Leading and growing UX teams
Estimating the Need for Additional FTEs
Based on Task Growth
Based on Task Growth
In Ozon’s fast-growing UX-writing team, we faced a significant increase in the number of tasks that needed to be completed each month. As the volume of work grew, it became clear that the existing team was struggling to keep up with demand. To ensure continued high-quality output, I needed to assess whether expanding the team was necessary, and if so, determine the number of additional FTEs (Full-Time Equivalents) required.
Task growth insights
As seen in the graph, there was a notable surge in the number of tasks starting from 2024.
Task growth insights
- Workload growth. In October 2024 the number of tasks climbed to 282, a 25% increase compared to the previous year’s average of 222 tasks per month. This rise was a clear indicator that our workload had expanded, necessitating a reassessment of resource allocation.
- Trend of increasing tasks. Comparing January 2024 (138 tasks) with October 2024 (282 tasks), we saw nearly a doubling in task volume. This trend signified a consistent increase in workload, suggesting that the trend would continue.
- Risk of burnout. With the current task load, we were at risk of lower efficiency and longer response times. This could negatively affect the quality of work and the team’s well-being.
Challenge
The central question was: did the increase in task volume justify the need for additional FTEs, and how many new hires were required to meet this growing demand? To make a strong case for team expansion, I needed to develop a clear, data-driven approach to estimate the number of FTEs required.
1
Task categorization and time estimation
I collaborated with the editorial team to assess the average time spent on various types of tasks, including:
I collaborated with the editorial team to assess the average time spent on various types of tasks, including:
- small edits
- articles
- sections
- interface updates of varying scales (from minor tweaks to large redesigns)
2
Analyzing Jira data
I reviewed our Jira data to calculate how many tasks were being submitted monthly. Using historical data from the beginning of the year, I established an average. Each task was categorized by size using the S, M, and L labels in Jira. We introduced this categorization system a year ago to better estimate task complexity. Each editor provided estimates on how much time they spent on each task type through a survey, factoring in both junior and senior team members' experience. This system allowed us to more accurately assess task complexity and the associated effort.
I reviewed our Jira data to calculate how many tasks were being submitted monthly. Using historical data from the beginning of the year, I established an average. Each task was categorized by size using the S, M, and L labels in Jira. We introduced this categorization system a year ago to better estimate task complexity. Each editor provided estimates on how much time they spent on each task type through a survey, factoring in both junior and senior team members' experience. This system allowed us to more accurately assess task complexity and the associated effort.
3
Calculating total hours
With Jira data, I determined the number of tasks in each category (S, M, L) for the selected period. By multiplying the number of tasks in each category by the average time estimated, I calculated the total number of hours required for all tasks in a given month.
Although the distribution of tasks varied month to month, this method provided an objective and reliable estimate of the overall workload.
With Jira data, I determined the number of tasks in each category (S, M, L) for the selected period. By multiplying the number of tasks in each category by the average time estimated, I calculated the total number of hours required for all tasks in a given month.
Although the distribution of tasks varied month to month, this method provided an objective and reliable estimate of the overall workload.
4
Determining the need for FTEs
To determine how many FTEs were necessary, I used the total number of hours required to complete all tasks and divided it by the standard number of available hours for one full-time employee (160 hours per month).
Formula for calculation:
To determine how many FTEs were necessary, I used the total number of hours required to complete all tasks and divided it by the standard number of available hours for one full-time employee (160 hours per month).
Formula for calculation:
5
Presenting the case for expansion
By comparing the current FTE count with the required number, I identified a clear gap. This data-driven analysis presented a compelling argument for expanding the team. I presented the findings to to company executives, clearly demonstrating that the growing workload could no longer be managed effectively with the current team size. I recommended hiring two additional FTEs to ensure tasks could be completed on time, without overburdening the existing team.
By comparing the current FTE count with the required number, I identified a clear gap. This data-driven analysis presented a compelling argument for expanding the team. I presented the findings to to company executives, clearly demonstrating that the growing workload could no longer be managed effectively with the current team size. I recommended hiring two additional FTEs to ensure tasks could be completed on time, without overburdening the existing team.
Outcome
The data-driven analysis helped present a strong argument for expanding the team. Leadership could easily visualize the gap between current capacity and the growing workload. As a result, we secured approval to hire two additional editors, adding to our existing team of eight. This expansion ensured that the editorial team could meet the increasing demands without sacrificing quality.
Key takeaways
- By analyzing the actual workload and time required for tasks, we were able to make informed, objective decisions about team expansion.
- Categorizing tasks by size and complexity provided more accurate estimates of the workload and the effort required for each task.
- Presenting the data in a clear and logical manner made it easier for leadership to understand the need for additional resources.
- We learned the importance of regularly tracking task volume and team performance to ensure we can proactively address future needs.