Top 15 Workload Management Tools in 2025
Jun 30, 2025
Orlando Osorio
In today's fast-paced work environment, managing team workloads effectively has become more challenging than ever. Did you know that 51% of the workday is spent on low-value tasks, and only 20% of people feel their workload is under control? These statistics highlight the critical need for proper workload management tools in modern workplaces.
Effective workload management isn't just about assigning tasks—it's a multi-step process involving planning, scheduling, balancing, prioritizing, and allocating resources. The right workload management tools can transform how teams work by providing visibility, balance, and optimization of resources. In fact, studies show that 10 minutes of planning can save 2 hours of execution time.
Whether you're a project manager struggling with resource allocation, a team leader trying to prevent burnout, or a business owner looking to optimize team productivity, this comprehensive guide will help you find the perfect workload management tool for your needs.
Top 15 Workload Management Tools
Tool | Key Features | Pricing | Best For |
Supervisible | Advanced team capacity management, PTO tracking, client allocation planning, financial forecasting, profitability insights | Marketing agencies, web development firms, consulting businesses, service-based organizations | |
Motion | AI-driven automatic scheduling, priority-based task management, calendar integration, adaptive rescheduling | $19/user/month (7-day free trial) | Teams with shifting priorities, individuals struggling with time management |
Smartsheet | Spreadsheet-centric approach, robust resource management, capacity planning, automated workflows | $7/user/month | Teams familiar with spreadsheets, complex projects with dependencies |
Kantata | Comprehensive resource management, advanced forecasting, project profitability tracking, billable hours management | Custom pricing | Professional service firms, consulting agencies |
Monday.com | Customizable workload widget, visual team capacity, flexible workflows, extensive automation | $8/user/month | Teams valuing visual workflow management, customizable solutions |
Float | Intuitive team capacity visualization, real-time scheduling, comprehensive time tracking, PTO management | $6/user/month | Creative agencies, design studios, straightforward resource allocation |
Asana | Comprehensive workload view, timeline visualization, dependency management, performance reporting | Free basic plan, $10.99/user/month premium | Task-focused teams, visual project timelines |
Teamhood | Visual Kanban boards, resource allocation, capacity planning, hierarchical task structures | Free plan, $9/user/month premium | Visual task management, complex projects, agile methodologies |
Jira | Sprint planning, capacity balancing, velocity reporting, extensive customization, Atlassian integration | $7.75/user/month | Software development teams, agile methodologies, Atlassian ecosystem |
ClickUp | Detailed workload view, integrated time tracking, customizable dashboards, multiple view options | Free forever plan, $5/user/month premium | All-in-one productivity solution, flexible views, diverse project needs |
Wrike | Comprehensive resource management, workload visualization, bottleneck identification, enterprise security | Free plan, $9.80/user/month premium | Enterprise organizations, complex security requirements |
ProofHub | Resource allocation tools, time tracking, Gantt charts, dependency management, flat pricing model | $45/month unlimited users (Essential), $89/month (Ultimate) | Growing teams, predictable pricing, multiple simultaneous projects |
Trello | Visual Kanban boards, Power-ups for resource allocation, calendar view, automation capabilities | Free plan, $5/user/month premium | Teams new to project management, simple workflows, low learning curve |
Microsoft Project | Advanced resource leveling, detailed Gantt charts, dependency management, Microsoft integration | $10/user/month | Organizations using Microsoft products, complex projects with dependencies |
Toggl Plan | Intuitive timeline view, visual resource allocation, team capacity visualization, simple interface | $8/user/month | Small to medium-sized teams, simplicity-focused organizations |
1. Supervisible
Supervisible stands out as the top workload management tool for agencies and service businesses. This comprehensive platform excels at seamless workload planning while providing exceptional visibility into team capacity.
Key Features:
Advanced team capacity management with PTO tracking
Client allocation planning and visualization
Financial forecasting tied directly to resource usage
Profitability insights based on resource allocation
Intuitive dashboards for real-time workload visibility
Pricing: Request early access to Supervisible to get started.
Ideal For: Marketing and creative agencies, web development firms, consulting businesses, and any service-based organization managing billable hours and project resources. Supervisible is particularly valuable for teams transitioning away from spreadsheets for team management.
2. Motion
Motion is an AI-powered workload management tool that automates much of the planning process, saving teams valuable time.
