Capacity Baseline and Skill Map (Onboarding)

Capacity Baseline and Skill Map (Onboarding)

1. 01

   Inventory every delivery person with role, seniority, and named skill tags before any project is scheduled

   Capture this in the resource tool of record rather than a spreadsheet so the data survives staff turnover. Resource Guru and Runn both support skill and role fields on the person record.

2. 02

   Convert each person's contracted hours into a weekly available-hours figure net of leave, admin, and internal work

   A 40-hour week is rarely 40 billable hours. Deduct recurring internal commitments first, then publish the net number as the planning ceiling.

3. 03

   Set a target billable utilization band per role and flag anyone currently outside it

   Bands differ by seniority: a junior designer and a principal strategist should not share one utilization target. Float and Runn both report utilization against a configurable target.

4. 04

   Tag each person with the client accounts they are cleared to work on

   Conflict-of-interest rules and NDAs make this a hard constraint, not a preference. Scheduling someone onto a restricted account creates a compliance problem, not just a resourcing one.

5. 05

   Record known absences and part-time patterns for the next 90 days

   Findmyshift handles time-off allowances and shift patterns well for teams with hourly or shift-based staff; the same data feeds capacity charts in dedicated planning tools.

6. 06

   Publish the baseline to the delivery leads and confirm each person's skill tags with them directly

   Self-reported skills drift. A 15-minute review per person catches tags that are stale or aspirational before they distort a staffing decision.

7. 07

   Set a review date 30 days out to re-baseline after the first scheduling cycle

   The first month of real bookings exposes gaps in the initial map. Treat the baseline as version one, not a fixed asset.