Workload and capacity planning

Most missed deadlines are visible in advance as one person holding too much. Workload is the view that makes that obvious before it becomes a problem.

Who this is for

Project leads, delivery managers, and anyone assigning work.

Before you start

• Work actually assigned to people — workload reads assignments, so unassigned work is invisible to it.
• Due dates on tasks, which is what makes the picture time-shaped rather than a flat count.

It only sees what is assigned and dated
Workload is built from assignments and due dates. Unassigned tasks and tasks with no date do not appear, which means a team that assigns loosely will see a comfortable picture that is not true. Fixing the inputs matters more than reading the view.

Use it

1. Assign and date the work
   Both are required for workload to mean anything. An unassigned task is invisible here.
2. Look at the shape, not the total
   A week with everything due on Friday is a problem even when the weekly total looks reasonable.
3. Rebalance before the deadline, not after
   The whole value is seeing the overload while there is still time to move something.
4. Watch for one person holding everything
   It is usually the same person, and it is usually invisible until they say something.
5. Check it before promising a date
   A delivery date agreed without looking at capacity is a guess.

What you get

• Overload visible before it turns into a slip.
• A basis for rebalancing that is not memory.
• Realistic delivery dates.
• Early sight of the person quietly carrying too much.

Frequently asked questions

Why does workload look light when the team is busy?

Almost always because work is unassigned or undated. Workload reads assignments and due dates — anything without both is invisible to it.

Does it account for how big a task is?

Treat it as a view of commitments and their timing rather than a precise capacity model. It shows you where to look; judgement does the rest.

How often should I check it?

Before committing to a delivery date, and at whatever cadence you plan on. Checking after a slip tells you what you already know.

What is the most common thing it reveals?

One person holding a disproportionate share, usually someone who has not complained about it.