People and machines - one utilisation, one loop.
The organisation-wide utilisation matrix shows over- and underload for every person and every machine, timesheets are approved in bulk, and routines run as series - without spreadsheet puzzles and paper slips.
- Engineering78 %
- Assembly112 % · overbooked
- Press 1 (machine)96 %
- This week's timesheets12 open
Sound familiar?
The operation runs - but the overview runs behind.
Nobody sees the total
Each project plans its people in isolation. That someone has been running over their limit for weeks only shows when they drop out.
Machines live in a different spreadsheet
People planning here, machine allocation there - whether press and operator line up is settled by hallway talk.
Slips, spreadsheets, reminders
Hours get typed from memory at month's end, and timesheet approval becomes e-mail ping-pong.
Routine eats the day
The jour fixe loses its thread, maintenance tasks are recreated by hand every month - and deadlines expire silently.
A working day with WORKSPACE.PM
From the morning matrix check to the evening bulk approval: five stations that keep the operation in rhythm.
The matrix check before the day starts
The utilisation matrix shows people and machines in one view - the “overbooked only” filter leads straight to the bottlenecks. One click into a cell shows the causing bookings; other teams' projects stay masked.
To the utilisation matrix- Project Atlas - final assembly24 h
- Other project (masked)18 h
The drilldown shows where the overbooking comes from
Who can stand in today?
Availability, absences and skills live in the profile. Searching by skill shows who can take over - computed with real absences instead of gut feeling.
See employee profiles- M. Weberavailable
- T. Krauseabsent until Aug 16
Computed with real absences instead of gut feeling
The jour fixe doesn't start from zero
The meeting series continues itself, last week's open items go onto the agenda with one click. Resolutions get a status and an owner - and attendance is documented.
Team meetings in detailFollow-up meetings create themselves - with a thread
The board steers the afternoon
Resolutions sit as cards on the team board, owners actively commit - and bulk actions move, prioritise or close dozens of cards in one step.
Explore team kanbanBulk actions instead of single clicks
Approve the team's week in one block
You approve submitted timesheets individually or up to 500 in a single call - with a target-actual comparison per team member and billable time cleanly separated.
Time tracking in detailUp to 500 timesheets in one call
And the routines? They run along as recurring cards and meeting series - with a reminder before the deadline and escalation after it. The toolbox below takes you there.
Your toolbox
Six areas operations teams steer the business with - every card leads to the matching page.
Your operation in interplay
Capacity, time and routines converge at operations - the reality everyone else plans with.
PMO
Reads your utilisation and effort data in the portfolio - without asking you for hand-ins.
For the PMOOperations
People, machines and minutes in one system - one data base for the running business.
Executive management
Makes priority decisions on your operation's capacity reality.
For executive managementBoards & committees
See documented resolutions and attendance from your recurring meetings.
For committeesOperations
People, machines and minutes in one system - one data base for the running business.
PMO
Reads your utilisation and effort data in the portfolio - without asking you for hand-ins.
For the PMOExecutive management
Makes priority decisions on your operation's capacity reality.
For executive managementBoards & committees
See documented resolutions and attendance from your recurring meetings.
For committeesRuns alongside the day job
An operations tool is only useful if it doesn't hold up the operation.
Recording without friction
Time is booked where the work happens - the week is already open, one click submits it. Reminders arrive automatically before the deadline.
Governance without bureaucracy
One- or two-stage timesheet approval up to the four-eyes principle, auto-approval with tolerance bands and booking rules from 15 minutes - you decide how strict.
Commitment instead of shout-outs
Active commitments instead of silent assumption, documented attendance, resolutions with status and a change log - the proof happens on the side.
Frequent questions from operations
What operations leads want to know before rolling out.
Yes. Machines are recorded with their own daily capacity in hours per day and freely definable attributes, and they appear in the same utilisation matrix as people. During maintenance or decommissioning you take a machine out of planning with one click - without losing its data.
One- or two-stage approval up to the four-eyes principle, auto-approval with tolerance bands, a minimum booking unit of 15, 30 or 60 minutes, weekend and future booking switchable - and approval of up to 500 timesheets in one call.
Deliberately not. Payroll and personnel files stay in your HR system. Absences are maintained via self-service or centrally by administration - and take effect immediately in capacity planning. The REST API feeds time data to payroll and BI.
Through a recurrence rule per card: daily, weekly or monthly, with time, time zone and end date - including a preview of the next dates and pausing over holiday periods. Meeting series like the jour fixe create follow-up meetings with the open items on board.
Department totals in the utilisation matrix, team time reports with target-actual comparison, the allocation matrix with demand, capacity and balance in percent, person-days, hours or FTE - and effort with budget context up to the portfolio.
Bring capacity and daily business into one rhythm
Try WORKSPACE.PM free for 30 days - with people, machines and minutes in one system.