Printable planning checklist

Project capacity planning checklist.

Use this printable checklist to review project work, available time, and staffing gaps.

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Use or print this planning resource.

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Scope

Define the planning period and scenario.

Record the project, portfolio, or team in scope.
Choose weekly or monthly periods and a timezone.
Name the scenario: committed, expected, or stress case.
Record the forecast date, owner, and next review date.

Usable supply

Calculate capacity that can genuinely be planned.

List people or role groups and their working schedules.
Subtract leave, holidays, and known absence.
Subtract protected internal, support, leadership, and sales time.
Record skills or roles that cannot be treated as interchangeable.

Dated demand

Describe what delivery requires.

List approved projects and current remaining effort.
Add upcoming demand by role, skill, period, and confidence.
Identify dependencies and specialist constraints.
Keep tentative opportunities separate from confirmed work.

Gap and response

Turn the difference into a decision.

Calculate supply minus confirmed demand for each period.
Test expected and stress scenarios separately.
Identify overload, idle capacity, and missing capability.
Choose to resequence, reassign, reduce scope, develop, contract, hire, or accept.
Name the owner, due date, and approval for each material response.

Review

Keep the forecast explainable.

Record which inputs changed since the prior review.
Confirm that affected project and people owners were informed.
Update the forecast after material scope, timing, or availability changes.
Preserve the prior version for learning.

Read the Capacity Planning Guide