Instructions

1. Estimate how many hours per week your teams spends on projects
2. Calculate your effective employee capacity
3. See whether you are over capacity or under capacity

1. Estimate Demand
Hours Needed
Projects
per Week

Project 1 350

Project 2 345

Project 3 654
 Project 4 987

Project 5 334

Project 6 789

Project 7 234

Project 8 908

Project 9 345

Project 10 908

* This spreadsheet is designed to offer general guidance and estimates only.

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 Employee Capacity Calc

2. Determine Capacity
Understand Work Capacity

How Many People in your company? 100.00

How Many Working Hours per Week 60.00

Utilization Rate 80%

 Potential Work Capacity 6,000.00

Effective Capacity 4,800.00

.
Employee Capacity Calculator
(For more details, see "Instructions" sheet.)

3. Take Action
Summary

Total Project Demand (Hours) 5,854.00

Effective Capacity (Hours) 4,800.00

Resource Deficiency (People) 22

Recommended Action Increase Capacity

You may need to add 22 more resource(s)

How to Use This Capacity Planning Template
Understanding employee capacity is the key to smarter staffing, better management of y
time, and reducing project and operating costs.

Setting Up the Capacity Planning Template

Edit each of the yellow cells in the Template tab, as needed, to reflect your company’s si
Estimate how many hours your employees work on each project, each week
The total hours for your organization will appear under Potential Work Capacity
Plug in the total number of employees at your company who will work on projects.
If necessary, edit your working hours per week to reflect your company’s policies and ex
(The default is a 40-hour workweek.)
Estimate your average employee utilization rate. This is the rate of billable versus non-bil
worked by your team. (For example, if an employee worked a 40-hour week but only bill
20 hours, then his employee utilization would be 50%).

Using the Capacity Planning Template

In the Summary section, you’ll see your Total Project Demand, Effective Capacity, Resou
Deficiency, and Recommended Action. This data is based on the numbers you entered in
spreadsheet.
Total Project Demand is the amount of estimated hours your team is currently working. E
Capacity is your team’s potential work capacity multiplied by their utilization rate. Resour
Deficiency is the number of full-time employees needed to meet total project demand.
If you are over capacity, you may need to increase demand. Conversely, if you are under
you may need to hire more employees.