Workload Bottleneck Identification System
Tagging taxonomy and analysis framework to identify workflow bottlenecks and inform resource allocation decisions
Management wanted visibility into workload distribution and overtime drivers but had no data on where time was actually going. The team was consistently working beyond capacity, but without objective metrics, it was impossible to identify whether the issue was volume, inefficient processes, or unplanned interruptions. Leadership needed concrete data to make informed decisions about staffing, process redesign, and prioritization.
The Problem
I designed a tagging system to track the source and type of work in real time, creating visibility into workload composition and bottleneck patterns.
The system tracked:
Work source tags: (MW) MyWork, (CAL) Calendar, (EM) Email, (Case Review) scheduled reviews, (CSM) case strategy meetings, [!] unplanned/urgent requests
Activity categorization: Enabled analysis of time spent on planned vs. unplanned work, proactive vs. reactive tasks, and routine vs. high-priority items
Daily workload planning: Team members tagged tasks as they planned their day, creating a baseline to compare against actual work completed
Task aging indicators: Visual markers (X prefix) showed how many times a task had been deferred, surfacing persistent bottlenecks and helping prioritize overdue items
Bottleneck identification: Data revealed patterns—e.g., unplanned interruptions consuming 30%+ of daily capacity, email-driven work crowding out proactive case reviews
Implementation:
Integrated tagging into existing Monday.com workflow without adding significant overhead. Tags were simple, intuitive, and required minimal training.
The Solution
Surfaced structural problems with data: Demonstrated that planned workload consistently exceeded available hours (e.g., 13 hours of work planned for 8-hour days), proving the issue was volume, not efficiency
Informed process redesign: Data showed case review cadence (every 2 weeks) was unsustainable. Management adjusted expectations to once every 30 days, reducing required reviews by 50%
Improved prioritization transparency: Team could clearly identify what was getting deprioritized and why, reducing friction and improving trust
Enabled resource allocation conversations: Provided objective evidence for staffing discussions rather than relying on anecdotal burnout complaints
The Impact
Platforms: Monday.com (task tagging, workflow design, time tracking)
Skills: Data taxonomy design, workflow analysis, change management, process optimization, stakeholder communication