capacity-plan

SKILL.md

/capacity-plan

If you see unfamiliar placeholders or need to check which tools are connected, see CONNECTORS.md.

Analyze team capacity and plan resource allocation.

Usage

/capacity-plan $ARGUMENTS

What I Need From You

Team size and roles: Who do you have?

Current workload: What are they working on? (Upload from project tracker or describe)

Upcoming work: What's coming next quarter?

Constraints: Budget, hiring timeline, skill requirements

Planning Dimensions

People

Available headcount and skills

Current allocation and utilization

Planned hires and timeline

Contractor and vendor capacity

Budget

Operating budget by category

Project-specific budgets

Variance tracking

Forecast vs. actual

Time

Project timelines and dependencies

Critical path analysis

Buffer and contingency planning

Deadline management

Utilization Targets

Role Type
Target Utilization
Notes

IC / Specialist
75-80%
Leave room for reactive work and growth

Manager
60-70%
Management overhead, meetings, 1:1s

On-call / Support
50-60%
Interrupt-driven work is unpredictable

Common Pitfalls

Planning to 100% utilization (no buffer for surprises)

Ignoring meeting load and context-switching costs

Not accounting for vacation, holidays, and sick time

Treating all hours as equal (creative work ≠ admin work)

Output

## Capacity Plan: [Team/Project]
**Period:** [Date range] | **Team Size:** [X]

### Current Utilization
| Person/Role | Capacity | Allocated | Available | Utilization |
|-------------|----------|-----------|-----------|-------------|
| [Name/Role] | [hrs/wk] | [hrs/wk] | [hrs/wk] | [X]% |

### Capacity Summary
- **Total capacity**: [X] hours/week
- **Currently allocated**: [X] hours/week ([X]%)
- **Available**: [X] hours/week ([X]%)
- **Overallocated**: [X people above 100%]

### Upcoming Demand
| Project/Initiative | Start | End | Resources Needed | Gap |
|--------------------|-------|-----|-----------------|-----|
| [Project] | [Date] | [Date] | [X FTEs] | [Covered/Gap] |

### Bottlenecks
- [Skill or role that's oversubscribed]
- [Time period with a crunch]

### Recommendations
1. [Hire / Contract / Reprioritize / Delay]
2. [Specific action]

### Scenarios
| Scenario | Outcome |
|----------|---------|
| Do nothing | [What happens] |
| Hire [X] | [What changes] |
| Deprioritize [Y] | [What frees up] |

If Connectors Available

If ~~project tracker is connected:

Pull current workload and ticket assignments automatically

Show upcoming sprint or quarter commitments per person

If ~~calendar is connected:

Factor in PTO, holidays, and recurring meeting load

Calculate actual available hours per person

Tips

Include all work — BAU, projects, support, meetings. People aren't 100% available for project work.

Plan for buffer — Target 80% utilization. 100% means no room for surprises.

Update regularly — Capacity plans go stale fast. Review monthly.