11 Effective Workload Management Tools for Success in 2023

Looking for the right tool to manage your workload effectively? We’ve got you covered. Our review of the best workload management tools will help you select the one that meets your needs.

Workload is a major issue affecting employees’ mental health and well-being, as highlighted in a report by McKinse y. The report reveals that employees often feel overburdened by an unreasonable workload, a lack of autonomy, social support, and fair treatment.

As a seasoned writer and marketer with more than a decade of experience as a team member, team lead, and manager, I know firsthand the impact of improper workload management on teams.

To manage your workload efficiently, you need the right tool – Workload Management Tool.

With my team, I’ve carefully analyzed the most popular workload management tools on the market, evaluating them based on key features like capacity planning, task prioritization, team collaboration, time management, and resource allocation.

Join me on this journey to discover the perfect workload planning tool for your organization. By the end of this article, you’ll not only have an understanding of what workload management is, but also a rundown of the top 11 powerful tools and tips for effective workload management in the workplace.

So, let’s dive in and empower your team to achieve their (ultimately your) goals.

Best 11 workload management tools in 2023

Our review of the best 11 workload management tools.

ProofHub – The best project management and team collaboration tool

Trello – Amazing visual interface with Digital boards

Asana – Best suited for small teams

Monday.com – Automate workflow for repetitive tasks

Jira – Suitable for teams of any size

Wrike – Inuitive charts for custom workflow

ClickUp – An all-in-one platform with customizable views

nTask – Organize projects in separate workspaces

Slack – Tons of Integration available

Togglplan – Simple and interactive User Interface

Bitrix24 – Automated task and time tracking

Before getting into the details of individual tools, let’s first quickly refresh our memory of what workload management is and why we need tools for sorting this issue.

What is workload management?

Workload management refers to the process of managing and distributing tasks and responsibilities among individuals or teams to ensure that work is completed efficiently and effectively within the available time and resources. The goal of workload management is to balance the workload of each individual or team member, so they are not overloaded with tasks that are beyond their capacity or underutilized with too few responsibilities.

Effective workload management involves proper planning, delegation, monitoring, and prioritization of tasks to achieve the desired results. It is essential in ensuring that employees can work effectively without experiencing burnout, stress, or other negative consequences that may arise from an overwhelming workload. Investing a reliable workload management tool can be a real life-saver to make sure the even distribution and planning of resources.

What are workload management tools?

Workload management tools assist managers and other people in leadership roles to effectively distribute and manage tasks among their teams. I personally feel that such tools help simplify the task allocation and progress tracking process.

Workload planning tools offer multiple task views as well as built-in collaboration features that help in the quick and effective balancing of workloads in teams.

With workload management tools,

You can keep all of your tasks, deadlines, and projects in one place. This means you can easily prioritize your work and stay on track.
You get all the communication and collaboration tools in one place, you can save time and focus on what really matters – getting your work done.
You can break down your tasks into smaller, more manageable chunks. This can help reduce stress and help to complete tasks quickly.
You can set reminders for deadlines using workload management tools. This will help you stay on top of your workload.

11 Workload planning tools that are real game changers

It’s time to address the elephant in the room – workload management tools. Like I mentioned in the beginning, our team has conducted an in-depth review of every tool out there, and we’re excited to share our top picks with you.

1. ProofHub

ProofHub as a workload management tool for team

ProofHub is the ultimate all-in-one project management and team collaboration software that simplifies workload management for teams of any size. It centralizes work in one place, streamlines work processes, improves team communication, and eliminates context switching.

ProofHub helps teams avoid common pitfalls of poor workload management such as missed deadlines, poor communication, and project scope creep. It keeps teams aligned, and focused on the right priorities, resulting in higher-quality work and better outcomes. ProofHub is an ideal tool for businesses looking to streamline workflows, reduce stress and errors, and increase productivity.

Key Features

Assign, track & set task deadlines- all in one place

With ProofHub, managing your tasks and projects has been easier!

You can assign, track and set task deadlines, all in one place! ProofHub offers different task views such as the board view, Gantt view, and calendar view to help you get a complete picture of your tasks and projects. Plus, recurring tasks can be easily automated with workflows to save you time and ensure projects are completed efficiently. You can even assign tasks to multiple team members at once, which reduces the risk of delays or miscommunications.

Communicate and collaborate effectively

Say goodbye to communication gaps and hello to seamless team collaboration with ProofHub.

Communicate and collaborate effectively with ProofHub chat feature

Are you struggling to keep your team on track and connected? By streamlining communication, assigning tasks clearly, enabling efficient collaboration, and boosting productivity, ProofHub can help you achieve your goals faster and with less stress.

With Chat, you can have real-time conversations with team members and use group chat to share important updates and information quickly. Facilitate collaboration between team members with Discussions, where you can invite them to join projects and assign specific roles and responsibilities. Create discussion threads around specific topics, and team members can easily comment and reply to these threads. With these robust collaboration and communication tools, you can ensure that your team is working efficiently and effectively.

