Here’s a quick scenario:
The deadline for a project is at the end of the week.
From your understanding, all your designers are working hard on the latest client deadline that’s approaching rapidly.
You need someone, and fast - if you’re late, you’re pretty sure the client is not going to renew the contract!
You look at the company’s calendar to see who’s available: It’s so crowded with information you can barely read what’s written.
You walk to the other teams and start asking around if anyone has a spare designer. Nobody can tell.
After two round trips around the building, someone refers you to Micke who’s working remotely today.
You quickly call Micke, but he answers only a few hours later. Finally, you get him on the line and ask him to join your team temporarily to help deliver the project on time.
He can’t: he’s booked until Christmas.
You’ll have to make the team stay late this week again...
A company’s calendar is not very useful if you can’t figure out who’s doing what quickly - often the case of one that’s overcrowded.
In this scenario, many variables were not visible, unknown by most, and hard to find quickly. All of this could have been avoided with one simple tool: Tempo Planner.
Whether you are trying to allocate your team’s resources to solve a specific task or looking to commit to a delivery date for a software release, with Tempo Planner for Jira, it’s easy.
The goal of Planner is to finally answer the following questions: “Who’s free right now?”, “Do we have enough time to finish X?”, “Who could help us finish on time?”, and “When are we next free?”, all without having to waste half a day hunting down the right person.
In other words, this planning tool focuses on optimizing the allocation of resources to boost the efficiency of a team, taking into consideration the different variables at play (availabilities, roles, etc.)
Looking at the image above we immediately see the following:
- Most of the designers are working overtime and the rest already have 8 hours planned
- Micke is overbooked for a while and even working weekends
- Jessie would be the only one available to help until the deadline.
- There’s 32h of available resources left this week
All that was needed was to sort the view by the desired role and the answers were clearly shown in a single screen.
Companies always talk about fostering collaboration between teams and reducing departmental silos. This could be a way to achieve these goals by providing visibility.
Relation1, a North-American consulting and IT service firm has been able to improve the planning and visibility of their workflow by switching from a shared spreadsheet to Tempo Planner.
“Since everybody (with proper permission) can update the plan simultaneously, it saves a lot of time and frustration. We have an efficient 30-minute weekly meeting where we address allocation conflicts with all project managers. Since plans are linked to Jira tasks and projects, everybody can immediately view what they planned to do, and who planned that work." - Etienne Borella, head of the Project Management Office at Relation1
How does this sync with Jira? Where does Timesheets come into play?
The beauty of this tool comes from the simplicity to have the tool directly integrate with Jira.
As a result, when you plan time, it’s linked with an issue and will show on the issue’s page. A manager or team lead will then be able to easily tell how much time each team members are thinking of collaborating on the task (a different notion than Jira time estimates).
Collaborators will show on the right side with planned time indicated as an orange bar. The orange bar will gradually fill as time is logged by that collaborator.
That being said, the true magic comes from the perfect synergy with Tempo Timesheets.
Tempo Planner gives users with the right permissions the ability to plan for others. This planned time will be immediately shown on the users “My Work” page as blue cards, which can then be logged by the user. When the time is logged, then it will update “My Work” and the Tempo Reports.
New: View Planned vs. Actual Reports
This type of report can give you valuable insights into how well your project is going and perfectly represents the symbiotic relationship between Timesheets and Planner:
- Is your planning accurate?
- Can you see where the problems are?
By running this report throughout a project, you’ll be able to monitor how your team is doing.
The report should also provide enough information to make data-driven business decisions such as increasing or decreasing the amount of resources for certain tasks to have the team perform better.
This is very valuable for the long run as past data may be used for future projects to make better estimations of the time each component of the project will take.
You can learn more about the intricacies of this new report in this short video. It’s Cloud only as of December 2019, Server is coming soon).
Ensuring Tempo Planner is successful: will Planner work for me?
We’ve seen different scenarios in which Tempo Planner was very useful to make teams more productive and efficient.
Please keep in mind that you can always customize the experience and make Tempo Planner yours with the Planner API. With it, you can shape the tool to suit your use case.