Effort Time Tracking & Workload Visibility Enhancement for Subhasree
About the Client
Subhasree is a growing organization where multiple users manage operational responsibilities across various task modules. As the team expanded, leadership needed clearer visibility into how time and effort were being distributed across users.
While tasks were being assigned regularly, there was no measurable framework to evaluate actual engagement levels, workload balance, or resource utilization.
The Visibility Gap in Workload Management
Although task execution was structured, effort measurement was not standardized. This created operational blind spots:
- No clear view of how much time each user was engaged
- Difficulty identifying overloaded team members
- Underutilized users were not easily visible
- Task distribution relied on assumptions rather than data
- Resource planning lacked measurable benchmarks
Most importantly, there was no consolidated report showing total effort allocation per user.
What Subhasree Needed
The leadership team wanted a system that could instantly answer:
“How much effort time is assigned to each user, and is the workload balanced?”
Their core requirements included:
- Defining expected effort time during task creation
- User-wise total effort calculation
- Visibility of task types assigned to each user
- A centralized report showing overall workload distribution
- A measurable approach to evaluate engagement and capacity
They needed clarity, structure, and data-driven control.
Designing an Effort-Based Workload Tracking System
To address this need, an effort tracking enhancement was developed and implemented within MIDAP (MI Digital Autopilot).
The solution focused on three principles:
- Simplicity
- Measurability
- Managerial visibility
Effort Time Defined at Task Creation
Users can now enter the expected effort time while creating tasks.
For example:
- A daily task may require 30 minutes
- A review task may require 1 hour
- A project milestone may require multiple hours
Each task now carries a defined time estimate, introducing structure into workload planning.
Centralized Effort Reporting
A comprehensive report was introduced to provide:
- Total effort time assigned per user
- Task-type breakdown per user
- Overall workload distribution across the team
This converts scattered task assignments into meaningful engagement insights.
Clear User-Level Visibility
The report displays:
- User Name
- Total Assigned Effort Time
- Task Category Breakdown
- Overall Engagement Load
Managers can instantly determine whether a user is:
- Overloaded
- Optimally engaged
- Underutilized
No manual tracking. No guesswork.
How the System Works in Practice
For example, if a user has:
- Daily tasks: 3 hours
- FMS tasks: 2 hours
- PMS tasks: 1 hour
The report displays:
- Total Effort Time: 6 hours
- Clear breakdown by task type
- Immediate visibility into workload concentration
Everything is measurable at a glance.
Impact on Subhasree’s Operations
After implementation, Subhasree experienced measurable improvements:
- Clear visibility into team engagement
- Identification of workload imbalances
- Improved task allocation fairness
- Structured capacity planning
- Data-driven managerial decisions
The organization transitioned from assumption-based distribution to measurable workload management.
Turing Effort Data into Operational Control
By integrating effort time tracking with centralized reporting, Subhasree transformed how productivity is monitored.
What was previously unstructured is now:
- Measurable
- Transparent
- Actionable
With this enhancement, leadership gains continuous visibility into engagement levels, ensuring balanced workloads and scalable operational control.
MIDAP (MI Digital Autopilot) continues to support Subhasree in strengthening performance visibility and building systems that scale with growth.
