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Meeting Time

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Level 2

Curious how other companies take into account what resources already have committed to for meetings when assigning time.  We only assign 6 hours of project work, but there are days when resources already have 4 hours worth of meetings within Outlook and we don't have visibility to that. 

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Level 2

I created a "meeting" project. There are a set of tasks for each team member with their daily meeting hours for the week. The meeting project remains in planning so it doesn't show on any team member's work list, but it shows under each team member in the Workload Balancer. The daily meeting hours are counted each day in the total capacity.

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Level 2

We've tried playing around with this too and aren't sure that we've found our perfect fit yet, but so far we've made a 'Meetings' parent task at the bottom of the project and have listed out any known, reoccurring meetings in there. We then go through an assign all users to that meeting who are in attendance. 

 

For example, if you've got a 30-minute weekly check-in call on Wednesdays, then we would have each of those Wednesday calls listed as a separate task line under the 'Meetings' parent task. Bob, Susan, and Sam are all assigned to that task since they're the ones who attend that call. Once the meeting has taken place, the task is marked Complete and any meeting notes or updates can be attached to that task line. 

 

Would love to hear if other people have better solutions as we would love a way to track people's true time effort on a project and often meetings end up as invisible work.