Capacity Rebalancing Drill (Delivery)

Capacity Rebalancing Drill (Delivery)

1. 01

   Pull current allocation data from your scheduling tool

   Export booked hours per person per project for the next two weeks. Tools like Float or Runn show this visually, but a spreadsheet export works if that is your source of truth.

2. 02

   Flag anyone booked above 90% or below 60% utilization

   Over 90% signals burnout risk; under 60% signals revenue leakage. Use the heatmap view in Resource Guru or a simple conditional format in your sheet to spot these outliers.

3. 03

   Compare flagged allocations against project deadlines and priorities

   Check whether the overbooked person is on a critical path deliverable or a low-priority task. Reassign low-priority work first, not the critical path.

4. 04

   Identify available skills in the underutilized pool

   Match the task requirements to the skills of underbooked team members. A designer at 50% can absorb layout work from an overloaded art director, but not code review.

5. 05

   Reassign tasks with a clear owner and deadline

   Move the work in your scheduling tool, then notify both the giver and receiver. Set a specific due date and a brief handoff note so the new owner knows the context.

6. 06

   Update the client-facing project plan if scope or timeline shifts

   If a reassignment changes who does the work or when it lands, adjust the project plan and tell the client before they ask. Transparency here protects the retainer relationship.

7. 07

   Review the rebalanced schedule after 48 hours

   Check that utilization has moved toward the 70-85% band and that no one is still over 100%. Adjust again if a task took longer than expected or a new request came in.