This Showcase shares how to use SmartSuite for Project Management and also be able to assign tasks to your team based on their utilization and workload.
This Video's Chapters:
0:16- Introduction to Smart Suite as a Project Management Tool
1:12- Task Management and Assignment
3:07- Time Tracking and Task Completion
4:20- Sprint Management
5:38- Weekly Capacities and Utilization Rates
Introduction to SmartSuite as a Project Management Tool
SmartSuite offers a comprehensive project management solution designed for intermediate users familiar with no-code platforms. Its flexibility allows for customization through a relational database structure, making it adaptable to various project management needs.
Understanding the Data Schema
The solution's design is built around four main components:
- Projects
- Tasks
- Sprints
- Weekly capacities
Projects include attributes such as status, product manager, priority, type, due date, and budget fields, providing a holistic view of each project.
Task Management and Assignment
Creating a new project in SmartSuite is straightforward:
- Enter the project title
- Assign attributes (priority, due date, type)
- Tasks are automatically created based on the project type
- Assign tasks to team members based on their workload and utilization
The task assignment dashboard offers a visual representation of team utilization, allowing for efficient task allocation.
Time Tracking and Task Completion
SmartSuite's time tracking feature enables:
- Logging time spent on tasks
- Monitoring task workload and completion status
- Filtering tasks assigned to the current user
- Starting and stopping timers for accurate time tracking
Sprint Management
Sprints in SmartSuite represent fixed intervals of work. The platform offers:
- Automation linking tasks to relevant sprints based on due dates
- Views for completed and open tasks within a sprint
- Access to task details and associated project information
Weekly Capacities and Utilization Rates
The weekly capacities app in SmartSuite provides:
- Automated creation of weekly records for team members
- Calculation of utilization rates based on allocated time and time worked
- A spotlight feature highlighting over-allocated time (utilization rate > 100%)
- The ability to add notes and utilize a smart dog field for additional information
Team Overview and Budget Tracking
SmartSuite offers a comprehensive team overview, including:
- Display of team members and their hourly rates
- Project budgets and spent amounts
- Tracking of tasks worked on and total time tracked
- Monitoring of remaining budget for each project
Project Dashboard and Overview
The project dashboard in SmartSuite provides:
- A comprehensive overview of utilization, budget, completed projects, and tasks
- Sorting of upcoming tasks by due date
- Display of active projects and their details
This all-encompassing view allows project managers to make informed decisions and keep projects on track.
