9 top workload management tools to keep your team balanced and productive

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Workload management tools can often feel like walking a tightrope. One misstep, like assigning too much work to one team member or not having clear priorities, can lead to missed deadlines, frustrated team members, or even burnout. 

On the other hand, effectively managing workloads ensures your team is organized, productive, and motivated to deliver their best, ultimately contributing to overall profitability.

Thankfully, the right and effective workload management tools can take the guesswork out of task allocation and resource planning. These tools help you visualize tasks, monitor progress, and maintain balance across your team workload so everyone works efficiently without feeling overwhelmed.

In this guide, we’ll break down the best workload management tools, explain how they can simplify team management, and share practical tips for choosing the right one for your unique needs. Whether you’re part of a small team, a large organization, or anything in between, this guide will help you work smarter, not harder.

Table of Contents

• What are workload management tools?
• 4 benefits of using workload management tools
• 9 top workload management tools for teams
• Comparison of the Top 9 workload management tools
• How to choose the right workload management software
• How Time Doctor fits into workload management

What are workload management tools?

Workload management tools are a type of project management software designed to help teams distribute tasks, balance workloads, and manage resources effectively. Think of them as your command center—they provide visual dashboards, real-time tracking, and collaboration features that facilitate capacity planning and keep everyone aligned and working efficiently. These tools ensure no team member is overloaded and every project stays on track.

Core features of workload management tools

• Task management: Using advanced tools or simpler solutions like Excel, organize, assign, and prioritize tasks to clarify what needs to be done and by whom, ensuring a smooth start for any new project.
• Real-time progress tracking: Monitor the status of projects, individual contributions, and timesheets as they happen, making it easier to stay proactive.
• Resource allocation: Optimize your team’s time and skills by balancing workloads and improving forecasting capabilities, ensuring efficient team workload management.
• Integrations: Seamlessly connect with tools like Slack, CRM software, or time trackers, and access these features through a mobile app to streamline workflows on the move.

Why do they matter?

Workload management tools centralize task and resource planning, making it more straightforward 

• To collaborate with stakeholders and ensure their expectations are met.
• To avoid bottlenecks by identifying issues before they escalate.
• To reduce burnout by evenly distributing work across team members.
• To foster better time management practices
• And boost productivity by keeping tasks organized and priorities clear.

Whether you’re managing a small team or a large organization, these tools are important for creating a smooth and balanced workflow that helps your team thrive.

4 benefits of using workload management tools

1. Prevent burnout

Workload management tools help managers keep track of tasks and responsibilities. By using these tools, you can see who has too much on their plate, adjust assignments, and create built-in time buffers before anyone feels overwhelmed. This creates a healthier work environment where team members feel supported and balanced. 

2. Streamline team collaboration

These tools make it easy for team members to work together. Features like dashboards, Kanban boards, and Gantt charts improve workflow management by showing everyone what needs to be done and who’s responsible. This shared visibility improves communication and reduces confusion, helping your team stay connected and productive.

3. Boost team productivity

Efficient task assignment ensures that the right people work on the right tasks at the right time, while automation features can handle processes like invoicing. This keeps projects on track and helps your team meet deadlines without unnecessary stress. With clear priorities and organized workflows, everyone can focus on completing their work.

4. Visualize workflows clearly

Workload management tools allow you to see the big picture of your projects. Tools like Gantt charts and customizable dashboards show timelines, progress, and task dependencies in an easy-to-understand way. This clarity helps you stay organized and make informed decisions as projects progress.

9 top workload management tools for teams

Finding the right tool can transform how your team operates. Whether juggling multiple deadlines, managing a remote workforce, or simply looking for better ways to organize tasks, the right workload management tool can make all the difference. These tools are built to address common team challenges, such as unclear priorities, uneven workloads, and inefficient collaboration.

The following tools go beyond task management—they provide clarity, balance, and insights to help your team perform at its best. These solutions are designed to tackle diverse workload needs and improve team productivity, from visual timelines to real-time updates.

