Keep team capacity balanced each week without live traffic meetings.
The Senior PM reviews the workload board each Thursday morning (currently owned by Asya), smooths out peaks and valleys, and makes or suggests adjustments guided by the Deadline Flexibility field.
📅 Workflow
Thursday Mornings — Senior PM Review
- Open the Resourcing → Workload board.
- Flag:
- Team members who are over or under capacity for the week
- Any daily peaks or valleys (uneven distribution of work)
- Adjust own tasks directly.
- Adjust other tasks directly when the Deadline Flexibility field provides clear authority (e.g., shifting Limited or Flexible work).
- Draft Traffic Prep Notes in the assigned weekly milestone in the PML10 board:
- Who is over/under capacity
- Suggested shifts or reassignments for other PMs
- Questions for the team if input is needed
Thursday Afternoons — PM Team Review
- Each PM is assigned subtasks under the weekly milestone.
- Review the Senior PM’s notes, suggestions, and questions.
- Make any remaining task changes in your projects.
- If you have questions or disagree with a recommendation, reply in the milestone’s comment thread so the discussion stays centralized.
- Mark your subtask Complete once all adjustments are finished.
Fridays — Senior PM Double-Check
- Reopen the Resourcing → Workload board.
- Confirm all changes are complete and capacity is balanced.
- Send any final red flags over Slack (e.g., new risks, unresolved overloads).
✅ Reminders
- The Deadline Flexibility field is the decision framework:
- 🔒 = no movement
- ⏳ = ≤7 days shift → safe to adjust directly
- 🔀 = ≤2 weeks shift → safe to adjust directly
- Apply the field only on parent tasks + final milestone tasks.
- Subtasks in PML10 = PM accountability → mark complete when changes are done.
- The Senior PM will always do a final Friday check to close the loop.
- Fully async—no meetings.