NOTE: Use the Announcements feature to make a public announcement of achievements and accomplishments by team members. This will act as immediate recognition for any small achievement. From my personal experience, how small recognitions and verbal appreciation made publicly has a deep impact on the performance of the team. Motivation boosts the morale of your team and they will perform even better.

Eliminate time-consuming activities

Forget the fear of missing deadlines and start planning effectively. Delegate tasks among your team with confidence, and monitor progress with ease.

Assign tasks confidently

ProofHub provides you with powerful workload management tools that will help you in completing tasks based on priority. You can delegate or distribute tasks to different team members anytime during the task. You can also, prioritize tasks on the basis of urgency and importance.

Time Tracking

Now, have control over the time your team members are spending on various tasks with in-built time tracking feature. Identify tasks that are causing delays, and make necessary changes in task flow for getting the project back on track.

This can help you identify areas where the team is struggling, allowing you to proactively address any issues and adjust the project plan as needed.

You can track time spent by your team members using the timer, there is also an option to add manual hours. ProofHub helps in compiling all these data and exporting the timesheets for quick analysis and further actions. Infact, the list just continues endlessly with features like time entries, private timesheets, logged hours, filters for quick search and analysis, and setting estimates.

Avoid delays and missing deadlines

ProofHub provides you with multiple task views. You get a complete bird’s eye view so you can easily identify tasks that may get delayed. Once you identify the loophole, you can quickly rectify it. Resource allocation eases you in this process of assigning tasks and modifying responsibilities to team members on their availability, skills, and workload.

For a better understanding of Resource Management, and its features refer to the next section.

Allocate resources efficiently & avoid burnout

Finding it hard to cope with assigning and allocating tasks, use the custom workflows available in ProofHub. Protect your team members from burnout by utilizing the available resources effectively.

ProofHub provides a resource management feature that allows teams to see who is available and when. This helps in avoiding delays by ensuring that tasks are assigned to team members who have the time and resources to complete them.

Ensure timely completion of tasks

The custom workflow feature allows you to effectively delegate, track, and manage tasks as per the individual requirement of your team. Also, maintaining clear communication with team members helps to ensure that projects are completed on time and to the highest possible standard.

Identify potential roadblocks

You get complete control over the workflow that enables efficient monitoring of the progress of ongoing tasks thereby helping to identify potential roadblocks and resulting adjustments in the allocation of resources.

Identify potential roadblocks wiht ProofHub gantt chart feature

By effectively managing resource allocation, a manager can ensure that tasks are completed on time and within budget while maintaining a productive and motivated team.

Work-life balance

Unorganized and poor workload management may have an adverse impact on the performance of your team. ProofHub helps you to maintain an effective balance between the work and personal life of your team members and prevent them from getting burnout. Through the advanced remainder and notification features, you will never miss any deadline. Infact, you will see your team members complete all tasks before the due date.

Centralized document management

Gone are the days when you need to search multiple locations for a single file. You no longer need to switch between multiple applications or save multiple files numerous times. Thanks to the centralized document management, you get numerous wonderful features.

Do away with searching multiple locations

ProofHub helps you organize and quickly access all your files on the centralized platform. This makes it quick and easy for your team to quickly look up necessary files, without the need for switching between multiple applications. The search option is enhanced and powerful enough to help you find the necessary files instantly.

Do away with switching applications for send/receive files

Send files as attachments in chats, upload them to discussion channels, and start a conversation, online proofing. Whatever your need be, do it right here on the tool. Forget the need to save multiple versions of the same file.

Pros

Simple user-friendly interface with an easy onboarding process.
Excellent customer support that solves all your issues immediately.
You get ultimate control – they can assign roles, and determine who can access various features of the tool.
Flat pricing allows you to add as many users as you want without burning a hole in your pocket.
Quickly share files, collaborate and communicate with your team without the need to switch multiple applications.

Cons

Optimizing notifications for a better-streamlined flow of information to the users.
Invoicing options for billing and logged time require external integrations.

Pricing

ProofHub offers you a flat pricing feature! This means you can add as many users as you want. Sign up for the 14-day free trial that offers you all the features. You can choose from two options – Essential and Ultimate control

Smaller teams or teams with a tight budget can choose the essential plan that will cost $45 per month (billed annually) with unlimited users.
Ultimate control is for large teams that costs $89 per month (billed annually) with unlimited users..

The standout feature of ProofHub’s pricing model is that it allows you to add as many team members as you want without incurring extra costs.

Review

G2: 4.5 of 5

Capterra: 4.6 of 5

Do you know that ProofHub has been named a top-rated project management software solution in the recently released Software Advice’s FrontRunners Report for Top Project Management Tools – Get a demo now!

2. Trello

We are placing Trello in second place because of its intuitive task management capabilities and visual boards. With Trello, you can easily create task cards, add checklists, deadlines, and attachments, and track the progress of each task in real-time.

Trello is known for its simplicity and ease of use, making it an ideal choice for smaller teams or projects. However, for more complex projects that require more advanced features, Trello may not be the most suitable option.