Time planning in the platform is centralized around the concept of allocations. An allocation describes how much time someone is expected to spend on something on a given day.

Relevant use cases for allocations are:

  • Setting aside a certain amount of time for working on something
  • Making sure that you follow up on a promise of getting back to someone within a certain time frame
  • Making sure that you follow up on some feedback you care about
  • Dividing and planning out work in order to ensure that it's completed within a given deadline
  • Instructing or viewing how other team members are expected/expecting to use their time

Allocations can be associated with:

  • Tasks
  • Projects
  • Responsibilities
  • Checklists
  • Meetings

Unlike a calendar, allocations are not linked to a specific time of day. However, you can Import calendar events as allocations to get a more representative picture of the planned work for a given day. 

Keeping allocations current and realistic

By keeping allocations current and realistic you can more easily use allocations as your primary TODO-list, while at the same time keeping coworkers up-to-date with how you plan to spend your time.

The best way to think about keeping allocations current is that they should always represent your most up-to-date picture of

  • What you plan to spend time on for the remainder of the day
  • How much time you plan to spend on it
  • In which order to you plan to address the various allocations

Whenever you're done spending time on something, mark the corresponding allocation as completed.

Whenever you realize that you won't have time to do something, move the correspnding allocation do a different date.

Whenever you're interrupted with something you need to spend time on, create a new allocation.

Whenever you realize that something will take less or more time than you originally anticipated, change the duration of the allocation.

Whenever you have planned more work than is available within your plannable time, move things around in order to make each individual workday fit within your plannable time.

Plannable time

The allocation duration indicators takes the plannable time of the user into account. If the allocations exceed the 100% of the plannable time, the indicator turns yellow.

By default, plannable time is set to 7.5 hours / day, but it can be overridden using Personal settings.

Unless you are totally shielded from the outside world (which very few of us are), you should consider lowering your plannable hours pr day.

Most people encounter a significant portion of unplanned work during any given day, so it makes sense to reduce the time available for planned work in order to avoid overplanning.

Best practices for plannable time pr day ranges between 4 to 6 hours. Experiment with what works best for you depending on your roles in the organization and to which extent you're expected to be available for different types of unplanned work.

Allocations past due

Each night allocations that are past due will be pushed to the current day. Allocations that have been pushed include a yellow indicator showing for which date the allocation was originally planned.

If the allocation is moved manually, the original date indicator disappears.

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