15 Best Workload Management Tools for Team Efficiency in 2025

Asana is a popular project management tool designed to help teams organize, track, and manage their work. It offers a wide range of features that facilitate task management, project planning, collaboration, and workflow automation. Also, Asana comes with resource management functionality including some workload management capabilities, helping teams balance tasks, monitor capacity, and optimize productivity.

Workload management features

Capacity management 

Asana provides visibility into team members’ capacity, which allows you to adjust their workload and make sure that nobody is over- or underloaded.  

Visibility into team members’ workloads 

The tool lets you review people’s workloads across all projects they’re involved in so that you can see at a glance how work is distributed between them. You can also visualize workload into the future. 

Effort estimates 

Asana makes it possible to add effort estimates to tasks expressed in hours or points, which helps assess workload more accurately.

Balancing workloads

This is achieved by the opportunities to reassign tasks and define the maximum workload a team can cope with. 

Task priorities   

In Asana, you can assign a priority to a task so that a team member can save their effort for the most essential work.

Reporting  

Asana lets you create custom dashboards, including the ones with workload metrics.

Other features  

• Project management (status updates, timeline tracking, task management),
• Goal management,
• Resource planning,
• Diverse reporting,
• Workflow management and automation,
• Time tracking.  

Integrations

Asana integrates with a wide variety of tools (Slack, Google Calendar, Microsoft Office 365, Microsoft Teams, other PM tools, etc.) to provide a streamlined workflow and comprehensive workload management across different platforms.

Industries/teams

Asana serves teams in IT, operations, marketing, education, professional services, and nonprofit organizations. 

Company size

Asana is suitable for any size of organization, from freelancers to enterprises.

ClickUp is an all-in-one project management and productivity tool that aims to help teams organize, manage, and monitor their work. It has a wide range of features applicable to various aspects of task and project management. It also has a workload view enabling a variety of actions aimed at balancing team members’ workloads.  

Workload management features 

Effort level tracking

ClickUp has four levels of determining the level of effort required for task completion. In its Workload View, you can assign time, tasks (how many tasks a person can complete in a day), points, or create custom fields (indicating your own way to track capacity and performance). 

Setting capacity 

In ClickUp’s Workload View, you can establish a daily or weekly workload capacity for each team member based on your discussions with them.

Employee workload template

Using this feature, employees and a company’s management can identify their daily and weekly workload capacity, and get an idea of the amount of work assigned to each team member.  

Workflow automation 

Thanks to ClickUp’s Workflow Automation feature, you can relieve the team members from doing repetitive tasks, which helps optimize their actual workload. 

Other features

• Gannt Charts,
• Dashboards,
• Time tracking,
• Kanban boards,
• Sprints,
• Mind-maps. 

Integrations

ClickUp integrates with over 1,000 tools serving various team members’ needs: e.g., Google Calendar, Slack, Hubspot, Figma, etc. 

Industries/teams

Marketing, engineering, agencies, design, PMO, product management, education, nonprofit organizations.

Company size

From small companies to enterprises.

Jira, developed by Atlassian, is a project management software that enables project teams to plan, track, and manage their work more efficiently. Jira, by itself, does not have comprehensive resource management features, but its basic resource management functionality can be enhanced with various add-ons and integrations. For example, Atlassian’s suite of resource management tools assists with work planning, progress monitoring, and forecasting employee capacity. These features also help manage workload. 

Workload management features

Time tracking 

Users can log work hours on tasks and issues, which helps in tracking time spent and understanding workloads.

Sprint сapacity 

In Agile projects, Jira helps manage sprint capacity by allowing teams to plan sprints based on estimated work hours.

Time estimates

You can set time estimates for tasks, which helps in planning and forecasting resource needs.

Other features

• Project planning,
• Tracking timelines,
• Sprints and backlog,
• Project boards,
• Task management, 
• Dependency management,
• Goal tracking.

Integrations

Jira integrates with other Atlassian tools, solutions used by the teams in their daily work (Google Drive, Figma, Microsoft Teams, Zoom, etc.), and other project management tools. To get access to the most comprehensive resource and workload management functionality, you can integrate Jira with Epicflow resource management software. There’s a ready-made integration enabling making the best of these two solutions — Jira for daily work management and Epicflow for advanced resource and portfolio management and informed decision-making.   

Industries/teams

Software development, IT, marketing, design, operations. 

Company size

Small and medium-sized organizations.

