How can I automate resource reallocation in Smartsheet based on capacity

Question

How can I set up automation in Smartsheet to reallocate resources when capacity limits are reached? I want to avoid overload and auto-balance work.

Answer 1

Smartsheet can handle dynamic resource planning when combined with formulas and automated workflows. While it does not support native AI-like reallocation, you can imitate it using capacity fields and task loads.

• Create a Resource Capacity Sheet. In a central spreadsheet, keep track of each team member's weekly available hours.
• Use Cross-Sheet References: Using the INDEX and MATCH methods, pull in current task assignments from project sheets.
• Add Formulas for Overload Detection - In the capacity sheet, compare the total hours allotted to capacity. Highlight overallocated resources.
• Trigger Workflows for Reallocation - Use Smartsheet Automation to notify project leaders when someone reaches their capacity limit.
• Reassign Tasks Based on Availability - Use update requests or conditional logic to suggest assigning tasks to team members who have available capacity.
• Visualize in Resource View: Enable the Resource Management view to identify conflicts across several projects.

This solution allows for semi-automated load balancing while preserving control over team assignment decisions.