TL;DR - Quick overview
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The 3 inputs that matter most (work, people, rates)
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A weekly rhythm that keeps plans realistic
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The core metrics: utilisation, capacity, revenue
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A 30-day rollout plan you can start today.
On this page
John Smith
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Get the inputs right
- Work: planned and unplanned projects (scope, dates, budget)
- People: availability by role, planned leave, skills
- Rates: client/role rate cards and billing rules
Pro tip: Track non-billable work explicitly - don’t hide it in “admin”.
The weekly rhythm
- Monday: update demand (projects, changes, new requests)
- Tuesday: update supply (availability, leave, hiring pipeline)
- Wednesday: reconcile gaps (over/under-allocation)
- Thursday: confirm with leads (project owners & finance)
- Friday: publish next-week view + exceptions
Outcome: everyone sees the same plan—no surprises.
Metrics that actually
drive decisions
- Utilisation (%): billable hours ÷ available hours
- Capacity gap: available hours – forecast demand
- Revenue at risk: scope remaining × probability of delay
Common pitfalls (and fixes)
- Spreadsheets sprawl: move to a single source of truth
- Late timesheets: adopt daily/weekly nudges + quick approvals
- Phantom availability: account for meetings, pre-sales, training
- No rate hygiene: lock rate cards and approvals
30-day rollout plan
- Week 1: capture projects, people, rates; define timesheet cadence
- Week 2: publish first forecast; fix obvious over-allocation
- Week 3: integrate accounting; test approvals & billing flow
- Week 4: review accuracy; set the weekly rhythm; agree KPIs
Simple checklist
- Project list with scopes/dates
- People availability & leave
- Role/client rate cards
- Timesheet cadence & nudges
- Weekly review meeting set
- Accounting sync enabled
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