Smartsheet is a versatile work management and automation platform designed to enhance collaboration, streamline project management, and optimize workflows. It combines the ease of use of a spreadsheet with project management and collaboration features. Its workload management capabilities aim to improve team efficiency and project outcomes thanks to tracking availability, monitoring task competition, and addressing over-allocations. 

Workload management features

Workload tracking 

This feature helps you identify the availability of resources assigned to a project. 

Workload heatmap

The heatmap lets you detect over-allocation and staffing problems. 

Workload schedule

Workload schedule aims to show you over-allocations in more detail, e.g., which project overloads a resource and causes staffing issues.

Other features

• Project management,  
• Resource management, 
• Portfolio management
• Team collaboration,
• Workflow automation,
• Views, dashboards, reports. 

Integrations

Smartsheet integrates with the tools serving enterprise systems and operations, messaging and communication, content collaboration, workflow automation, security and governance.  

Industries/teams

IT, manufacturing, telecommunications, government organizations, higher education, construction, financial services, healthcare, nonprofit organizations. 

Company size

From small businesses to enterprises.

Kelloo is a resource management and project portfolio management tool designed to help organizations plan, manage, and optimize their resources and projects. It provides a range of features to improve visibility, coordination, and efficiency across multiple projects and teams.

Workload management features

Visibility into workload

Kelloo provides an opportunity to keep track of team members’ workloads to avoid over- and under-allocation as well as quickly check utilization and availability. 

Capacity planning and forecasting

In Kelloo, you can get an idea of your resource capacity compared to the demand as well as identify capacity gaps. 

Utilization and availability reports

Kelloo’s report builder lets you analyze important insights on people’s availability and utilization over time. 

Rebalancing workloads

Drag and drop functionality allows you to reassign tasks and reschedule them to balance people’s workloads.  

Other features

• Project and work planning,
• Resource planning,
• Roadmaps,
• What-if scenario planning,
• Roadmaps,
• Project prioritization,
• Reporting. 

Integrations

Kello integrates with a wide variety of the most popular apps, including Google apps, Hubspot, Asana, Trello, and others. 

Industries/teams

IT, product management, PMO, Agile teams. 

Company size

Medium and large companies.

Runn is a resource management tool designed for businesses to plan, allocate, and manage project resources. It resource management features aim to enhance team collaboration, ensure data visibility, allocate resources, and create schedules. 

Workload management features

Workload visibility 

Runn provides a comprehensive overview of the entire resource pool and team members’ involvement in projects. 

Availability customization 

You can specify each employee’s availability in the system, either in work hours or work days. 

Managing time off

Runn gives an opportunity to mark employees’ holidays and time off so that you can plan a person’s involvement in a project accordingly.  

Resource scheduling 

You can use the capacity and availability data provided by the system to schedule resources and staff projects. 

Other features

• Project forecasting,
• Project planning,
• Resource scheduling,
• Capacity management,
• Time management,
• Reporting.

Integrations

Runn integrates with AlexisHR, BambooHR, CharlieHR, Clockify, Harvest, and offers other integrations upon request.

Industries/teams

IT, software development, consulting companies, architecture and engineering.

Company size

Small and middle-sized organizations.

Resource Guru is a cloud-based resource management and scheduling tool designed to help organizations manage their resources efficiently. It provides a user-friendly interface for planning, allocating, and tracking the utilization of resources such as people, equipment, and rooms. 

Workload management features

Centralized view of resources

Resource Guru serves as a directory keeping all resources of an organization, from employees to meeting rooms. 

Visibility into workloads

Resource Guru gives insights into team members’ workloads, showing who’s overloaded and under-utilized.  

Resource scheduling 

The tool’s drag-and-drop functionality lets you quickly reschedule resources in case they have an imbalanced workload. You can schedule resources taking into account their skills, the department they work in, availability, or other parameters essential for you.  

Availability tracking 

Resource Guru provides relevant data on every employee’s availability and prevents from booking people for unavailability periods. 

Approval workflow 

This feature implies assigning approvers who will prevent team members from overbooking — they will approve or decline booking requests for employees who are highly demanded for projects. 

Leave tracker 

Resource Guru’s Leave Tracker makes it possible to manage team members’ absences and helps avoid assigning unavailable people to projects. 

Other features

• Project scheduling,
• Equipment management,
• Meeting room booking system,
• Timesheets. 

