The Traffic Manager’s job is to ensure that people are allocated to the right task and making sure that deadlines are kept and jobs are on track. It can be a stressful job as there are many details to oversee and time plans that keeps changing. Without a great system that allows well-structured traffic views and warnings when something is about to go wrong, it’s almost impossible.
WorkBook supports the Traffic Manager in numerous ways. Here’s some of the tools that we provide:
In many task management systems, assigning a task to someone is just a matter to adding a persons name to the task. Well, that’s basically also how it is in WorkBook, but WorkBook goes steps deeper than that.
Let’s take it from the top. Every user has a capacity profile that tells the system how many hours they work per day. Now, that’s great because it ensures that tasks that are assigned to the user can be done within the allocated hours provided on the task. If a user already has something else assigned, and nothing more can be squeezed in, the Traffic Manager will have to find another person to do the task.
But that’s not all. In a perfect world everything goes as planned, but we all know that that’s not the case. The telephone rings, emails needs answering, a colleague comes by asking you for help. That’s how it really is and we know that. That’s why the users capacity profile also has an “Ideal booking“. The Ideal booking is set to be maybe 80% of the user’s total working hours, and as default, tasks will be allocated using the Ideal booking. That leaves time to do all of the unforeseen things.
So you’ve done all of your task allocations and made sure that everybody is fully utilized. Everything is looking good, until Peter comes by and tells you that he needs to be attending a client meeting all day Friday. #%&%¤$$@£!!!!. In WorkBook you can hook up the users’ calendar to the Traffic plan, so you already know that Peter is unavailable. Appointments will be captured and reduce the user’s capacity accordingly. The other way around is also an option. (assigned tasks from WorkBook are synchronized to the user’s calendar).
When a client asks you if you are able to take in a big project in June of course your answer will be Yes. However, you don’t know if there are going to be people available to do the job, or if they are already allocated to something else. The Capacity chart will immediately give you the answer on available capacity.
Time Plan and Tasks
WorkBook help you do a perfect time plan for each job. You are able to use templates to kick off your plan. That will save you a bunch of time and you only need to consider the task start and end date and who are to work on the tasks. It’s so simple.
If you have added the Customer Portal module you can even share the time plan online with your client and allow them to see the progress on each task, upload/download files and collaborate.
Back in the days the project briefing were kept in the job bag along with all other important project files. The job bag traveled through the organization until the job was done.
The concept today remains the same, just digitally. The job contains all of the information and all users with access can see the information. The briefing is the single most important document which is why the briefing can be uploaded on the job and viewed by the team.
Collaboration & Notifications
Collaboration with clients and team members is a central part of WorkBook. Being able to share knowledge is key to get the right information at the right time. Allowing people to post comments to tasks, files and the job as a whole is a great way to share knowledge. When somebody is posting a comment you’ll be notified through the system and in your inbox.
It’s fair to say that having a project management system that doesn’t warn you when something needs your attention, is a bad system. With WorkBook there are several warnings that can be enabled. For example you’ll be notified if project costs are 80% of the price quote total or if a task exceeds deadline. Also, if you are approving supplier invoices, the actual invoice can be scanned and send digitally for your approval.