of resources by consulting the schedules of all projects. Beesbusy makes this very intuitive thanks to the “Who” view of the project and the Calendars view in the Multi-projects mode, where the person in charge of planning will have an overview.
However, this approach will have its limitations when it is necessary to distinguish between the duration of a task and the workload and the resources assigned to it. It will therefore be necessary to implement real time management, involving the time recording on each task for the resources concerned.