1. Teamhood

Teamhood is a powerful workload management tool that simplifies how teams plan, track, and complete their projects. It focuses on providing a clear, visual overview of tasks, deadlines, and workloads, making it easier for teams to stay organized and deliver results on time. With tools like Kanban boards and Gantt charts, Teamhood enables managers to balance workloads, prevent bottlenecks, and ensure no one feels overwhelmed.

Key features

• Kanban boards: Create transparent, visual workflows that show task progress from start to finish.
• Gantt charts: Map out timelines and task dependencies to keep projects on track.
• Workload balancing: See each team member’s availability and adjust assignments to avoid overload.
• Real-time dashboards: Get instant updates on project progress and task completion.
• Templates: Use pre-designed workflows for sprints, resource workload planning, and other common project types to save time and effort.

Pros

• Intuitive visuals make task tracking and project planning straightforward.
• It helps managers balance workloads effectively, reducing the risk of burnout.
• Excellent for teams working on complex projects with overlapping deadlines.

Cons

• Integration options are limited compared to some other tools.
• Best suited for smaller or mid-sized teams rather than large organizations.

Best use

Teamhood is ideal for teams handling projects with multiple interdependent tasks or strict deadlines. It works incredibly well for teams needing clear, visual tools to stay on track and manage workloads efficiently.

Price

Teamhood offers a free plan with essential features, while premium plans with advanced capabilities start at $9.5 per user/month.

2. Jira

Jira is a trusted project management tool designed to support Agile and Scrum workflows. It provides a structured way for teams to plan, execute, and track their work. Known for its adaptability and advanced features, Jira makes it easier to manage sprints, prioritize backlogs, and resolve issues quickly. It’s particularly popular with software development teams, but any team following Agile principles can benefit from it.

Key features

• Agile boards: Use customizable Scrum or Kanban boards to track tasks and visualize sprints.
• Backlog management: Organize and prioritize tasks, ensuring the most critical work is done first.
• Roadmaps: Create a high-level view of long-term goals and milestones to align teams.
• Bug tracking: Report, assign, and resolve issues efficiently to maintain quality control.
• Integration ecosystem: Syncs with tools like GitHub, Slack, Bitbucket, and many others for seamless collaboration.

Pros

• Offers robust features that simplify Agile workflows, making it easier to stay organized.
• Provides detailed reporting and analytics to monitor team performance and project progress.
• Scales effectively, whether you’re managing a small team or a large enterprise.

Cons

• It can feel complex and challenging for users unfamiliar with Agile methodologies.
• The interface may be overwhelming for teams that do not require advanced features.

Best use

Jira is ideal for Agile teams and software developers working on complex, multi-phase projects. It’s particularly effective for teams managing frequent updates, feature rollouts, or large codebases.

Price

Jira offers a free plan for up to 10 users. Premium plans start at $7.53 per user/month, providing additional features and scalability for larger teams.

3. Asana

Asana is a flexible and user-friendly project management tool that simplifies how teams track tasks and collaborate. Its clean design and powerful features make it accessible to teams of all sizes and industries. With tools like timelines, workload views, and automation, Asana helps teams stay organized, meet deadlines, and maintain accountability.

Key features

• Timeline view: Visualize project schedules to ensure tasks stay on track and deadlines are clear.
• Workflow automation: Save time by automating repetitive tasks such as status updates and task assignments.
• Task assignments: Assign work with priorities and deadlines, giving team members clear expectations.
• Portfolios: Monitor multiple projects in one dashboard for a high-level overview of progress.
• Workload view: Keep workloads balanced by tracking how tasks are distributed across the team.

Pros

• Easy-to-use interface with minimal setup, making it ideal for new users.
• Works well for teams in various industries, from marketing to development.
• Encourages accountability and efficiency with clear task assignments and progress tracking.

Cons

• The free version is limited in advanced features, such as detailed reporting.
• Customization options are not as extensive as some other tools.