Integrations

Resource Guru integrates with calendars (Outlook, Google) and any software upon request, from Slack to Salesforce.

Industries/teams

Agencies, consultants, construction, engineering, IT.

Company size

From small companies to large enterprises.

Float is a resource management and planning tool that helps teams and organizations allocate and manage their resources. It provides an intuitive platform for scheduling projects, assigning tasks, and tracking the availability and utilization of resources. 

Workload management features

Team availability management 

In the Float system, you can specify team members’ work hours, their time off, and add public holidays. You can use this data for planning project resources.  

Visibility into resources’ data

In Float, you can keep track of people’s capacity and availability and develop plans accordingly. 

Real-time utilization monitoring 

Tracking team members’ utilization gives an idea of their workload and helps balance it if required. 

Capacity planning 

Resource capacity planning performed before starting a project helps prevent employees from overworking. 

Scenario forecasts

This feature allows you to forecast capacity and budgets and plan projects based on these insights.  

Other features

• Time tracking,
• Budget management and forecasting, 
• Gantt Charts,
• Kanban boards,
• Progress tracking,
• Task management,
• Prioritization. 

Integrations

Float integrates with calendars (Google and Outlook), productivity tools (Zapier), and project management software (Jira, Trello, Asana, Teamwork).  

Industries/teams

Agencies, studios, other companies where planning people is required; nonporfit organizations.  

Company size

Small and mid-sized businesses.

Mosaic is resource and project management software intended for optimizing an organization’s resources and improving project outcomes. It has solutions for planning, tracking, and administering resources across multiple projects, balancing their workloads, and managing capacity, which, as a result, ensures their efficient utilization. 

Workload management features

Resource planning

Mosaic gives insights into team members’ workloads and lets you know who is overloaded. Also, you can forecast future workloads and plan resources accordingly to make sure that team members are efficient but aren’t overloaded. 

Capacity vs demand forecast

Mosaic lets you compare upcoming demand for resources with available capacity and base your hiring decisions on this information.  

Workforce intelligence

The solution keeps the data on employees’ capacity and skills, which helps you allocate resources across projects without overloading them and understand your organization’s hiring needs.  

Reports 

Mosais generates a variety of reports including utilization and workload reports. 

Other features

• Project planning, 
• Project financial controls,
• AI, automation and forecasting.

Integrations

Mosaic integrates with various software: CRM, HR, Calendars, communication and collaboration, time tracking tools, ERP and financial, and project management software. 

Industries/teams

Architecture & engineering, creative & web dev agencies, IT & software development, consultants, construction.

Company size

Small, mid-sized, and large companies.

Productive is a comprehensive project management and resource planning tool designed for agencies, consulting firms, and other professional service providers to manage their projects, resources, and financials. It encompasses diverse functions (project management, time tracking, resource allocation, financial management) that aim to streamline operations and enhance productivity. 

Workload management features

Workload visibility

You can look through team members’ workloads in real-time and quickly find out who’s overloaded, and who needs more work. 

Time estimates 

You can add time estimates to the tasks and compare them with employees’ daily capacity, which will allow you create realistic timelines and contribute to balanced workloads. 

Forecasting capacity changes 

You can plan resources’ capacity for months ahead, which allows you to plan hiring needs, and contribute to more efficient resource utilization in the future.  

Time off management 

You can also gain insight into employees’ time off and vacations. As soon as these absences are approved, the tool automatically adjusts resource planning. This feature eliminates the need for an HR tool.  

Other features

• Project management,
• Gantt Charts,
• Sales CRM,
• Time tracking,
• Budgeting,
• Invoicing,
• Purchase orders,
• Revenue recognition. 

Integrations

Productive integrates with productivity tools, project management software, accounting systems, HR management, and time-tracking software. 

Industries/teams

Software development, design studios, marketing agencies, consultancies. 

Company size

Small to large companies.

Hive is a project management and collaboration platform designed to help teams work more efficiently and effectively. It offers a variety of tools and features to facilitate project planning, task management, communication, and productivity tracking. Hive is known for its flexibility and integration capabilities, making it suitable for a wide range of industries and team sizes.

Workload management features

Resourcing 

The feature allows you to:

• assign team members to projects and plan their workloads every week;
• gain insight into employees’ workloads in relation to their capacity;
• assign resources to tasks based on their capacity and skills;
• plan future projects based on the data on their capacity and utilization.  

