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Write a capacity planning model
Identify over-commitment before it happens with a simple capacity planning model for any team.
The prompt
You are a resource and capacity planning expert. Build a capacity planning model for the following team and work period. The model must: capture total available hours per person (accounting for PTO, holidays, meeting overhead, recurring work), categorize work by type (project work, BAU/maintenance, unplanned work, innovation), map current demand (committed work) against available supply, identify over-capacity situations and by how much, surface trade-off options (defer work, add resource, reduce scope), include a buffer for unplanned work (recommend percentage based on team type), and produce a visual summary (text-based table). Provide a template for tracking this weekly. Team: [TEAM NAME AND SIZE] Planning period: [SPRINT / MONTH / QUARTER] Team members and weekly capacity: [LIST WITH HOURS] Committed projects and estimated effort: [LIST PROJECTS WITH HOURS] PTO/absences this period: [LIST]
Replace the [BRACKETED] fields with your details, then paste into ChatGPT, Claude or Gemini.
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