Best use

Asana is an excellent choice for teams managing multiple projects that require clear timelines, task delegation, and efficient collaboration. It’s especially effective for those seeking an easy-to-adopt tool balanced with simplicity and functionality.

Price

Asana offers a free plan for basic task management. Premium plans with advanced features start at $6.92 per user/month.

4. Trello

Trello is a simple and highly visual project management tool that uses Kanban boards to simplify task management. Its flexibility and ease of use make it an excellent choice for small teams, freelancers, or individuals looking for a straightforward way to stay organized. With drag-and-drop boards and customizable features, Trello is perfect for managing everyday workflows without unnecessary complexity.

Key features

• Drag-and-drop boards: Move tasks between lists to easily track progress from start to completion.
• Customizable cards: Add checklists, labels, due dates, and attachments to provide clarity and detail.
• Power-ups: Enhance boards with additional features like calendars, time tracking, and integrations with popular apps.
• Collaboration features: Share boards with teammates, assign tasks, and comment directly within cards for seamless communication.

Pros

• Extremely easy to set up and use, even for those new to project management tools.
• Flexible enough to handle both personal projects and small team workflows.
• Affordable, with a comprehensive free plan and budget-friendly premium options.

Cons

• Limited features for managing complex projects with many dependencies.
• It may not scale well for larger teams or enterprise-level needs.

Best use

Trello is ideal for small teams or individuals who need a simple and effective way to manage tasks. It’s especially useful for freelancers, startups, or anyone juggling multiple priorities in a straightforward workflow.

Price

Trello offers a free plan with core features, while premium plans with advanced capabilities start at $5 per user/month.

5. Monday.com

Monday.com is a versatile project management platform that adapts to any team’s workflow needs. Its highly customizable dashboards, automation features, and multiple view options make it a powerful tool for managing projects across industries. Whether you’re tracking progress, automating repetitive tasks, or collaborating with your team, Monday.com provides the tools to keep everything organized and on schedule.

Key features

• Custom dashboards: Track project progress, budgets, and deadlines with fully adaptable dashboards.
• Automation: Save time by automating routine tasks like notifications, status updates, and approvals.
• Time tracking: Monitor how much time is spent on each task to optimize team productivity.
• File sharing: Upload and share files directly within tasks for easy collaboration.
• Multiple views: Switch between Kanban, calendar, Gantt, and list views to match your preferred workflow style.

Pros

• Highly customizable workflows to suit various industries and team sizes.
• Automation features reduce manual work, saving valuable time and effort.
• Integrated file sharing and collaborative tools, and comprehensive metrics tracking keep teams connected and informed.

Cons

• The wide range of features may feel overwhelming for first-time users.
• Pricing may be challenging for smaller teams or startups on a tight budget.

Best use

Monday.com is ideal for teams managing complex projects that require flexibility and detailed tracking. It’s especially effective for businesses that need automation and customization to streamline their processes across departments.

Price

Plans start at $9 per user/month, with scalable options for growing teams and advanced needs.

6. Wrike

Wrike is a feature-rich project management tool for teams managing complex workflows and large-scale projects. Its advanced resource management and workflow customization make it a preferred choice for enterprises with high-volume or multi-phase projects. Wrike helps teams stay on track by providing detailed visual project timelines, clear task assignments, and collaborative tools for streamlined communication.

Key features

• Gantt charts: Create and manage visual timelines to track task dependencies and ensure projects meet deadlines.
• Resource management: Monitor team capacity and allocate resources effectively to balance workloads.
• Custom workflows: Tailor processes to meet your team’s specific needs, ensuring smooth operations.
• Advanced reporting: Access in-depth reports that track project performance, team productivity, and overall progress.
• Collaboration tools: Share files, comment on tasks, and discuss directly within the platform.
• Integrations: Connect Wrike with over 400 tools, including Salesforce, Slack, and Microsoft Teams, to streamline workflows.

Pros

• Perfect for managing large-scale, complex projects with multiple dependencies.
• Offers reliable resource allocation features, ensuring fair task distribution.
• Scales effectively for growing teams and enterprise-level operations.

