Managing your team’s workload Every content project comes with a lot of moving pieces—and to execute quickly, each of your teammates needs to know exactly what's on their plate. With Airtable, you can collaborate with your team and drive focus at each step of your process. In this guide, you’ll learn step-by-step how to manage your team’s workload in Airtable. Follow along to customize your content calendar template for your specific needs. You’ll learn how to: ① Clarify ownership for each piece of content ② Create a personal pipeline for every teammate ③ Balance content workload across your team Assign ownership Concepts covered: Collaborators, collaborator field Clear ownership is the foundation for strong team collaboration. A critical first step in staying on the same page with your content team is assigning a clear owner to every content project. In the previous guide, you defined your list of content projects in your new template—now it’s time to get your team into the mix. → Open your Content pipeline table and choose the view you’d like to work from (try using a view like All content that has no filters, so you can see your full project list). 1. Invite your teammates to start working together In order to take action and make changes on their work, your teammates need to access and update information directly in Airtable. You can work together with your teammates by adding them as collaborators to your content calendar template. → To get started inviting collaborators, select the Share button in the upper right corner of your content calendar template. Choose Base to invite your team to your new template (or Workspace if you know you’d like to collaborate with them on multiple bases). Add a teammate’s email address to send them an invitation. 2. Assign content ownership across your pipeline Now that your teammates have joined your new template, you can use your Creator field to start assigning content projects. Note: Depending on how you customized your template, your Creator field may be a collaborator field or a linked record field to your Team table. Choosing which option is right for you and your workflow depends on your needs—you can explore the benefits of both here. Regardless of which your template includes, you can use either to assign content. → Use the Creator field to tag an owner to each content. If your template includes a collaborator field, you’ll see a list of everyone you’ve invited already loaded here for you. If your template includes a Team table, you’ll need to customize your list by navigating to that table. Create workload clarity Concepts covered: personal views, comments, at mentions You’ve assigned owners to each piece of content—now you need to ensure your content leads are clear on what needs to get done and can easily communicate along the way. In the previous guide, you learned how to customize views for your team’s needs—now take it a step further and give each team member their own custom view to work from. → Try creating a new view for one of your teammates from the view sidebar on the upper left side in your Content pipeline table. Use the Filter button on the view bar to filter down to show only one teammate’s projects. 1. Drive focus for every teammate with personal views Now your teammate can set up their view to work exactly the way they want—and use it as a central hub for all their work. The personal view setting allows each team member take ownership with a view only they can customize. → To set a personal view, click on the view mode button next to the name of the view, and select Personal view from the view mode menu. Once the view is toggled as personal, only the collaborator who set it up can edit the view’s configuration. 2. Keep team conversations in context Following up with your teammates on any asset just got easier using comments and at mentions. With comments, you can leave a message directly on a piece of content—and use at mentions to loop in other teammates and keep them informed. → To add a comment, hover over a content piece and select the expand record button. In an expanded record, you’ll see record information arranged vertically on the page. You can then add a comment directly in the activity feed on the right side of the expanded record. See the high level Concepts covered: Apps, apps dashboard Make more informed decisions, from updating projects to reallocating resources, with apps, mini-applications that you can add onto your content calendar to extend its capabilities. If you set up your template to include the Team table, you have a few team-specific apps already set up for you in the Team dashboard. → To explore the Team dashboard, select the Apps icon in the upper right corner and use the dropdown toggle next to the dashboard name to select the Team dashboard. 1. Keep an eye on team workload with chart app Take a look at the breakdown of work across each teammate in the Team workload chart app in your template. This chart gives you a visual count of how much content each teammate is owning, making it easy to compare workload side-by-side. → To reassign content, select the the bar above a content owner’s name to see the content pieces assigned to them. Navigate to the Creator field, and reassign the owner accordingly. 2. Track team totals with pivot table app Drill down into the numbers with pivot table app, which compares two sets of data in a grid. Explore your Team totals pivot table app to see the number of content pieces assigned to each owner, broken down by status. → Click the settings gear to adjust which fields are displayed—then select Show records to explore your information and quickly zoom into different areas of your pipeline. 3. Visualize your team structure with org chart Manage your growing team using org chart. Check out the Org chart app in your template to explore the relationships between managers and reports in your Team table. → Click the settings gear to adjust which information is displayed on each card. To add or update details or relationships, navigate to your Team table and any changes will automatically be reflected here. Nice work! You’ve taken three key steps to managing your team’s workload in Airtable: ✓ First, you invited your teammates and assigned owners across your content pipeline. ✓ Next, you set up personal views for your team to work and communicate out of. ✓ Finally, you visualized your team’s workload with interactive, real-time apps. From triaging new projects to rebalancing team workload, you’re now set up to keep your team on track and delivering on time! Want to keep learning how to use Airtable on your content team? Check out our guides on managing content requests and tracking your content pipeline.