Capacity management is the systematic process of ensuring that organizational resources, including human talent, equipment, and time, are efficiently aligned with business needs and goals.
Effective capacity management involves understanding a team’s current capacity, forecasting future demands, optimizing resource allocation, and preparing for unforeseen changes.
The capacity management process:
Planning and forecasting: This is an essential element of the capacity planning process. In my experience working in agencies, we will look at our current client retainers and any upcoming projects to forecast our resourcing needs and workload. This allows us to plan resourcing months in advance and then break tasks down into bi-weekly sprints.
Evaluating capacity: We will review the capacity of the current team versus the potential workload. Available capacity is calculated based on role, for example in our agency the head of division may have 60% available capacity for client work, account directors have 70% and account managers/executives dedicate 80% of their capacity to client work. By mapping this out across retainers and projects we will calculate the total workload and match this to the available capacity of the team. If we are over-capacity, we will make decisions like pushing projects out or bringing in freelancers to help with the workload, but because we focus on capacity management we can plan ahead and don’t have to make last minute decisions.
Capacity analysis and optimization: As we go through the month, we will continue to analyse and manage capacity. For example, if a certain set of tasks was estimated to take 4 hours each but in reality, took 3 hours, we will adjust the estimated times on similar tasks which will free up some time. Similarly, if we under-estimated the time to complete a task we will adjust the estimates up, which may mean we had less resources available than originally envisioned and we need to adjust and set expectations accordingly.
Ongoing review and improvement: We will continue to review and improve our capacity plan to make sure it aligns with the resources available. By continuously monitoring resource utilization, we identify issues and can adjust the resourcing plan as needed.
Why is capacity management important?
Capacity management is important because it helps teams balance workloads, ensuring the right people and resources are available at the right time. This keeps projects running smoothly, prevents burnout, avoids costly delays, and improves overall efficiency. When done right, it sets teams up for success.
For example, imagine a consulting firm working with three clients simultaneously. If too many consultants are assigned to one client, the other two projects may fall behind schedule. On the other hand, if a critical project doesn’t have enough consultants, deadlines will be missed, and the client may be unhappy with the results.
The benefits of capacity management
Cost savings: Good capacity management ensures that you don’t end up with situations where you are under-resourced or over-resourced. This can prevent wasteful spend such as hiring freelancers to fill gaps in capacity or hiring too early, allowing for better financial planning.
Improved resource utilization: You can prevent bottlenecks, optimize team performance and improve project completion rates. Capacity management improves resource utilizaion across teams and helps prevent issues like burnout.
Enhanced productivity: Capacity management enhances productivity by ensuring team members aren’t overloaded with tasks and there is a good balance throughout the team. This can enhance productivity and increase employee morale as team members can work more efficiently on the tasks assigned to them without feeling like they are constantly working to clear a backlog of growing tasks.
Sets you up for growth: Capacity management helps you forecast future resourcing needs, which leads to more informed, strategic decisions around hiring new team members and scaling your team based on your actual resourcing needs.
4 types of capacity management in project management
Managing capacity well is the secret to keeping projects on track, teams productive, and clients happy. When capacity is managed properly, deadlines are met, and businesses grow without unnecessary stress. Below are the key types of capacity management that every project manager should focus on.
1) Workforce capacity management involves workload management, hiring when needed, and making sure no one is overworked. A well-balanced workload leads to better productivity, higher job satisfaction, and fewer delays. Managing workforce capacity properly helps businesses take on projects confidently without stretching their teams too thin.
With Teamwork.com’s Workload Planner, you get full visibility right where you plan your sprints, helping you see who is at capacity and who can take on more work.
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2) Resource capacity management makes sure teams and projects have the right tools and materials to succeed—whether it's office space, software, or equipment—without wasting money on things they don’t use.
With Teamwork.com’s Resource Scheduler, you can strategically plan future projects, minimize risks, run different scenarios, and adjust resource allocation before issues arise.
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3) Production capacity management is about understanding limits, setting realistic goals, and ensuring teams aren’t overwhelmed. If production capacity isn’t managed well, businesses risk missing deadlines or delivering poor-quality work. Good planning helps balance workloads and maintain high standards without overpromising to clients.
4) Financial capacity management ensures there’s enough money to cover all expenses, and that teams stay profitable while delivering high-quality work. This includes project cost tracking, planning for future expenses, and making sure funds are used wisely.
Tools like Teamwork.com let you create custom budgets for one-time projects or set up retainer budgets for ongoing work.
How to build a capacity management plan
Identify the resources you currently have available to fulfill the workload.
Forecast future needs: Review current and upcoming projects to predict future demand. For example, if you’ve got 2 new retainer clients starting next month you will need additional resources to manage these clients. You should also look at historical trends and seasonal variations and if there are other external influences.
Identify gaps in resources: Gaps in resources can be simply not having enough man-power to complete tasks, but it can also be a gap in skills. For example, if there are particularly important tasks that need an experienced skillset to complete, you will need to assign them to experienced team members. Evaluate the strengths and weaknesses of your team and identify if there are any skills shortages that need to be addressed.
Evaluate project requirements: Which projects are most critical and need to be completed first? Analyze the resourcing needs for those projects and set the expectation with the client on timelines and any resource constraints.
Implement & monitor your plan: Implement your project plans in line with your capacity plan and constantly monitor and adjust. Make adjustments as needed, especially if unforeseen circumstances arise. Use any insights gained tom improve future capacity plans.
Best capacity management strategies
Using the right capacity management strategy at the right time maximizes productivity, reduces stress, and hits deadlines. Here are four key strategies to consider when planning and adjusting your team’s capacity.
