{"id":3541,"date":"2022-07-28T10:13:43","date_gmt":"2022-07-28T10:13:43","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=3541"},"modified":"2025-02-11T14:07:55","modified_gmt":"2025-02-11T14:07:55","slug":"factors-affecting-resource-capacity-planning","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/resource-management\/factors-affecting-resource-capacity-planning","title":{"rendered":"Top 5 factors affecting resource capacity planning in 2025"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">From the <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/great-resignation-resource-management\"><span style=\"font-weight: 400;\">Great Resignation<\/span><\/a><span style=\"font-weight: 400;\"> and the <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/remote-project-management-tips\"><span style=\"font-weight: 400;\">increase in remote work<\/span><\/a><span style=\"font-weight: 400;\"> to changing project management practices, large-scale obstacles are trickling down to project managers\u2019 resource capacity planning.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s undoubtedly frustrating when factors you have no control over impact your ability to effectively staff projects. But you <\/span><i><span style=\"font-weight: 400;\">can<\/span><\/i><span style=\"font-weight: 400;\"> control how you account for these factors in your planning process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To seamlessly overcome these hurdles like a true Olympic-level project manager, you need to develop a deeper understanding of these new business trends. Armed with this knowledge, you can get ahead of related issues that\u2019ll make it difficult to best optimize your team\u2019s time and talent.<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">In this article \ud83d\udcd6<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/resourceguruapp.com\/blog\/resource-management\/factors-affecting-resource-capacity-planning\/#1-Global-full-time-labor-shortages\" >1. Global full-time labor shortages<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/resourceguruapp.com\/blog\/resource-management\/factors-affecting-resource-capacity-planning\/#2-Demand-for-internal-learning-and-development-opportunities\" >2. Demand for internal learning and development opportunities<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/resourceguruapp.com\/blog\/resource-management\/factors-affecting-resource-capacity-planning\/#3-Varying-work-schedules-and-locations\" >3. Varying work schedules and locations<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/resourceguruapp.com\/blog\/resource-management\/factors-affecting-resource-capacity-planning\/#4-Misalignment-of-employees-skill-sets-and-project-needs\" >4. Misalignment of employees\u2019 skill sets and project needs<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/resourceguruapp.com\/blog\/resource-management\/factors-affecting-resource-capacity-planning\/#5-A-shift-to-the-Agile-method\" >5. A shift to the Agile method<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/resourceguruapp.com\/blog\/resource-management\/factors-affecting-resource-capacity-planning\/#Stay-on-top-of-resource-capacity-in-2022-and-beyond-with-comprehensive-planning-software\" >Stay on top of resource capacity in 2022 and beyond with comprehensive planning software<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"1-Global-full-time-labor-shortages\"><\/span><span style=\"font-weight: 400;\">1. Global full-time labor shortages<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The fewer available resources you have, the trickier <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/avoid-project-delays\"><span style=\"font-weight: 400;\">resource capacity planning<\/span><\/a><span style=\"font-weight: 400;\"> becomes\u2014and the COVID-19 pandemic kicked off massive waves of resignations around the globe. The Organization for Economic Cooperation and Development found that, by 2021, there were <\/span><a href=\"https:\/\/www.oecd.org\/employment-outlook\/\"><span style=\"font-weight: 400;\">14 million more international unemployed workers<\/span><\/a><span style=\"font-weight: 400;\"> who <\/span><i><span style=\"font-weight: 400;\">weren\u2019t<\/span><\/i><span style=\"font-weight: 400;\"> seeking a new job compared to before the pandemic. And in the United States, <\/span><a href=\"https:\/\/www.businessinsider.com\/americans-quit-at-near-record-rate-great-resignation-forever-resignation-2022-6\"><span style=\"font-weight: 400;\">at least 4 million workers resigned<\/span><\/a><span style=\"font-weight: 400;\"> each month from March 2021 through April 2022, with no signs of slowing down.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With fewer people working, it\u2019s easy to see why capacity planning suffers from clashes between resource demand and resource availability. To account for fewer staff, PMs typically have to choose between loading up their full-time team members with <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/solve-resource-overallocation\"><span style=\"font-weight: 400;\">extra work and overtime<\/span><\/a><span style=\"font-weight: 400;\"> (which can quickly lead to burnout and further turnover) and turning down projects (which means less revenue for the business).