Hey everyone, welcome back to our next Smart Suite showcase! If you're new here, I'm your host Nate Montgomery. In this series, we share how customers are using our platform based on the work done by our onboarding team.
Today's episode is all about using Smart Suite as a project management tool while also keeping track of your team's capacity and workload. This video is aimed at an intermediate audience. If you're new to the platform, I'll provide some beginner resources in the links below. However, if you're familiar with the no-code space and need a product for your team, you're in the right place.
Keep in mind that the solution we're showcasing is designed for a specific workflow and process. But the flexible structure of Smart Suite, acting as a relational database, lets you adapt the design to your unique needs. Without further ado, let's dive right in!
We're back on our Smart Suite homepage, focusing on the "Project Capacity Tracker" solution. You can start with a template from our showcases section. For this demonstration, we'll explore the data schema widget to understand the solution's design.
The core elements include projects with varying intervals, linked to tasks executed by team members within specific Sprints. Weekly capacities are also tracked to understand team members' workload within each Sprint. In the Projects app, we can view project details such as status, product manager, priority, project type, due date, and budget-related fields that summarize information at the task level.
Now, let's create a new project to demonstrate functionality. Starting with a project title, you can assign a priority, due date, and type. When you save a project, tasks associated with that project are automatically generated. In this case, since the project type is "marketing," tasks related to marketing projects are created.
Moving on to task assignment, you might want to distribute tasks based on your team's workload for the week. In the task assignment dashboard, you'll find a bar chart showing team utilization for the current week. The bar lengths indicate how utilized each team member is. You can also see the number of tasks each team member is handling.
To assign tasks, you can directly do so within this dashboard. Once assigned, the team member's workload increases, and as they start tracking time for tasks, their utilization rate adjusts accordingly.
Tasks are where much of the work happens. By applying filters, individuals can see and manage tasks assigned to them. Time tracking can be initiated to log work time directly within tasks.
In the Sprints table, fixed intervals of work—Sprints—are assigned to tasks. An automation links tasks to relevant Sprints based on due dates. Completed and open tasks within each Sprint can be viewed.
The Weekly Capacities table automates the creation of weekly records for team members. These records compare allocated time to time spent on tasks, resulting in utilization rates. A spotlight highlights rates over 100, indicating potential overallocation.
Throughout the various table views, you can analyze team utilization on different timescales. You also have insight into team members' hourly rates, project budgets, and task details.
In the project dashboard, you can monitor utilization and project budgets. Comparison widgets display completed projects and tasks for the month, as well as upcoming tasks for the current Sprint.
To sum up, this Smart Suite solution not only manages projects and associated tasks but also helps in task assignment based on Sprints and team capacity. Thanks for tuning in to this Smart Suite showcase. I hope you gained insights into managing projects and team capacity. For questions, comments, or requests, leave them below, and I'll respond. If you're looking to implement a tailored solution for your team, reach out to us for assistance. Thanks for watching, and see you next time!