Balance Workload with Multi-Assign

4 minute(s)

Assigning multiple people to one task in monday.com often creates inaccurate workload data.

Instead of splitting the work, each person is counted as if they’re responsible for the entire task. That leads to overloaded capacity views and unreliable planning.

SuperPlanner solves this by letting you assign multiple people while splitting the work correctly.

Here’s how to balance workload and tasks in monday.com so that you can always have an accurate view of which resources are available and which are not.

Assign Multiple People to a Task

Start by selecting the people or resources you want to assign directly in the SuperPlanner column.

Once added, SuperPlanner automatically divides the work evenly between each resource. This gives you an organized baseline without the need for manual calculations.

For example:

• If you assign 2 people → each gets 50% of the task capacity
• If you assign 3 people → each gets 33% of the task capacity

You can leave the even workload split or adjust manually as you see fit.

How to Balance Workload Manually

Not all tasks are evenly shared. For example, when working on a video, one person may spend 40% of the time on content creation, and another may spend 60% on editing and final touches. To handle these circumstances, SuperPlanner allows you to update allocations at any time.

First, choose how you want to divide the work:

• By percentage (e.g., 50% / 30% / 20%)
• By hours (e.g., 5h / 3h / 2h)

Then, click on the SuperPlanner column in the task whose workload you want to reallocate. Click on “Effort Breakdown”. 

There, you can choose between allocating by percentage or hours.

• Note: If you click on the =, the task will automatically be balanced evenly.
• Note: When reallocating workload, the task must be distributed in full. The total allocation, whether in percentages or hours, must equal 100% of the task’s requirements. You will not be able to save changes until the entire workload has been fully assigned. 

Adding A New Resource Mid-Task

There may be a time where you need to add a new resource after the workload has been allocated. For example, you may have a new colleague who wants to join the project, or you see that you need additional hands to balance the workload. With SuperPlanner, you can add new resources at any time during the task, and redistribute effort from existing contributors.

• Add the new person in the SuperPlanner column
• In the “Effort Breakdown” screen, reduce allocation from others
• Rebalance as needed by following the steps listed above

This keeps the total workload accurate.

Removing a Resource Mid-Task

When someone is no longer involved, you can remove them in two ways:

• Click on the SuperPlanner column, then click the X next to the resource you want to remove
• In the “Effort Breakdown” screen, set their allocation to 0

Once a resource is removed, SuperPlanner automatically redistributes their share across the remaining resources.

How to Balance Workload in the Workload Tab

In the Workload tab you can see how tasks and resources look over time.

In this tab, you can change the workload, and changes are reflected immediately across your board. Changes in the workload tab have wide-ranging impact: 

• Updating a task duration adjusts it for everyone
• Moving a task to a different timeline shifts the timeline for all resources assigned
• Reassigning a task from one resource to another keeps the workload intact

With SuperMail, you can build plans that hold up in practice.

Split work across contributors, keep capacity accurate and transparent, and move forward with a clear view of what’s truly feasible.