Cons

• The interface may feel overwhelming for smaller teams or those new to project management tools.
• Pricing can be higher than simpler tools designed for smaller teams or startups.

Best use

Wrike is ideal for enterprises and large teams managing high-volume, multi-phase projects. Its features are beneficial for teams that need detailed resource management and advanced reporting to keep operations running smoothly.

Price

Wrike offers a free plan for basic task management. Premium plans with advanced features start at $10 per user/month.

7. ClickUp

ClickUp is a highly versatile, all-in-one project management tool designed to handle a variety of workflows and team needs. Its customizable features make it adaptable for different industries, from marketing and development to creative teams and beyond. ClickUp combines task management, time tracking, and goal setting into a single platform, offering teams the tools to stay organized and aligned.

Key features

• Multiple views: Choose from list, board, calendar, and Gantt chart views to match your team’s preferred workflow style.
• Goal tracking: Align team efforts with specific objectives and track progress toward milestones.
• Custom workspaces: Personalize dashboards and layouts to reflect your team’s priorities and preferences.
• Time tracking: Monitor work hours to ensure productivity and accurate billing.
• Integrations: Connect seamlessly with Slack, Zoom, Trello, and over 1,000 other tools to streamline workflows.

Pros

• Highly flexible, with features tailored to fit any team or industry.
• Combines task, time, and goal management in one cohesive platform.
• Extensive integration options allow teams to create a unified workflow.

Cons

• The interface may feel overwhelming for first-time users due to its wide range of features.
• Advanced customization options require time to set up and explore thoroughly.

Best use

ClickUp is ideal for teams that need a scalable, all-in-one platform to manage diverse workflows. It’s handy for businesses that require a mix of task tracking, goal management, and time tracking.

Price

ClickUp offers a free plan with core features. Premium plans with advanced functionality start at $7 per user/month.

8. ProofHub

ProofHub is an intuitive project management platform that combines task management, communication, and collaboration tools in one place. Its simplicity and efficiency make it an excellent fit for small to medium-sized teams. By centralizing tasks, discussions, and files, ProofHub eliminates the need to switch between multiple tools, helping teams stay focused and productive.

Key features

• Task management: Assign tasks, set deadlines, and track progress in an easy-to-navigate interface.
• Built-in chat: Facilitate real-time communication directly within the platform to organize discussions.
• File sharing: Upload, share, and collaborate on documents without needing separate apps.
• Templates: Streamline repetitive workflows with pre-built templates for faster setup.
• Project discussions: Organize conversations around specific tasks or projects for better clarity.

Pros

• Simple and easy to adopt, making it ideal for teams new to project management tools.
• Cost-effective flat pricing model, regardless of team size.
• Built-in chat and collaboration features keep everything in one place, reducing confusion.

Cons

• Limited integration options with third-party apps.
• Lacks advanced features required for managing large-scale or complex projects.

Best use

ProofHub is perfect for small to medium-sized teams seeking a straightforward and affordable task management and collaboration solution. It benefits teams that want to keep communication and project tracking centralized.

Price

Plans start at $45/month with a flat fee, making them affordable for growing teams.

9. Hive

Hive is an all-inclusive project management tool that combines real-time collaboration with advanced analytics and workflow automation. It’s designed to help teams stay aligned and productive by centralizing tasks, communication, and performance tracking in one platform. Hive’s intuitive design and strong collaboration features make it an excellent choice for growing teams.

Key features

• Action cards: Organize tasks with clear deadlines, priorities, and progress updates.
• Time tracking: Monitor time spent on tasks to improve productivity and billing accuracy.
• Workflow automation: Save time by automating repetitive processes, such as task assignments and notifications.
• Collaboration tools: Use built-in chat, shared workspaces, and document editing to streamline communication and teamwork.
• Analytics: Gain valuable insights into team performance and task completion rates with detailed reporting tools.

