I am currently managing a project with approximately 500 tasks, and new tasks are being added every week while others are completed. My tasks are divided into three priority levels and fall into different categories: short-term one-time tasks, medium- or long-term one-time tasks, and recurring tasks (monthly, quarterly, or yearly).
I am looking to achieve the following:
- Automatic Task Allocation: I want to automatically allocate every 16 new tasks to 8 team members, with 8 tasks being priority 1, 5 tasks being priority 2, and 3 tasks being priority 3. Once tasks of a certain priority are completed, the next set of tasks of the same priority should begin, maintaining the 16-task cycle.
- Priority and Dependencies: I would like to know if it is possible to use the Predecessor function in Smartsheet to achieve this. For instance, the ninth priority 1 task should start after the fastest completion among the first eight priority 1 tasks (short-term tasks).
- Work Hours: Each team member can contribute 4.5 hours per workday to handle tasks. All team members can handle any type of task, but recurring tasks should ideally be handled by the same person who initially worked on them.
- Workload Tracking: After setting up this design, I would like to use the Workload Tracking feature to reflect it, allowing me to reassign tasks based on each person's workload.
Specifically, I need help with:
- Setting up task priorities and categories.
- Configuring automatic task allocation to ensure every 16 tasks are assigned to 8 team members according to the specified priorities.
- Utilizing the Predecessor function to manage the start of priority tasks automatically.
- Using the Workload Tracking feature to monitor and adjust each team member's workload.
Any insights, tips, or examples of similar setups would be greatly appreciated.
Thank you in advance for your help!