Key Features:
AI-driven automatic scheduling
Priority-based task management
Seamless calendar integration
Adaptive rescheduling based on changing priorities
Smart workload balancing
Pricing: Motion offers plans starting at $19 per user per month, with a 7-day free trial available.
Ideal For: Teams with constantly shifting priorities, individuals who struggle with time management, and organizations looking to reduce the administrative burden of workload planning.
3. Smartsheet
Smartsheet takes a spreadsheet-centric approach to workload management, making it familiar for teams transitioning from Excel.
Key Features:
Robust resource management
Comprehensive capacity planning
Automated workflows
Customizable dashboards
Advanced reporting capabilities
Pricing: Smartsheet plans start at $7 per user per month, with more advanced features available in higher-tier plans.
Ideal For: Teams familiar with spreadsheets, organizations managing complex projects with multiple dependencies, and businesses that need customizable workflow solutions.
4. Kantata
Kantata (formerly Mavenlink) is a specialized solution designed specifically for professional service firms and agencies.
Key Features:
Comprehensive resource management
Advanced forecasting capabilities
Project profitability tracking
Billable hours management
Industry-specific templates
Pricing: Kantata offers custom pricing based on organization size and needs.
Ideal For: Professional service firms, consulting agencies, and organizations that need to closely track billable hours and project profitability.
5. Monday.com
Monday.com offers highly customizable workload views with an intuitive, visually appealing interface.
Key Features:
Customizable workload widget
Visual team capacity representations
Flexible workflow creation
Extensive automation capabilities
Rich integration ecosystem
Pricing: Monday.com starts at $8 per user per month, with more advanced features available in higher-tier plans.
Ideal For: Teams that value visual workflow management, organizations that need customizable solutions, and businesses looking for extensive integration options.
6. Float
Float is a dedicated resource management tool known for its simplicity and powerful time tracking capabilities.
Key Features:
Intuitive team capacity visualization
Real-time scheduling updates
Comprehensive time tracking
PTO and holiday management
Project and non-project activity tracking
Pricing: Float offers plans starting at $6 per user per month.
Ideal For: Creative agencies, design studios, and teams that need straightforward resource allocation without complex project management features.
7. Asana
Asana provides a robust workload view that helps visualize team capacity and balance assignments effectively.
Key Features:
Comprehensive workload view
Timeline visualization for project scheduling
Dependency management
Performance reporting
Automation rules for streamlined workflows
Pricing: Asana offers a free basic plan, with premium features starting at $10.99 per user per month.
Ideal For: Teams focused on task management, organizations that need visual project timelines, and businesses looking for a balance between simplicity and functionality.
8. Teamhood
Teamhood combines visual project management with robust workload features, using a Kanban-based approach.
Key Features:
Visual Kanban boards for task management
Resource allocation capabilities
Capacity planning to prevent overallocation
Hierarchical task structures
Time tracking and reporting
Pricing: Teamhood offers a free plan for small teams, with premium features starting at $9 per user per month.
Ideal For: Teams that prefer visual task management, organizations managing complex projects with multiple levels, and businesses transitioning to agile methodologies.
9. Jira
Jira has become the standard for software development teams, offering specialized workload management capabilities for agile environments.
Key Features:
Sprint planning and capacity balancing
Velocity and capacity reporting
Extensive customization options
Rich ecosystem of add-ons
Integration with the Atlassian suite
Pricing: Jira starts at $7.75 per user per month for small teams, with various pricing options for larger organizations.
Ideal For: Software development teams, organizations using agile methodologies, and businesses already invested in the Atlassian ecosystem.
10. ClickUp
ClickUp is a comprehensive productivity platform with excellent workload visualization capabilities.
Key Features:
Detailed workload view
Integrated time tracking
Customizable dashboards
Extensive feature set
Multiple view options (list, board, calendar, etc.)
Pricing: ClickUp offers a free forever plan, with premium features starting at $5 per user per month.
Ideal For: Teams looking for an all-in-one productivity solution, organizations that need flexible views, and businesses with diverse project management needs.
11. Wrike
Wrike provides powerful workflow management capabilities with robust collaboration features.
Key Features:
Comprehensive resource management
Workload view for capacity visualization
Bottleneck identification
Resource utilization reporting
Enterprise-grade security
Pricing: Wrike offers a free plan for small teams, with premium features starting at $9.80 per user per month.