Pros

• Real-time collaboration tools help keep teams connected and aligned.
• Built-in analytics offer actionable insights to improve productivity and efficiency.
• User-friendly interface simplifies task management and workflow setup.

Cons

• Customization options are more limited compared to some competitors.
• It may not scale as effectively for extremely large or highly complex projects.

Best use

Hive is best for teams that prioritize real-time collaboration and task tracking. It’s particularly effective for small to medium-sized teams looking for a streamlined way to manage projects and enhance communication.

Price

Hive plans start at $1 per user/month, offering features that grow with your team’s needs.

Comparison of the Top 9 workload management tools

Tool Name	Best For	Key Features	Pros	Cons	Price	Website
Teamhood	Teams with complex, interdependent tasks	Kanban boards, Gantt charts, workload balancing, real-time dashboards, templates	Intuitive visuals, balances workloads effectively	Limited integrations, suited for small/mid-sized teams	Free plan, premium from $9.5/user/month	www.teamhood.com
Jira	Agile teams, software developers	Agile boards, backlog management, roadmaps, bug tracking, integrations	Simplifies Agile workflows, detailed analytics	Complex interface for non-Agile teams	Free for up to 10 users, premium from $7.53/user/month	www.atlassian.com/jira
Asana	Teams of all sizes managing multiple projects	Timeline view, workflow automation, task assignments, portfolios, workload view	User-friendly, versatile across industries	Limited advanced features in free version	Free plan, premium from $6.92/user/month	www.asana.com
Trello	Small teams, freelancers	Drag-and-drop boards, customizable cards, power-ups, collaboration features	Easy setup, budget-friendly	Limited for complex projects	Free plan, premium from $5/user/month	www.trello.com
Monday.com	Complex projects with diverse workflows	Custom dashboards, automation, time tracking, file sharing, multiple views	Highly customizable, automation features	Overwhelming for new users, costly for smaller teams	From $9/user/month	www.monday.com
Wrike	Enterprises managing large-scale, multi-phase projects	Gantt charts, resource management, custom workflows, advanced reporting, integrations	Perfect for large-scale projects, scales well	Overwhelming interface, higher pricing	Free plan, premium from $10/user/month	www.wrike.com
ClickUp	All-in-one solution for diverse workflows	Multiple views, goal tracking, custom workspaces, time tracking, extensive integrations	Highly flexible, unified workflow	Complex for beginners, time-intensive setup	Free plan, premium from $7/user/month	www.clickup.com
ProofHub	Small to medium-sized teams	Task management, built-in chat, file sharing, templates, project discussions	Simple to use, cost-effective flat pricing	Limited integrations, lacks advanced features	From $45/month (flat fee)	www.proofhub.com
Hive	Small to medium-sized teams prioritizing collaboration	Action cards, time tracking, workflow automation, collaboration tools, analytics	Real-time collaboration, user-friendly interface	Limited customization, not ideal for very large projects	From $1/user/month	www.hive.com

How to choose the right workload management software

Selecting the right workload management software can significantly impact your team’s productivity and efficiency. To make an informed choice, consider these key factors:

1. Team size and complexity

Understand your team’s size and the nature of your projects. Smaller teams may need a simpler tool with basic features, while larger teams managing complex workflows will benefit from a more comprehensive platform with advanced capabilities.

2. Essential features

Identify the must-have features that align with your team’s needs. Look for tools that offer:

• Task tracking: Ensure the tool provides a clear system for assigning and monitoring tasks.
• Workload management: Visual dashboards or workload views can help balance tasks across team members.
• Automation: Automating repetitive tasks saves time and keeps workflows efficient.
• Collaboration tools: Built-in communication features, like chat or shared workspaces, are crucial for teamwork.

3. Budget and scalability

Consider the cost of the tool and whether it can grow with your team. Compare free plans with premium options to ensure you’re investing in a tool that meets your needs now and in the future.

