Skip to main content

The Importance of Project Capacity Planning

Project Capacity Planning Tool
Are your project capacity needs going
up and up and up?
I've been involved recently with an organisation that is struggling to balance out all of its commitments and project requirements so that the projects can be delivered on time whilst maintaining the existing levels of service it has already agreed to.

The reason for writing this post is that businesses who have a strong physical element (for example construction or manufacturing) in their business usually have some kind of capacity planning tool, to help them them put their resource in the right department at the right time, but often this approach does not extend itself to the office environment. This is even more important when you work in a business where project management isn't the sole purpose of that business. For example if you have to incorporate two projects to your already crammed schedule then the question that needs to be answered is 'when is the best time for us to deliver these projects at the same time as everything else we currently do?'

Unfortunately, failure to deliver is a common approach I see all too often.

Capacity planning for the administrative side of projects as well as the technical / delivery side of projects is no different to determining what shift pattern you need in a factory, it is all about aggregating the demands placed upon your staff going ahead into the future. Weekly buckets are usually the right kind of size to help with planning and a simple spreadsheet can often do the trick if you don't have software that can help you to do this.

Being aware of what is ahead of us from a project management perspective can help us to reschedule projects / rebalance our teams so that we are better prepared for the upcoming workloads. It also doesn't have to be too complicated or time consuming to make a real difference to the on time delivery of your projects.

Do you know the upcoming capacity requirements of your project / administrative team?


Giles Johnston

P.S. If you are looking for some ideas on how to improve the productivity of your office then check out our short improvement guide 'Office Productivity' at Amazon.

Popular posts from this blog

Stop firefighting, start performing!

Another weeks passes and another example of unnecessary fire fighting demonstrated by a business I have been to help. If you have this taking place in your business, let me ask you a few questions: 1. What keeps on happening? Regain control with this practical book Can you pin down what it is that you keep having to do, to get out of trouble? If you can't, is there a pattern you can observe? 2. Do you want it to stop? Is it causing you enough of a problem that you want it to stop? If the answer is yes, keep reading, if not park it for another day. 3. Find out what is going on Do you know why you are having this issue? If you aren't sure where the issue is arising from, then take a few minutes to have a look around. When you have some idea, go to the next step. 4. Cause and effect Do you know what is truly causing the fire fighting situation? If you spend the time to get to the root cause of the situation , you have a good chance of permanently eliminating this situation. Most p

Kaizen improvements need to be specific

Do you find that your Kaizen improvements don't always go to plan? If you do, then you're with the majority! Whilst there is great deal of 'trial and error' there is a simple approach that can help. Available from Amazon Being specific about critical parts of your improvement can uplift your results. So, how do you go about doing this? The most direct route is to be clear about which parts of your improvement are critical. From here you can explain, in detail, what you want for those items. This might take some practice as many of us have become lazy in this regard. We take it for granted that our team 'get us' and will know what they need to do. If you ever feel that something basic is missing from an improvement ask this question: "What does good look like?" The answer should put you back on track. About the author: Giles Johnston is a Chartered Engineer who specialises in helping businesses to grow and improve through better business processes and

Are your teams clear?

I have recently finished working with a team that were struggling. They were struggling to meet their production schedules. They were struggling to respond to customer enquiries on time. They were burnt out and frazzled. After some prodding and poking it became clear what their issues were. In particular, it became obvious that expectations of the team weren't clear or defined. Defining what you expect from teams is a standard management approach. The problem with most teams is that leadership describe the standards in vague terms . So, what happens if you get the standards crystal clear? You should expect to see the team produce the right outputs. They should produce the outputs at the right time. And, they should produce them in an agreed way. Be clear with your teams. Ask the question: What does good look like? If you want to get some more ideas on how to define effective standards and visions, get your copy of my book today . What does good look like? is a practical guide to h