Time reporting 

Time reporting makes it possible to identify trends of project allocation and team bandwidth on a high level, which helps identify inefficiencies and maximize team members’ capacity.    

Other features

• Project management,
• Task management,
• Time management,
• Team collaboration,
• Automation, 
• Reporting and analytics,
• Progress tracking.

Integrations

Hive integrates with more than 1,000 applications, including other project management tools, calendars, collaboration tools, Zapier apps, etc. 

Industries/teams

Marketing, business operations, education, design. 

Company size

Small to large companies.

Teamwork is a project management software platform designed to help teams plan, track, and collaborate on projects efficiently. It provides a comprehensive suite of tools that support project planning, task management, time tracking, communication, and reporting, making it easier for teams to work together and achieve their goals.

Workload management features

Visibility into workload and capacity 

Teamwork provides a comprehensive view of team members’ workload,availbility, and capacity. This allows you to reassign tasks to prevent bottlenecks and maintain healthy workload. 

Resource forecasting 

This feature helps ensure that the right people wll be available for future projects. 

Workload monitoring 

Workload monitoring is crucial for preventing people from burnout and maintaining their healthy utilization. 

Efficiency indicator

This indicator helps you understand what the team members are capable of depending on how fast theyr cope with the planned work. 

Other features

• Project management,
• Task management,
• Time management,
• Reporting,
• Collaboration,
• Budget management,
• Automation.  

Integrations

Teamwork integrates with various solutions for sales and marketing, reporting, project management, communication, productivity, time tracking, accounting, file storage, and more.  

Industries/teams

IT services, agencies, consulting companies, architecture and engineering, accounting and finance, PMO, creative teams, HR.  

Company size

Small to large organizations.

Wrike is a project management and collaboration tool designed to help teams plan, execute, and track their work more efficiently. Its comprehensive set of features assists organizations with enhancing productivity and streamlining workflows. Wrike provides the tools necessary to keep teams on track and projects on schedule regardless of the size and complexity of projects.

Workload management features

Resource bookings

The feature allows you to book time for a team member or job role by creating a new reservation. You can also estimate the hours needed for a project and quickly check if the selected resource has capacity to complete it.

Workload charts

You can check individual capacity using your team’s workload chart. You can also identify uneven workloads and reassign tasks as needed as well as switch modes to evaluate how resources are allocated across different projects.

Resource planning

Visiblity into resource allocation makes it possible to ensure that the highest priority projects will be staffed with required resources. 

Anticipating resource demand

You can schedule future projects with regard to team members’ future capacity and resource demand. 

Workload optimization

Wrike’s resource allocation tools help reassign and prioritize tasks based on teams’ bandwidth. 

Utilization reports

Insights into team members’ utilization and time spent on project tasks let you maximize team performance and prevent them from overload.  

Other features

• Dashboards,
• Gantt Charts,
• Collaboration,
• Automation,
• Kanban boards,
• Budgeting,
• Time tracking,
• Reporting,
• Analytics and BI.

Integrations

Wrike provides integrations with CRM systems, messengers, mobile and desktop applications, solutions for IT teams, project management, and business intelligence tools (e.g., Gmail, Miro, Salesforce, Skyvia, Jira, MS Project, Slack, etc.).

Industries/teams

Marketing, creative teams, product development, business operations, professional services, students. 

Company size

From small companies to large enterprises.

ProjectManager.com is an all-in-one project management solution that supports teams in planning and executing projects more effectively, promotes collaboration, enhances resource allocation, and improves overall project performance.

Workload management features  

Resource management 

Resource management features of ProjectManager.com make it possible to:

• Gain visibility into real-time staff availability for effective scheduling,
• Allocate the right resources to the tasks,
• Balance team members’ workloads by reallocating resources if necessary,
• Plan resources with regard to their workloads,
• Monitor all resource management processes in real time. 

Other features

• Gantt charts,
• Project portfolios,
• Kanban boards,
• Collaboration,
• Dashboards,
• Reporting,
• Task management,
• Workflow automation.

Integrations

The tool integrates with MicrosoftTeams, Slack, ProjectManager API, MS Project, Jira, Power BI, Trello, Excel, Salesforce, Hubspot, OneDrive, Dropbox, Jira, Xero, Zendesk, Evernote, and others.

Industries/teams

Manufacturing, construction, IT, professional services, engineering, marketing, non-profit organizations, product management teams, event management. 

Company size

Small, mid-sized, and large organizations.