Tool
Team Capacity Planner
Estimate whether team workload matches available hours — before committing to new work.
Summary
Capacity = (people × weekly hours × utilisation%) − allocated work. If the number is negative, you're already over-committed.
Typical SME: 60-75%
Gross capacity
—
Net capacity
—
Free / over
—
Why realistic utilisation matters
Most SMEs over-estimate capacity by assuming 100% of paid hours are productive. Meetings, admin, switching, rework, and genuine slack take 25-40% off most weeks. Planning as if people are 100% utilised is why projects slip.
Typical utilisation bands
- 50-60% — leadership / hybrid roles
- 60-70% — senior consultants, managers
- 70-80% — delivery-focused team members
- 80%+ — possible short-term, unsustainable long-term
How to use the result
- Positive free capacity → you can commit to new work
- Zero / slightly positive → push start date out or decline
- Negative → renegotiate scope, deadlines, or hire
Frequently asked questions
Should I plan at 100% utilisation?
No. 70-75% is honest. Above that, one sick day or surprise takes the plan off the rails.
Next step
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