<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Solution: Look for freelance talent amid the booming gig economy<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">In a less-competitive job market, your company would most likely focus on hiring full-time workers who could fully immerse themselves in your team and organizational culture. In 2022, though, the most practical way to tackle resource shortages is to invest in freelance talent.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">According to <\/span><a href=\"https:\/\/www.upwork.com\/research\/freelance-forward-2021\"><span style=\"font-weight: 400;\">UpWork\u2019s 2021 Freelance Forward Economist Report<\/span><\/a><span style=\"font-weight: 400;\">, freelancing reached its \u201chighest share of the labor force\u201d in the United States (36%) since the annual study launched in 2013. This is largely due to the scheduling and location flexibility that freelancing offers compared to traditional 9-5 jobs. In fact, freelance perks are so enticing that 56% of surveyed non-freelancers said they\u2019re considering freelance work.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To show your C-suite which type of freelancers will add the most value to your business, review project data to determine which assignments have the highest profitability and which ones happen most often. For example, between a project with 7 days of billable hours and one with only 5, suggest hiring freelancers for the 7-day project.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-3542 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-guru-project-report-943x521.png\" alt=\"Resource Guru project report\" width=\"943\" height=\"521\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-guru-project-report-943x521.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-guru-project-report-1042x576.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-guru-project-report-1536x849.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-guru-project-report.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-guru-project-report-943x521@2x.png.webp 1886w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">From there, look at how well the skills and availability of your full-time staff support those high-priority, high-value projects. Recurring gaps will signal areas where your team could objectively benefit from some freelance talent, from a new engineer to a new writer.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"2-Demand-for-internal-learning-and-development-opportunities\"><\/span><span style=\"font-weight: 400;\">2. Demand for internal learning and development opportunities<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Employees are leveraging the widespread recruiting and retention struggle caused by the Great Resignation to get companies to <\/span><a href=\"https:\/\/www.cnbc.com\/2022\/07\/01\/most-workers-want-their-employer-to-share-their-values.html\"><span style=\"font-weight: 400;\">meet their needs<\/span><\/a><span style=\"font-weight: 400;\">. One key area of <\/span><a href=\"https:\/\/360learning.com\/blog\/uk-learning-and-development\/\"><span style=\"font-weight: 400;\">employee demand is upskilling<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A joint study by Gallup and Amazon found that 65% of surveyed employees ranked <\/span><a href=\"https:\/\/www.gallup.com\/analytics\/354374\/the-american-upskilling-study.aspx\"><span style=\"font-weight: 400;\">the ability to upskill<\/span><\/a><span style=\"font-weight: 400;\"> as \u201cvery important\u201d when evaluating prospective jobs, and nearly 50% admitted that they\u2019d be willing to quit for a different company if it offered learning and development opportunities. This is especially true of millennial workers, who now make up more than <\/span><a href=\"https:\/\/www.pewresearch.org\/fact-tank\/2019\/08\/29\/facts-about-american-workers\/\"><span style=\"font-weight: 400;\">35% of the U.S. workforce<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">On-the-job training and mentoring activities <\/span><a href=\"https:\/\/www.shrm.org\/hr-today\/news\/all-things-work\/pages\/how-learning-and-development-can-attract-and-retain-talent.aspx\"><span style=\"font-weight: 400;\">improve job satisfaction and retention<\/span><\/a><span style=\"font-weight: 400;\">, but they can quickly throw a wrench in <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/project-forecasting-reports\"><span style=\"font-weight: 400;\">resource forecasting<\/span><\/a><span style=\"font-weight: 400;\"> if they aren\u2019t accounted for. Say you book your developer Emily for a two-week project. The day before the kickoff call, she suddenly DMs you that she\u2019s been approved to start informally shadowing a solutions architect twice a week for the next month. Great for Emily, but not-so-great for you and your project that now needs additional coverage.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Solution: Temporarily reduce individual capacity to reap long-term benefits<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The sooner you find out about employees taking on non-billable training, the sooner you can build that time into your capacity planning. Consistently check in with team managers and individuals to stay updated on all things L&amp;D, and use this knowledge to appropriately scale back your employees\u2019 available capacity as needed.