What Are the Best Workload Management Tools in 2022?

Looking for workload management tools that could do wonders for your team's productivity? Check our ultimate list.
Steven Male

As workload management becomes an increasing priority for businesses, the popularity of workload management tools is skyrocketing. With so many different options, how do you know which is best suited to your specific needs?

The following list of workload management tools are the ones that make the biggest difference for those looking to manage workload effectively in their organization.

The importance of team workload management tools

To get ahead with workload management, having a tool is a must. It's incredibly difficult to manage workloads effectively when staff are working on multiple projects at the same time. This impacts your ability to budget accurately, allocate resources efficiently and implement achievable deadlines.

It's crucial to effectively manage team members to ensure they have an appropriate workload. Heavy workloads and poor work life balance leads to poor retention, loss of key team members and higher costs. However, good workload management means each team member is appropriately challenged, motivated and productive.

Workload management tools take information from things such as staff calendars, resource allocation, project management tracking tools, staff utilization reports and workforce planning. They help to visualize project tasks and give greater insight into how an entire team is being managed.

The best workload management tools also automate reports to save time and make insights highly visual, engaging and shareable. Without further ado, let's dive into workload management software praised by different users.

Best workload management tools

1. Runn - Best workload management for larger IT & Digital Agencies

best workload management tools

Runn workload management software creates highly visual and engaging reports that provide a comprehensive understanding of all aspects of workload management.

This includes employee utilization in percentage terms, how much capacity a team member has on a given day, HR functions such as time off, leave and timesheets, and report filtering by role to help inform resource management and allocation.

Runn integrates a complete range of metrics to produce real time insights in one intelligent workload management tool that is easy to manage and share across different layers of organizations.

Being able to do all of this in one central place creates one reliable source of truth, rather than piecing information together across different platforms or tools.

2. Resource Guru - Workload management software to avoid double-bookings

tools for workload management

Resource Guru uses a multi-layered full team calendar to make resource management more visual and straightforward.

One of the features that helps Resource Guru to stand apart from the competition is its approach to resource booking and clash management. It makes it impossible to double-book resources, even when two separate project managers are booking a resource at the same time.

Its centralized calendar is visible across entire organizations, and this transparency is particularly beneficial for in-remand resources or complex businesses.

As well as full team calendar views, Resource Guru has individual dashboards that show staff members what they need to be working on at a given time. It uses drag-and-drop functionality for ease of use, and generates real time reports on resource utilization, overtime tracking and availability.

3. Float - For better workload management and scheduling practices

workload management tool

Float helps to promote good workload management by making resource scheduling easy. It's easy to create new projects, see resource availability and allocate resources or assign tasks. This is perhaps why it's one of the more popular team workload management tools, used by global leaders such as BuzzFeed, Deloitte and Ogilvy.

As a team leader or project manager, you get both a high level view of your team's workload and the ability to drill down to an individual team member's schedule on a given day. Time tracking functionality also means you can compare timesheets with project schedules to monitor team performance against deadlines.

Float also makes it easy to adjust schedules. Editing shortcuts and drag-and-drop reassignment options also reduce some of the hassle of dealing with inevitable project changes.

4. Accelo - For workload management & client communications

Accelo has a wide range of applications in workload management, including sales, projects, ticketing, retainers, timesheets and resourcing. Its platform also incorporates client communications, making it a complete home for all project management activity and workload management.

Not only does it help to monitor team workloads, but it can be used to enhance capabilities in CRM, project management, time tracking, capacity planning, business development and financial reporting.   This helps to find efficiencies within these processes, helping workload management while also reducing business costs.

Accelo is capable of delivering great results for complex businesses, although its sophisticated functions and integrations may be surplus to requirements for smaller organizations.

5. Trello - For tracking work in progress  & stalled tasks

Trello is a very simple project management software that creates workload management opportunities. While not primarily a workload management tool, Trello's Kanban view helps project managers to make sure that team members don't have too many tasks in progress. That's why it deserves to be in this list.

Trello interfaces include calendar, project and task views, and all are very easy to use. Project creation, task allocation and workflow visibility are all made simple, so team members with limited technical abilities can use it. It's intuitive usability helps team members and managers to see their actual workload in one place.

Its mobile app comes highly rated, and it has customizable automations that help to progress a project through different stages and pieces of work.

However, Trello has limited reporting and analytics functionality, which means having to do a little more digging to understand key team workload management metrics.

6. Asana - Workload management for marketing teams

It's hard to find effective free workload management tools, as many softwares withhold key functionalities on their free versions. However, even Asana's free version has plenty of features to make a genuine impact on the workload management front.

Asana is perhaps one of the more widely known project management tools, and its intelligent and automated functionality help to create workload management benefits. It's easy to collaborate with colleagues and teams on tasks and projects, with automated notifications that keep key stakeholders informed of progress.

Both its desktop and app version are easy to use, and users commonly discover more and more workload management benefits the deeper they go.

7. Monday - For distributing workloads evenly

Of all of the workload management tools examples above, monday.com may be the best known. It has a large online presence, and it also comes highly rated by the many people who use it. Reviewers at The Digital Project Manager rate it the best at enabling managers to distribute workloads evenly across teams.  

Monday provides data-driven insights and analytics in a wide range of HR and project management applications. It's easy to use and highly visual, helping to understand workload management from a bird's eye view and at a granular, individual level.

Workload view helps to see which team members can take on more work, while it also comes with capacity and timeline dashboards to further optimize workload management.

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