Capacity Reconciliation Protocol (Delivery)

Capacity Reconciliation Protocol (Delivery)

1. 01

   Pull current allocation data from your scheduling tool

   Export booked hours per person and per project from Float, Runn, or Resource Guru to see where capacity stands before any adjustments.

2. 02

   Compare booked hours against actual time logged

   Cross-reference scheduled allocations with time entries from Toggl, Everhour, or Hubstaff to identify over- or under-utilization.

3. 03

   Flag any person above 90% utilization for the next two weeks

   High utilization without buffer risks burnout and missed deadlines; mark these individuals for immediate review.

4. 04

   Identify projects with negative budget variance

   Use profitability reports from Tempo or Everhour to spot where actual hours exceed estimates, signaling scope creep or poor initial planning.

5. 05

   Reallocate work to underutilized team members

   Shift tasks from overbooked staff to those below 70% utilization, balancing the load while keeping skill fit in mind.

6. 06

   Adjust project timelines or scope where variance exceeds 15%

   If a project is consistently over budget, renegotiate deadlines or deliverables with the client before the situation worsens.

7. 07

   Communicate changes to the delivery team and client stakeholders

   Send a brief update listing who is now assigned to what, and note any timeline shifts, so everyone operates from the same plan.