Capacity Planning with Repetitive Tasks

Capacity Planning with Repetitive TasksIf you find yourself with staff who perform high volumes of routine tasks, you may find this worksheet useful. The top portion of the worksheet lets you figure out your actual total capacity for the department you’re looking at.

Below, that capacity is broken into three “buckets”. The first, “support capacity” lets you enter approximations of how long each task takes on average, and how many times those tasks are performed each week.

The next, “administrative capacity” lets you enter things like meetings, seeking clarification, or other work that is necessary to keep business moving. Again, you can enter guesses on duration, and how many times those events happen a week.

Those two buckets are added up as time you can’t touch. Whatever is left, is time that’s available for variable work (like projects).

When you add these three buckets together, you can see how you stand against total overall capacity. Maybe you need to cut down on the number of meetings, or reduce the number of routine tasks you do in a week to make room for a project. Or maybe you can’t realistically do the project without finding more people.

I’m a professor of project management at the college where I work. My students continually amaze me with their insights, passion and all-around awesomeness. I figure they deserve access to more answers than I can give them by myself. This site is for them.
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My name is Geoff. I write about project management pretty regularly. From time to time, I also make tools and templates to give away.

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