Workload Management Tools: how to choose it ?
| Best for | Creative teams | Shift workers | Gantt views and task management | Product Teams |
| Usability | Easy to learn and use | Simple interface | Easy to learn and use | Steeper learning curve |
| View availability | Gantt charts, Phases | Calendar | Kanban boards | Gantt charts, Lists |
| Personnel monitoring | Team roles | Legal monitoring and control, employee scheduling | Member assignment | Team hierarchies |
| Task management | Basic reports | Basic progress monitoring | Basic progress monitoring | Reports, dashboards |
| Time tracking | Basic | Basic | N/a | Detailed time tracking |
| Project accounting | Billing | N/a | N/a | Budgeting, billing |
| Industry-independent | Moderate | Low | High | High |
| Integrations | Limited | N/a | N/a | Limited |
| Billing | Yes | N/a | N/a | Yes (Limited) |
| Remote team management | Videoconferencing, file sharing and comments | File sharing and basic comments | File sharing and comments | Docs, Chat, Video conference |
| Best for | Product Teams | Consulting and service companies | Project managers | Subcontracting |
| Usability | Steeper learning curve |
Simple and intuitive | Simple | Simple |
| View availability | Kanban boards and lists | Several pictures and views | Tables | N/a |
| Personnel monitoring | Team projects | Solid team management from all points of view | Task management | N/a |
| Task management | Progress progress reports |
Solid reporting, full transparency and analysis | Task status | Time tracking and reporting |
| Time tracking | Basic timer | Time tracking and detailed reports | Basic | Detailed time tracking |
| Project accounting | Basic billing | Full billing | N/a | N/a |
| Industry-independent | High | Moderate | High | High |
| Integrations | Limited | Integration with most CRM systems | N/a | N/a |
| Billing | Yes (Limited) |
Yes | N/a | N/a |
| Remote team management | Conversations, file sharing and comments | Project updates, collaboration, communication | Project updates | N/a |
How They Compare
Project organization
While other tools like Combo and ClickUp offer visual planning, Stafiz caters specifically to service-based workflows with specialized timelines and cost management features. It excels in organizing projects into phases, monitoring activity and alerting when tasks are completed.
Team management
ClickUp and Stafiz take the lead with its detailed team hierarchy and permission controls, enabling seamless delegation and team structure.
Combo allows assigning roles and managing team access. Asana focuses on team projects, facilitating collaboration across tasks. Trello and MS Planner provide basic member assignment, while Snapshift excels in employee scheduling
Performance monitoring
Stafiz provides insightful reporting and analytics, helping track project health, individual contributions, and costs.
This enables data-driven decision-making and improved project performance.
Financial management
Built-in invoicing and budgeting functionality in Stafiz simplifiesproject financial management for service based businesses. Unlike tools like Trello and Asana, it eliminates the need for separate financial management software.
Industry suitability
Snapshyft standsout in retail and hospitality workflows with its competence in employee scheduling. Trello and Asana are suited to a variety of industries, while ClickUp excels in complex project management, whatever the field.
MS Planner is ideal for project-based teams within the Microsoft ecosystem, while Stafiz finds its niche in construction, services and engineering workflows. Toggl, primarily focusing on time tracking, can fit into various freelance and individual work scenarios.
Integration
ClickUp and Asana lead the pack with extensive integrations, catering to a wide range of workflow needs. Combo, Stafiz, and Trello offer numerous integrations as well, albeit more specific to their core functionalities. MS Planner boasts native Microsoft integration, perfect for teams heavily invested in the Microsoft ecosystem
MS Planner offers native Microsoft integration, perfect for teams heavily invested in the Microsoft ecosystem.
User experience
While ClickUp might require a steeper learning curve, Stafiz, Trello and others boasts an intuitive interface, making it easy for service-based teams of all tech levels to adopt.
Remember, choosing the right workload management tool depends on your industry, your needs and your preferences.
If you'd like to find out more about workload management, please contact the Stafiz team for a free demonstration.
Frequently asked questions :
Effective workload management involves :
- Set up a prioritization method: use structures such as the Eisenhower matrix or the MoSCoW method to focus on critical tasks;
- plan the time allocated to tasks: set aside specific time slots for concentrated work ;
- delegate tasks: assign tasks according to the skills and availability of team members;
- plan resources according to capacity: monitor resource availability to ensure a balanced workload ;
- use appropriate tools: use workload management tools to visualize tasks, deadlines and team capacity, to improve planning.
- Step 1 - Collect data: track tasks, deadlines and time spent on each activity.
- Step 2 - Study resource allocation: analyze the availability and skills of team members. Are the right profiles assigned to the right tasks?
- Step 3 - Identify bottlenecks: pinpoint the tasks that are slowing down progress or overloading certain people.
- Step 4 - Define metrics: track relevant KPIs such as task progress rate, time per task and overall productivity.
- Step 5 - Visualize and monitor workload: use dashboards or Gantt charts to get a clear view of task distribution and adjust if necessary.
