This marketing agency found it very difficult to predict workload more than 1-2 days ahead of time due to shifting deadlines, client delays and projects getting added to their project management tool last minute. Projects that had been confirmed, but tasks had not been set up yet on ClickUp were simply being ignored when planning capacity, as were team holidays! This often led to the team getting overworked, or deadlines being delayed, followed by periods of time with almost no work. Work wasn't spread out evenly across the month, or across different team members.

Pulling task data from ClickUp into Google Sheets for better analysis

Capacity planning tracker, including week-by-week predictions for both planned and likely-to-happen work, taking team holidays into account, which allowed the project management team to easily identify capacity and ideal start times for new projects

Google Data Studio (now Looker) dashboard visualising and highlighting key metrics and KPIs to both identify wins and areas of improvement, and allow leadership team to easily track progress and measure success of initiatives

Traffic light system for remote team members to communicate their workload, making it easier for them to signal they are open for more work or need support from a colleague - this meant that last minute delays and changes to workload could often be self-managed and didn't always fall on the project management team