Ideal For: Enterprise organizations, teams with complex security requirements, and businesses that need advanced resource management capabilities.
12. ProofHub
ProofHub is an all-in-one project management tool with flat pricing, making it accessible for teams of all sizes.
Key Features:
Resource allocation tools
Time tracking capabilities
Gantt charts for scheduling
Dependency management
Team collaboration features
Pricing: ProofHub offers flat pricing at $45/month for unlimited users (Essential plan) or $89/month (Ultimate Control plan).
Ideal For: Growing teams that need predictable pricing, organizations managing multiple projects simultaneously, and businesses looking for comprehensive project management capabilities.
13. Trello
Trello offers a simple Kanban board system that can be enhanced with workload management add-ons.
Key Features:
Visual Kanban boards
Power-ups for resource allocation
Calendar view for scheduling
Automation capabilities
Easy adoption for new users
Pricing: Trello offers a free plan, with premium features starting at $5 per user per month.
Ideal For: Teams new to project management tools, organizations with simple workflow needs, and businesses looking for a low learning curve.
14. Microsoft Project
Microsoft Project is a comprehensive project management tool with robust resource management capabilities.
Key Features:
Advanced resource leveling
Detailed Gantt charts
Dependency management
Microsoft ecosystem integration
Complex project management capabilities
Pricing: Microsoft Project starts at $10 per user per month for the cloud-based version.
Ideal For: Organizations already using Microsoft products, teams managing complex projects with multiple dependencies, and businesses that need advanced project management features.
15. Toggl Plan
Toggl Plan offers a colorful, simple management tool with strong visual scheduling capabilities.
Key Features:
Intuitive timeline view
Visual resource allocation
Team capacity visualization
Integration with Toggl Track
User-friendly interface
Pricing: Toggl Plan starts at $8 per user per month.
Ideal For: Small to medium-sized teams, organizations that value simplicity, and businesses looking for visual resource planning without complexity.
What to Look for in Workload Management Tools
Before diving into specific solutions, it's important to understand the key features that make workload management tools effective:
Resource Allocation and Scheduling
The best workload management tools provide robust resource allocation capabilities, allowing managers to assign tasks based on team members' skills, availability, and capacity. Look for tools that make it easy to distribute work evenly and adjust assignments as priorities change.
Workload Visualization
Clear visual representations of who's doing what and when are essential for effective workload management. Good visualization features help identify bottlenecks, underutilized resources, and potential scheduling conflicts at a glance.
Capacity Planning
Effective capacity planning functionality helps prevent overallocation by showing you when team members are approaching their limits. This is crucial for maintaining a balanced workload and preventing burnout.
Time Tracking
Comprehensive time tracking capabilities allow you to monitor actual hours spent on tasks compared to estimates. This data is invaluable for improving future planning and identifying efficiency opportunities.
Integrations
The ability to connect with other business tools—such as communication platforms, CRM systems, and accounting software—ensures smooth workflow and reduces manual data entry.
Customization and User-Friendliness
Look for tools that can be tailored to your specific workflows while remaining intuitive enough for team-wide adoption. The best workload management software balances powerful functionality with ease of use.
Reporting and Analytics
Robust reporting features provide insights into team performance, resource utilization, and project progress, helping you make data-driven decisions about workload distribution.
Implementing Workload Management Tools Successfully
Selecting the right workload management tool is just the first step. To maximize its effectiveness, consider these implementation strategies:
Customize to Your Workflow
Take time to configure your chosen tool to match your specific team needs and workflows. Most workload management tools offer customization options—use them to create a system that reflects how your team actually works rather than forcing your processes to fit the tool.
Start with a Pilot Project
Before rolling out a new workload management tool across your entire organization, test it with a smaller team or on a single project. This allows you to identify potential issues and refine your approach before full implementation.
Provide Adequate Training
Ensure all team members understand how to use the tool effectively. Invest in proper training sessions and create documentation that addresses common questions and workflows. This upfront investment will pay dividends in adoption rates and proper usage.
Regularly Reassess and Adjust
Your team's needs will evolve over time. Schedule regular reviews of your workload management setup to ensure it continues to serve your team effectively. Be open to making adjustments or even switching tools if necessary.
Consider AI-Driven Solutions
Modern workload planning tools increasingly incorporate AI to automate planning processes and provide intelligent insights. These features can save significant time and improve resource allocation decisions.
