Analysis & Strategy
Workload Analysis
MyPMP
QMS Template
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π§ Analysis & Strategy
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About the Workload Analysis template
A Workload Analysis maps the effort required across tasks and time against the actual capacity of each person or team, exposing where demand exceeds availability. It matters because balanced allocation prevents burnout, missed deadlines, and idle resources, and it turns vague feelings of "we're overloaded" into defensible numbers you can act on.
It's part of My QMS, MyPMP's Quality Management System: fill it in online, personalize it with your name and logo, then export a clean, branded PDF. Your work auto-saves in your browser.
When to use a Workload Analysis
- βΈBefore committing to a new project or sprint, to confirm the team has the hours to deliver
- βΈWhen a resource conflict or delivery slip suggests someone is over-allocated
- βΈDuring capacity planning across multiple concurrent projects sharing the same people
- βΈWhen justifying a hiring request or reprioritisation to stakeholders
What a good Workload Analysis includes
- βResource list with role, available hours, and any part-time or leave adjustments
- βTask or assignment breakdown with estimated effort per resource per period
- βCapacity vs. demand comparison showing utilisation percentage or over/under allocation
- βTime buckets (week, sprint, or month) to reveal peaks and troughs
- βSkill or role mapping so work matches competency, not just availability
- βFlags or notes highlighting overloaded resources and rebalancing options
What's inside this template
The interactive form above gives you:
Purpose / summaryScope / detailsApproach / bodyDeliverables / outcomesNotes & sign-off
Tips & common mistakes
- π‘Base capacity on realistic productive hours, not the full working day, deducting meetings, admin, and typical interruptions
- π‘Watch for people who look fine at 100% on paper but are split across several projects, where context switching quietly erodes real output
- π‘Refresh the analysis on a set cadence, since a single snapshot goes stale as scope and staffing shift
How it works
- 1. Fill it in β type directly into the fields, tables and sections above.
- 2. Brand it β add your organization name and logo with the Branding button.
- 3. Export β print to PDF, or become a member to white-label and sync across devices.
FAQ
How do you calculate workload capacity for a team?οΌ
Multiply each person's available working hours per period by a realistic utilisation factor (often 70-80% for productive work), then subtract planned leave, meetings, and non-project duties to get true capacity.
What is the difference between workload analysis and resource allocation?οΌ
Workload analysis diagnoses whether demand fits capacity and where imbalances exist, while resource allocation is the resulting decision about who is assigned to which task and when.
What is a healthy utilisation rate to aim for?οΌ
Most teams target sustained utilisation around 70-85%; consistently above that leaves no buffer for issues and risks burnout, while much lower may signal underuse or overstaffing.
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