In Microsoft Project, workload is calculated automatically when you assign resources to tasks.
1. Formula Used by Microsoft Project
Work=Duration\times Units
Where:
Work = Total effort (hours)
Duration = Task duration
Units = Resource assignment percentage
Example:
| Task | Duration | Resource Units | Work |
|---|---|---|---|
| Brick Wall | 5 days | 100% (1 worker) | 40 hrs |
| Brick Wall | 5 days | 200% (2 workers) | 80 hrs |
| Brick Wall | 5 days | 300% (3 workers) | 120 hrs |
(Assuming 8 working hours/day)
2. Enter Resources
Go to View → Resource Sheet
Add resources:
Mason Team
Electrician Team
Carpenter Team
Set:
Max Units = 100% per worker
Or 500% for a crew of 5 workers
Example:
| Resource Name | Max Units |
|---|---|
| Mason Team | 500% |
| Electrician Team | 300% |
3. Assign Resources to Tasks
Go to Gantt Chart
Insert the Resource Names column.
Assign resources.
Example:
| Task | Resource |
|---|---|
| Brickwork | Mason Team |
| Wiring | Electrician Team |
Microsoft Project automatically calculates:
Work (hours)
Remaining Work
Resource Usage
4. Check Workload by Resource
Resource Usage View
Go to:
View → Resource Usage
You will see:
| Resource | Mon | Tue | Wed |
|---|---|---|---|
| Mason Team | 40h | 40h | 48h |
If a resource exceeds capacity:
Red indicator appears
Resource is Overallocated
5. See Number of Workers Required
Insert:
Work
Peak Units
Resource Names
Example:
| Task | Work | Duration | Workers |
|---|---|---|---|
| Brickwork | 240h | 10 days | 3 workers |
Calculation:
240 ÷ (10 × 8) = 3 workers
6. Automatic Workload Balancing
Go to:
Resource → Level Resource
or
Resource → Level All
Microsoft Project will:
Detect overloaded resources
Delay tasks automatically
Balance workloads across the schedule
For your construction projects at 8AM Contractor, I recommend using:
Resource Sheet → Define crews (Mason Team, Rebar Team, Formwork Team, Electrician Team). ✓
Resource Usage → Check daily workload. ✓
Level Resource → Balance workload. ✓
Team Planner View → Visualize worker allocation. ✓
The Resource Usage view is usually the best place to see how many workers are needed each day and whether any crew is overloaded.