Lag strategy is when you only increase capacity when there's an actual rise in demand. Instead of overcommitting or adding resources too early, you wait for clear signs that the workload is increasing. This strategy helps prevent unnecessary spending on resources and ensures you’re only scaling when needed.
Lead strategy is about preparing ahead of time for a surge in demand. You increase capacity in advance, even before demand spikes. By anticipating the need for additional resources, you can ensure that your team or operations are ready to handle the upcoming increase in work.
Match strategy is about making small changes to your resources based on real-time needs. Instead of waiting for demand to increase or adding resources too early, you adjust as things happen. This strategy keeps the workload and resources balanced by making small changes only when necessary.
Adjustment strategy is when you make changes to match the amount of work with the resources available. For example, you might hire part-time workers or freelancers when there’s more work than usual, but you don’t have the time or resources to hire more full-time in-house team members. This strategy ensures you have the right amount of help during busy times without overloading your team.
Conquering capacity management in 4 simple steps
A good process helps you avoid putting too much on your team and keeps projects on track. Here’s a four-step process to manage capacity like a pro:
1) Assess resource availability: Start by taking a good look at your team’s current workload and figuring out who can take on more. Check for any team members who might be stretched too thin or those with room to spare. This gives you a clear picture of where your team stands and helps you avoid putting too much on anyone’s plate.
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2) Plan and allocate resources: Assign tasks to the right people based on their strengths, skills, and capacity. Prioritize the most important tasks and make sure no one is overburdened, so the team stays focused and motivated. Proper resource allocation makes everything run smoothly and ensures no one is left drowning.
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3) Monitor progress and performance: Keep an eye on your team’s progress and how they’re handling their workload. This helps you spot any red flags early on, like delays or team members spending too much time on one task. Regular check-ins also allow you to support your team and make adjustments if necessary.
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4) Adjust and optimize: As the project progresses, things might change, so be flexible and ready to adjust your plan. Whether it’s shifting tasks around or bringing in extra help, flexibility is key to managing capacity effectively. Staying adaptable ensures your project stays on course, no matter what comes up.
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Capacity management best practices
To make capacity management more effective, using the right methods can help you optimize resources. Here are some best practices for better capacity management:
1) Keep a close eye on capacity: Regularly check in on your team’s capacity. Make it part of your routine to assess team availability before starting new projects. By monitoring current tasks and knowing who’s free or overloaded, you can plan ahead and adjust accordingly. With Teamwork.com, you can easily track team progress, monitor workloads, and adjust as needed to ensure resources are allocated efficiently and projects stay on track.
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2) Set realistic expectations: Prioritize tasks and projects based on urgency, making sure your team knows where to focus their energy. By assigning resources to the most critical projects, you minimize burnout. With Teamwork.com, you can create detailed project timelines like Gantt charts or Kanban boards, assign clear priorities, and ensure resources are allocated to the most urgent tasks.
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3) Leverage the right tools: Using the right capacity management tools can make a huge difference in how you manage resources. Tools like Teamwork.com give you access to better tracking, more accurate forecasting, and seamless collaboration, making it easier to manage your team’s capacity and meet project deadlines.
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Expedite your capacity management with Teamwork.com
With Teamwork.com, you can streamline your capacity management and make resource allocation a breeze. The platform offers real-time visibility into your team's workload, allowing you to quickly identify who’s available and who’s overloaded.
With powerful features like the Workload Planner and Resource Scheduler, you can easily adjust tasks, reallocate resources, and ensure deadlines are met without overwhelming your team.
By providing clear insights into project progress and individual capacity, Teamwork.com helps you make smarter decisions that keep your projects moving forward. Say goodbye to overworked teams and missed deadlines. Teamwork.com ensures your capacity management is as smooth as possible.
Don’t just take our word for it! See what our customers have to say about Teamwork.com.
We're focused on proactive management of people's schedules, and the planning tools allow us to fill in weekly tasks based on remaining capacity and balance that among the team.
Hannah Taylor
Director of Digital Operations, Interactive Strategies
FAQs about capacity management
How to calculate capacity?
To calculate team capacity:
Assess how many team members you have.
Determine each team member's available work hours for a set period (e.g., a week or month) and multiply by the number of available team members.
Assess the time required for each task or project and compare that to the available capacity.
What is an example of capacity management?
To calculate your team’s weekly capacity, multiply the number of team members by the hours they’re available each week. For example, if you have a team of 5, and each member is available to work 40 hours a week, the total available capacity for the week would be:
5 team members × 40 hours each = 200 available hours per week
Now, if you have a project that requires 150 hours to complete, you can compare the project’s required time to your team's available capacity. Since the project needs 150 hours and your team has 200 hours of capacity, you have enough resources to complete the work within the week.
What metrics should you track in capacity management?
Key metrics to track in capacity management include:
Workload utilization, which measures how much of your team's available time is being used effectively
Resource allocation, which ensures tasks are distributed evenly across the team
Task completion rates and forecasting resource needs for future projects to help identify gaps or inefficiencies in team capacity.
What are some of the most common capacity management issues?
Some of the most common capacity management issues include:
Inaccurate forecasting: This can lead to issues such as burnout or over-resourcing depending on the number of resources you have available
Workload imbalance: Some team members may end up with a heavier workload than others, which again can lead to burnout of team members
Skill shortages: If your capacity management isn’t on point, you might end up with a skill shortage, in this case it’s possible the right team members aren’t working on tasks that rely on their expertise.
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