Capacity Reconciliation Sprint (Delivery)

Capacity Reconciliation Sprint (Delivery)

1. 01

   Pull current allocation data from your scheduling platform

   Export scheduled hours per team member and per project from tools like Float or Runn, covering the next two weeks.

2. 02

   Compare scheduled hours against actual time logged

   Use time tracking data from Toggl or Everhour to identify discrepancies between planned and actual effort, flagging any variance above 10%.

3. 03

   Review project pipeline for upcoming demand shifts

   Check for new client wins, scope changes, or delays that alter resource requirements, and note any projects at risk of overrunning.

4. 04

   Identify underutilized or overbooked team members

   Calculate each person's utilization rate, targeting 70-85% billable; flag anyone below 60% or above 90% for immediate action.

5. 05

   Reallocate resources to balance workload across projects

   Move assignments to match skills with demand, prioritizing critical deadlines and client commitments over internal preferences.

6. 06

   Communicate updated schedules to the team and stakeholders

   Send a brief summary of changes, including new assignments and any adjustments to project timelines, to ensure everyone is aligned.

7. 07

   Document lessons learned and adjust forecasting assumptions

   Note recurring patterns in estimation errors or capacity gaps, and update your planning templates to improve future accuracy.