# Workflow capacity estimator

> Assumes a team or individual can estimate work in a shared unit, such as hours per week. Adapt the period and units to fit your work. This is a pattern-only worksheet; it does not connect to a calendar or project tracker.

Use this worksheet to see whether recurring responsibilities and proposed work fit the time people actually have. Treat the result as a planning estimate, not a promise.

## 1. Set the planning window

- **Team or workflow:** [Name]
- **Period covered:** [Start date] to [End date]
- **Unit:** [Hours per week, days per month, or another consistent unit]
- **Prepared by / role:** [Role]
- **Review date:** [Date]

## 2. Estimate usable capacity

For each role, start with time available in the period. Subtract time already committed to leave, meetings, support, and other fixed duties. Use one unit throughout.

| Role | Available time | Fixed duties | Usable capacity | Source or basis |
|---|---:|---:|---:|---|
| [Role] | [ ] | [ ] | [Available minus fixed duties] | [Estimate, schedule, or other basis] |
| [Role] | [ ] | [ ] | [ ] | [ ] |

**Usable capacity = available time − fixed duties.** If the inputs are uncertain, show a low and high estimate instead of a single value.

## 3. List current and proposed demand

Include recurring upkeep, support, planned work, and review time. Split work when different roles carry it.

| Work item | Role needed | Effort per period | Recurring or one-time | Timing or dependency | Confidence |
|---|---|---:|---|---|---|
| [Work] | [Role] | [ ] | [ ] | [ ] | [Low / medium / high] |
| [Work] | [Role] | [ ] | [ ] | [ ] | [ ] |

## 4. Compare demand with capacity

For each role, add the effort assigned to that role. Compare the total with usable capacity.

| Role | Usable capacity | Current demand | Proposed demand | Remaining or gap |
|---|---:|---:|---:|---:|
| [Role] | [ ] | [ ] | [ ] | [Capacity − current − proposed] |

- **Roles with a gap:** [Role and amount, or none identified]
- **Work that depends on an overloaded role:** [Work and dependency]
- **Uncertain inputs that could change the result:** [Input and likely effect]

## 5. Choose a next step

- [ ] Keep the proposed work as planned.
- [ ] Reduce or defer named work: [What changes]
- [ ] Change timing or sequence: [What changes]
- [ ] Add capacity: [Role, amount, source, and approval needed]
- [ ] Gather better estimates before deciding: [Owner and due date]

- **Decision owner / role:** [Role]
- **Decision date:** [Date]
- **Next review date:** [Date]

Do not treat unknown effort as zero. Revisit the estimate when scope, staffing, deadlines, or recurring duties change.