Focus on Team Adoption
The most powerful workload management tool is useless if your team doesn't embrace it. Focus on demonstrating the value to individual team members—how will it make their work lives better? Address resistance proactively and celebrate early wins to build momentum.
Benefits of Using Workload Management Tools
Implementing effective workload management tools can transform how your team operates, delivering numerous benefits:
Improved Project Schedule Accuracy
With better visibility into team capacity and resource availability, you can create more realistic project schedules. This leads to fewer missed deadlines and more reliable delivery timelines.
Fair Workload Distribution
Workload management tools help prevent the common scenario where certain team members become overloaded while others remain underutilized. This balanced workload distribution prevents burnout and improves team morale.
Enhanced Employee Retention
By preventing chronic overallocation and burnout, workload management tools contribute to better work-life balance and job satisfaction. This directly impacts employee retention rates, saving the significant costs associated with turnover.
Increased Focus and Quality
When team members aren't constantly switching between multiple priorities or juggling too many tasks, they can focus more deeply on their work. This reduced context switching leads to higher quality deliverables and fewer errors.
Better Resource Utilization
Comprehensive workload management tools help identify underutilized resources and opportunities to optimize allocation. This improves overall efficiency and can reduce the need for additional hiring.
Data-Driven Decision Making
The reporting capabilities of workload management tools provide valuable insights into team performance, capacity trends, and resource utilization. These metrics enable more informed decisions about staffing, project commitments, and process improvements.
Improved Client Satisfaction
With more accurate scheduling and better resource allocation, teams can deliver more consistently on their commitments to clients. This reliability builds trust and strengthens client relationships.
Ready to Transform Your Team's Workload Management?
If you're managing a marketing agency, creative team, or service-based business and struggling with resource allocation, team capacity visibility, or profitability tracking, Supervisible offers the comprehensive solution you need. Our platform combines resource planning, PTO tracking, and financial forecasting in one unified system, giving you unprecedented clarity into your team's workload and capacity. Start your free trial today and see how the right workload management tool can transform your business operations.
Author: Orlando Osorio
Learned Growth, SEO, Content, Webflow working w/ MasterClass, Robinhood, Medium, Reforge, BetterUp (and new startups). Now helping teams hit unicorn status.
Orlando Osorio is a growth marketing expert, entrepreneur, and angel investor with over a decade of experience helping startups and tech companies scale. He is the founder of Meaningful, a full-stack growth marketing agency that helps startups grow through a data-driven, experiment-led approach. The agency specializes in SEO, content strategy, web development, and growth acquisition, optimizing visibility across Google, YouTube, Perplexity, and ChatGPT.
His expertise extends to MVP development, conversion rate optimization (CRO), and data-driven decision-making through advanced tracking, analytics, and dashboards. Meaningful also optimizes marketing operations with martech automation and seamless integrations.
Beyond execution, the agency provides fractional CMO and CTO services, offering strategic planning, resource allocation, and team mentorship. At Meaningful, strategy, execution, and innovation drive sustainable growth.
Orlando has worked with unicorns and high-growth companies across multiple regions. In the US, he has collaborated with Medium, Robinhood, BetterUp, Reforge, Grove, SamCart, CloudKitchens, ConsumerAffairs, and Swagbucks. In Latin America, he has helped scale Minu, Cashea, Moons, Siclo, Conekta, Klar, Luuna, Crabi, Delta Protect, and Reservamos. In Europe, he has worked with Raycast and Pearson.
Beyond running Meaningful, Orlando is a limited partner at 0BS, Nascent, and 500 Startups, actively investing in and advising early-stage startups. He has founded five companies in travel, wellness, and consulting and participated in MassChallenge, Wayra, and Startup Chile.
As a member of Reforge and Demand Curve, Orlando is a Webflow developer and a strong advocate for the no-code movement. He is passionate about mentorship, coaching teams, and advising founders on go-to-market and growth strategies.
His impact has been recognized across the tech ecosystem. One of his previous companies secured angel investment from Michael Seibel, CEO of Y Combinator, highlighting his ability to build and scale innovative ventures. Additionally, his expertise in web design and development earned him an award from Webflow.
Recently, he joined as a mentor at Endeavor and became an active contributor to Mexico Tech Week, reinforcing his commitment to the startup ecosystem. In his spare time, he hosts Accionables, a podcast where he engages in conversations with industry leaders and innovators.