4. Integration and compatibility

Choose a tool that integrates seamlessly with the software your team already uses. Whether it’s communication platforms, customer relationship management (CRM) software, or time-tracking tools, compatibility ensures smoother workflows and less disruption.

5. Ease of use

The tool should enhance your team’s workflow, not complicate it. Look for an intuitive interface that’s easy to navigate. A short learning curve means your team can adopt the tool quickly and start seeing benefits immediately.

6. Reporting and insights

Opt for reporting and analytics tools to track progress, identify bottlenecks, and make data-driven decisions. Basic reporting may be enough for smaller teams, while advanced analytics can be invaluable for larger, more data-focused organizations.

7. Flexibility and customization

Every team’s workflow is unique, so flexibility is key. Tools that offer customizable workflows, dashboards, and templates allow you to tailor the platform to your specific processes.

8. Remote and mobile access

In a hybrid or remote work environment, having access to a mobile-friendly and cloud-based platform ensures your team stays connected and productive no matter where they are.

9. Customer support and training

Reliable customer support and resources like tutorials or training materials can make all the difference, especially when adopting a new tool. Ensure the platform offers adequate help to guide you through setup and troubleshooting.

How Time Doctor fits into workload management

Time Doctor is a powerful tool that complements traditional workload management tools by providing critical insights into time usage, productivity, and team accountability. While workload management tools prioritize tasks and workflows, Time Doctor adds a layer of data-driven decision-making that helps teams optimize their performance and balance workloads effectively.

Key features of Time Doctor that complement workload management tool

• Time tracking and monitoring: Automatically track how much time team members spend on each task list. This helps identify inefficiencies and improve task prioritization.
• Activity levels: Monitor activity based on keyboard and mouse use to gauge engagement and productivity without micromanaging.
• Distraction alerts: Notify team members when they become idle or distracted, encouraging focus and helping maintain productivity during work hours.
• Detailed productivity reports: Access comprehensive reports that show time allocation, task completion rates, and team trends, making it easier to identify workload imbalances.
• Real-time updates: View live dashboards to monitor what tasks your entire team is working on, how they progress throughout the day, and where tasks may need to be reassigned.
• Offline time tracking: Capture time spent on tasks even when team members work offline, ensuring no data is lost and workloads remain balanced.
• Customizable settings: Adapt features such as time tracking modes, task labeling, and report formats to align with your team’s workload management needs.
• Payroll integration: Automate payroll calculations using tracked hours, ensuring accurate payments and reducing administrative burden.
• Integrations with workload tools: Seamlessly integrate with tools like Asana, Trello, ClickUp, and Monday.com, enabling teams to merge task organization with productivity insights.
• Employee well-being tracking: Use data to identify overworked team members and make informed decisions to redistribute tasks, prevent burnout, and foster a healthier work environment.
• Timeline visualization: Provide managers with a clear overview of when and how team members work, making it easier to align workloads with available capacity.

Why it’s unique

• Optimizes team performance: Time Doctor doesn’t just track hours—it provides actionable insights that help teams work smarter, not harder.
• Enhances resource allocation: Showing how time is distributed across tasks and projects ensures managers can assign resources more effectively.
• Supports accountability: Encourages team members to stay focused and meet deadlines by providing real-time visibility into their activity.
• Improves work-life balance: Identifies potential overwork and allows managers to intervene before burnout occurs, creating a healthier work culture.

Conclusion

Workload management tools are a game-changer for teams striving to stay productive and maintain balance. They simplify task allocation, ensure even workload distribution, and keep projects on track by fostering effective team communication through visual dashboards, detailed timelines, or collaborative features. 

By pairing traditional workload management tools with powerful insights from solutions like Time Doctor, teams can achieve a seamless workflow while avoiding burnout and inefficiencies.

The right combination of tools can transform your team’s work management, helping everyone stay organized, motivated, and focused on delivering their best.

Ready to take your workload management to the next level?

Discover how Time Doctor’s productivity insights and time-tracking capabilities can enhance your team’s performance and simplify workflows. Start optimizing your team’s efficiency today!