Capacity Planning Calculator

Without knowing your real available hours, you either overcommit and miss deadlines or undercommit and leave revenue on the table. Capacity planning connects staffing to delivery commitments.

Internal meetings, training, admin, company events, one-on-ones, tool maintenance, and process improvement. Most teams have 15% to 30% of their time consumed by non-billable activities even in a productive week.

Most teams plan four to twelve weeks ahead. Shorter windows give more accuracy; longer windows help with hiring and large project commitments. Review and adjust weekly as actuals come in.

Enter their actual working hours per week instead of the full-time default. If someone works 24 hours per week, use that number. The calculator adjusts the total capacity accordingly.

You have three options: push back deadlines, bring in additional resources like contractors, or reduce scope. The worst option is to silently over-allocate and hope people work overtime to cover the gap.