<\/span><\/p>\n<p><a href=\"https:\/\/resourceguruapp.com\/features\/capacity-planning-software\"><i><span style=\"font-weight: 400;\"><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-3543 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-schedule-close-up-943x588.png\" alt=\"\" width=\"943\" height=\"588\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-schedule-close-up-943x588.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-schedule-close-up-1042x650.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-schedule-close-up-1536x958.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-schedule-close-up.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-schedule-close-up-943x588@2x.png.webp 1886w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/span><\/i><\/a><i><span style=\"font-weight: 400;\">Resource Guru\u2019s <\/span><\/i><a href=\"https:\/\/resourceguruapp.com\/features\/capacity-planning-software\"><i><span style=\"font-weight: 400;\">capacity planning tool<\/span><\/i><\/a><i><span style=\"font-weight: 400;\"> lets you easily adjust employee workloads with the click of a button.<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\">While it might feel counterintuitive to decrease the amount of time that employees can spend working on billable projects, it\u2019s paramount to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/team-management-101\"><span style=\"font-weight: 400;\">keep them engaged in the long run<\/span><\/a><span style=\"font-weight: 400;\">. If you try to force employees to work at their usual capacity while handling extra training, their work quality and productivity will likely suffer. They\u2019re also likely to get resentful that they can\u2019t truly focus on their area of interest and might consider leaving.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Give them the temporary bandwidth they need to grow professionally without being under pressure to produce at their usual level. This will benefit the individual and your capacity planning. The more skills an employee cultivates, the greater variety of billable tasks they can handle. Everyone wins!<\/span><\/p>\n<div class=\"freetrial freetrial--text-light freetrial--default\"><div class=\"freetrial__image\"><img loading=\"lazy\" decoding=\"async\" width=\"310\" height=\"218\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/02\/free-trial-310x218.png\" class=\"attachment-freetrial size-freetrial wp-post-image\" alt=\"Screenshot of Resource Guru&#039;s resource scheduling platform.\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/02\/free-trial-310x218.png 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/02\/free-trial.png 708w\" sizes=\"auto, (max-width: 310px) 100vw, 310px\" \/><\/div><div class=\"freetrial__text\"><h4>The #1 scheduling tool trusted by thousands of project teams<\/h4>\n<p>Join thousands of project managers who have made scheduling a breeze.<\/p>\n<p><a class=\"button\" href=\"https:\/\/app.resourceguruapp.com\" target=\"_blank\" rel=\"noopener\">Start Your Free Trial<\/a><\/p>\n<\/div><\/div>\n<h2><span class=\"ez-toc-section\" id=\"3-Varying-work-schedules-and-locations\"><\/span><span style=\"font-weight: 400;\">3. Varying work schedules and locations<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Post-pandemic, remote work continues to hold strong. June 2022 data from WFH Research shows that approximately 45% of surveyed employees reported <\/span><a href=\"https:\/\/wfhresearch.com\/wp-content\/uploads\/2022\/07\/WFHResearch_updates_July2022.pdf\"><span style=\"font-weight: 400;\">working remotely at least some of the time<\/span><\/a><span style=\"font-weight: 400;\">. For a lot of PMs, this means having to keep track of a greater variety of time zones and employee availability in their project scheduling. Depending on how global your team is, you may also have to account for paid time off differences, like the <\/span><a href=\"https:\/\/www.benefitnews.com\/news\/should-the-u-s-have-the-same-pto-as-the-u-k-and-the-eu\"><span style=\"font-weight: 400;\">EU Labor Law PTO mandate<\/span><\/a><span style=\"font-weight: 400;\">. That\u2019s a lot of brain work.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Solution: Use a project management tool with calendar integrations<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Resource management software that syncs up with personal calendars like <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/google-calendar-two-way-sync\"><span style=\"font-weight: 400;\">Google Calendar<\/span><\/a><span style=\"font-weight: 400;\"> and <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/microsoft-outlook-calendar-integration\"><span style=\"font-weight: 400;\">Outlook<\/span><\/a><span style=\"font-weight: 400;\"> is a game changer for resource capacity planning. These integrations give you real-time visibility into your project team\u2019s schedules, locations, and bandwidth\u2014so you can avoid overbooking and stop scrambling to reallocate resources at the last minute.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-3544 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/outlook-calendar-schedule-overview-943x500.png\" alt=\"Team schedule overview\" width=\"943\" height=\"500\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/outlook-calendar-schedule-overview-943x500.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/outlook-calendar-schedule-overview-1042x553.