How to have visibility to the full scope of my team's projects

Claire Champion Brand Marketing Communications & Project Manager| Organically Grown Company Portland, United States

Hi there,

I'm trying to figure out how to have visibility to the full scope of my teams' projects, plus event dates, plus vacation time. The idea is to to be able to flag capacity constraints and support effective planning. We need a deadline-based project overview and a key/hot projects status report.

Currently, we're using Asana and PTO is entered in our HR system.

How do you manage your team's book of projects?

Thanks!

Claire

Posted: Jun 29, 2026 7:56 PM

Luis Branco CEO| Business Insight, Consultores de Gestão, Ldª Carcavelos, Lisboa, Portugal

This raises an important question.

A consolidated portfolio view is certainly the right starting point.
Bringing together projects, key milestones, planned absences and team capacity makes bottlenecks much easier to identify before they become problems.

In my experience, however, visibility only becomes valuable when it supports better decisions.
Even the best dashboard won't resolve overload if every project is treated as equally urgent.

What made the biggest difference for us was combining visibility with explicit prioritisation criteria and clear capacity thresholds.
That shifted conversations from "Can we fit in one more project?" to "Which work creates the greatest value, and what are we prepared to defer?"

Perhaps the real objective is not simply to see all the work, but to create a shared basis for making better portfolio decisions.

Posted: Jun 30, 2026 3:55 AM

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How to have visibility to the full scope of my team's projects

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