Tempo Folio Tip of the Month: Resolve team member distractions using automated overhead calculations

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One of the primary challenges of project and team management is maximizing team efficiency while identifying issues and quickly and effectively addressing them during the development process to minimize distractions.

Tempo Folio’s overhead feature in the Folio Team Screen enables project managers and team leads to identify instances in which team members are not logging work on projects they have been allocated to work on during a designated period. With this information, they can dig deeper to see what may be contributing to the cause.

Folio Team Screen

The Folio Team screen enables managers to define and manage the composition of their teams that are working on a project (a folio is essentially a project, but is termed differently to distinguish it from a project in JIRA, as it may be defined as a JIRA project, a saved filter, or an Agile board).  It is accessible by clicking the Team tab in a Folio’s main navigation bar.

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Through this view, managers can designate and capture team member wages and allocation percentages over the course of a folio’s execution, and also define yet-to-be-filled positions.
Managers can perform a wide number of Team member operations in this view, such as using Tempo Teams to add to a folio, importing a team, adding a team member or attaching files, such as wage contracts and associating them to a team member.

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The Folio Team screen serves as a Team dashboard to help you plan work assignments, see who is currently overloaded, and retrieve a variety of critical resource management information about capacities, team member work efforts, work assignments, and more.

By clicking on a team member name in this view, managers can drill down on specific team member information, such as their capacity, worklog information, cost rates, assigned workload and holiday schemes, overtime rules (if they’ve been assigned to any), and overhead.

Team Member Overhead

Overhead is displayed as a percentage and reflects the difference between a team member’s capacity and the amount of work they have logged in the folio. The overhead is computed by subtracting the number of hours worked by the resource to date from their capacity to date (as defined by her allocation in the Allocations table) divided by the capacity to date.

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The overhead calculation shows if a team member is logging all hours that they should be logging on a project; if they are logging less worked hours than they were designated for capacity-wise for the folio, then this results in overhead.

For example, if a team member is allocated to work for 40 hours on a project, but has only logged 20 hours on it, then their overhead will display as 50%. This means that 20 hours were lost somewhere — either because they were not logged, or perhaps because their efforts have been focused elsewhere.

Identifying and Resolving Challenges

Overhead is a good indicator about team member involvement. With this information, managers can quickly glean whether team members are logging work on issues that they were expected to be logging work on.

If members are not logging work on the “right” issues, their overhead signals that there may be an issue that needs to be delved into and possibly mitigated.  Team member efforts may be channeled elsewhere — for instance, they’re distracted by meetings, training, or other tasks and work efforts that fall beyond the scope of the project.

Real-Time Data Drives Important Decision-Making

Tempo Folio’s overhead feature is one of many that empower managers with tangible, real-time information that they can take direct action on and resolve before any problems escalate. Learn more about Tempo Folio or get started with a free trial. In-product sample folio data will help get you started in minutes.

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Jessie
Jessie is a New York transplant living in Reykjavík. Her motto is #ABL—always be learning— and having some fun along the way. As the head of marketing, communications & legal initiatives at Tempo, Jessie thinking about storytelling, building a strong brand, growth, teamwork, and grit.

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