Allocate work based on roles / expertise

[sareha163]

Hello, all. My team and I are finding it tricky to assign tasks efficiently in Jira.

Some team members end up overloaded while others have too little work, and sometimes tasks don’t go to the right person with the right skills.

I want a better way to allocate work based on roles, expertise, and workload without manually checking everything. Ideas? do we need another paid tool?

[Sahir Maharaj · Accepted solution]

Hi @sareha163

Great question. I explained something similar to my colleague earlier this week, as we had a similar issue.

Out of the box, Jira lets you assign tasks manually or use components like Automation Rules, but if you want something smarter, tools like TaskAllocator can be great.

That’s what we’re using. TaskAllocator analyzes historical data to suggest task assignments.

I find that it considers factors such as individual expertise, current workload, and task complexity, to ensure that tasks are distributed effectively. (again, I believe all of this can be customized)

So far, I’ve seen this help the team avoid burnout while making sure high-priority work lands with the right people. Once set up, it can automate assignments in real-time, meaning fewer delays and a much smoother workflow.

If you don’t want to integrate an external tool, a simple workaround is to use custom fields in Jira to tag team members by expertise, then set up Jira Automation to assign tasks based on those tags.

Either way, optimizing task allocation reduces admin work!

A quick guide that might help: https://www.youtube.com/watch?v=h6iZUASZVlM

Hope this helps and let me know if you have any questions :)

[Callum Carlile _Automation Consultants_]

Hi @sareha163 - This article walks through 3 different types of automated assignment you can set up for your particular roles(s). It sounds like balaned workload would be the most suitable based on your requirements.

Hope this helps!

[Tim Perrault]

Hi @sareha163 

You could try using Jira automation. This article will you understand the different actions you can use in automation. Sound like an automation with balanced workload may work.