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Project management
Capacity planning without a spreadsheet
A spreadsheet tells you the plan. A live view tells you when it stops being true.
The Workspace team · September 15, 2026 · 7 min read
Why spreadsheets drift
A capacity sheet is accurate for about a day. Then someone is ill, a deadline moves, and nobody updates the sheet because updating it is somebody else's job.
The fix is not discipline; it is connecting the plan to the work, so the plan updates when the work does.
Plan in hours, review in weeks
Set each person's capacity honestly — meetings, support and leave included — then plan against the remainder.
Look at the next four weeks once a week. If anyone is above their limit, move work before the week starts, not in the middle of it.