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/outlook-calendar-schedule-overview-1536x815.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/outlook-calendar-schedule-overview.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/outlook-calendar-schedule-overview-943x500@2x.png.webp 1886w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<p><i><span style=\"font-weight: 400;\">An integrated calendar ensures you can factor all relevant events, including PTO, into your <\/span><\/i><a href=\"https:\/\/resourceguruapp.com\/features\/capacity-planning-software\"><i><span style=\"font-weight: 400;\">capacity planning<\/span><\/i><\/a><i><span style=\"font-weight: 400;\">.<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\">Additionally, a <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/group-calendar-benefits\"><span style=\"font-weight: 400;\">master calendar<\/span><\/a><span style=\"font-weight: 400;\"> housed in one dashboard makes your resource capacity planning much easier than toggling between spreadsheets or different apps\u2014both of which may have outdated information that can throw off your project plans.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"4-Misalignment-of-employees-skill-sets-and-project-needs\"><\/span><span style=\"font-weight: 400;\">4. Misalignment of employees\u2019 skill sets and project needs<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">To account for the variety of tasks a team needs to handle on a project, a lot of PMs will break their <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-capacity-planning-guide\"><span style=\"font-weight: 400;\">resource capacity planning<\/span><\/a><span style=\"font-weight: 400;\"> down by skill set. So, if a design agency was commissioned for a new website, the breakdown might look like 0.65 design, 0.5 front-end development, 0.25 QA, 0.25 UX management, 0.2 project management, and 0.15 account management\u2014adding up to a total of 2 full-time employees.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">While it makes sense to figure out what project areas will need the most time, using it to determine how many people should staff the project in total is problematic. In this case, the math would suggest that you\u2019d only need two people to cover the workload duration\u2014but are those two employees actually skilled in every area that needs to be addressed?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This approach is further complicated by the increase in fully-remote and hybrid work settings. It\u2019s easy to miss Slack announcements or emails about the latest talent changes, from turnover to new hires and promotions. If you don\u2019t have clear insight into skills shortages or surpluses, you can\u2019t make the most optimal staffing decisions.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Solution: Use an up-to-date skills matrix<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Skip the hassle of figuring out who\u2019s capable of what task during capacity planning by using a skills log. This resource will make it much easier to identify who\u2019s the best fit for projects based on their schedule<\/span><i><span style=\"font-weight: 400;\"> and<\/span><\/i><span style=\"font-weight: 400;\"> experience.<\/span><\/p>\n<p><a href=\"https:\/\/resourceguruapp.com\/features\/resource-scheduling\"><span style=\"font-weight: 400;\">Resource scheduling software<\/span><\/a><span style=\"font-weight: 400;\"> makes it simple to see both. Team members can tag their own capabilities, and you can filter based on those capabilities when capacity planning. This means you can make more resource allocations that align with your team members\u2019 existing strengths and skills they want to further develop, which will keep them invested in their role.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-3545 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-guru-skill-filters-943x439.png\" alt=\"Resource management tool skill filters\" width=\"943\" height=\"439\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-guru-skill-filters-943x439.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-guru-skill-filters-1042x485.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-guru-skill-filters-1536x715.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-guru-skill-filters-2048x953.png 2048w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-guru-skill-filters-943x439@2x.png.webp 1886w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/07\/resource-guru-skill-filters-1042x485@2x.png.webp 2084w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">If you don\u2019t have a <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/best-resource-management-tools\"><span style=\"font-weight: 400;\">resource management tool<\/span><\/a><span style=\"font-weight: 400;\">, a workaround is tracking skills in a Google sheet or other document. This method does require an upfront investment of time <\/span><span style=\"font-weight: 400;\">and clear processes to ensure it remains accurate and up to date, <\/span><span style=\"font-weight: 400;\">but it\u2019ll still save you time in the long run. Collaborate with Human Resources and team managers to get the directory together. It\u2019ll be a beneficial resource for them, too, giving them clear data to identify hiring and L&amp;D initiatives.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"5-A-shift-to-the-Agile-method\"><\/span><span style=\"font-weight: 400;\">5. A shift to the Agile method<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">While <\/span><a href=\"https:\/\/www.apm.org.uk\/resources\/find-a-resource\/agile-project-management\/\"><span style=\"font-weight: 400;\">agile project management<\/span><\/a><span style=\"font-weight: 400;\"> is nothing new, COVID-19\u2019s volatile impact on businesses prompted more PMs to apply this flexible, iterative approach across projects. As Purdue University\u2019s <\/span><a href=\"https:\/\/www.linkedin.com\/in\/rlambindy\/\"><span style=\"font-weight: 400;\">Rachel Lamb<\/span><\/a><span style=\"font-weight: 400;\"> notes, uncertain economic conditions remain, but companies want to continue <\/span><a href=\"https:\/\/engineering.purdue.edu\/online\/news\/four-ways-agile-project-management-and-pandemics-were-made-for-each-other\"><span style=\"font-weight: 400;\">harnessing the Agile method<\/span><\/a><span style=\"font-weight: 400;\"> to \u201cadapt in a structured way.\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, continuously shifting sprints can make traditional resource capacity planning more complicated\u2014you\u2019d have to try to calculate capacity for each sprint instead of each project. That\u2019s a recipe for a headache and human error.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Solution: Try agile capacity planning<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Agile capacity planning involves some math, but it\u2019ll keep your projects on track in the long run. In comparison to traditional capacity planning, which may use a set resource utilization target across the board (say, 80%), agile planning uses fluctuating rates based on how complex the project is.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you had a team fulfilling a familiar client request, you would expect them to be more productive in a sprint than a team working on a totally new project. So for capacity planning, you would use a higher rate (representing productive hours) for the straightforward project and a lower one for the complex project.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s break it down:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Multiply your total number of team members x total days in the sprint x available work hours per day<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">10 x 5 x 8 = 400<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Multiply that total by the expected <\/span><i><span style=\"font-weight: 400;\">productive<\/span><\/i><span style=\"font-weight: 400;\"> hours based on past project data<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Straightforward project: 400 x .6 = 240 hours to work with<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Complex project: 400 x .5 = 200 hours to work with<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">While formal capacity planning changes sprint-to-sprint, this formula accounts for longer periods of time with a buffer built in for potential sources of friction. From that total, you can break things down into effective, reasonable sprint lengths.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Stay-on-top-of-resource-capacity-in-2022-and-beyond-with-comprehensive-planning-software\"><\/span><span style=\"font-weight: 400;\">Stay on top of resource capacity in 2022 and beyond with comprehensive planning software<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">If you\u2019re basing your resource capacity planning process on information scattered across Excel spreadsheets and other digital tools, there\u2019s a good chance that something will fall through the cracks. And when it comes to your team\u2019s availability, the smallest oversight can quickly throw a project off track.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/capacity-planning-software\"><span style=\"font-weight: 400;\">capacity planning software<\/span><\/a><span style=\"font-weight: 400;\"> that gives you clear, real-time insight into the current and future availability of individuals and teams, you can be confident that your projects are built on solid foundations.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">Check out how Resource Guru will help you optimize your capacity with our <\/span><a href=\"https:\/\/app.resourceguruapp.com\/signup?email=\"><span style=\"font-weight: 400;\">free 30-day trial<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>From the Great Resignation and the increase in remote work to changing project management practices, large-scale obstacles are trickling down to project managers\u2019 resource capacity planning. It\u2019s undoubtedly frustrating when factors you have no control over&hellip;<\/p>\n","protected":false},"author":30,"featured_media":3548,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[58],"tags":[],"class_list":["post-3541","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-resource-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Top 5 Factors Affecting Resource Capacity Planning in 2025<\/title>\n<meta name=\"description\" content=\"Discover how you can optimize your resource capacity planning and keep your teams happy and on track.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link 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