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Plan with data, not guesswork
Timely gives you the time data you need to plan capacity accurately. See real workload trends, compare planned vs. actual capacity, and make informed resourcing decisions before problems hit.
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Plan smarter with real-time workload data
Timely captures how your team actually works, without manual input. With accurate time data and AI insights, you can plan capacity with confidence and avoid resource bottlenecks.
Smarter planning, built into your workflow
Timely works with your existing tools and learns from your team’s habits. It reduces admin, improves accuracy, and turns time tracking into a powerful engine for better capacity planning.
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"If you feel blind to areas of improvement or need support in driving operational efficiencies, this tool provides the insights needed to optimize your business."
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How to get it done in Timely
With accurate capacity insights, Timely helps you to plan workloads and future projects based on real data from your teams.
Set weekly capacity
The default is 40 hours, but you can adjust this in your workspace settings. Got a team that works varying hours? No problem, you can set individual capacities in the people settings!
Select a time frame to analyze
View the total logged hours vs available capacity in the upper-right corner, and hover over the bars to see billable vs non-billable time.
Plan workload and future projects
Easily identify underutilized employees and shift them on to billable tasks.
Report on capacity
Generate custom reports with capacity, overtime, and undertime data. Once you're ready, export your reports and optimize team efficiency.
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What is capacity planning and why does it matter?
Capacity planning is the strategic process of checking if a team or business has enough resources to meet demand. For consultancies, agencies, SaaS businesses, and professional services firms, effective capacity planning ensures that workloads are balanced, deadlines are met, and teams are not overburdened, boosting efficiency and profitability.
The impact of capacity planning on business performance
Poor capacity planning can lead to underutilization, where resources are not fully leveraged, or overutilization, where employees are stretched too thin. Both scenarios reduce efficiency, impact profitability, and lead to missed opportunities. A good plan with the right tools ensures resources are allocated wisely, keeping work steady without the risk of overcommitting.
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Challenges in capacity planning
Visibility is everything when it comes to capacity planning. Businesses often struggle with capacity planning due to poor forecasting, changing client needs, and lack of real-time data. Without visibility into how time is spent across teams and projects, it’s difficult to make informed decisions. This leads to last-minute adjustments, wasted resources, burnout and poor decisions.
The role of data in effective capacity planning
Accurate capacity planning relies on data-driven decision-making. Businesses need insights into past performance, billable utilization, and project timelines to predict future workload demands. By using time tracking and project data, companies can ensure they have the right resources to meet client and operational needs.
Measuring capacity versus actual workload
Tracking planned capacity against actual workload means businesses adjust their approach in real-time. If teams consistently exceed planned capacity, it signals a need for better workload distribution or additional hiring. If there’s excess capacity, it presents an opportunity to take on more work, adjust staffing, or optimize internal processes.
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Strategies for improving capacity planning
Effective capacity planning involves balancing workloads, setting realistic deadlines, and letting technology track the progress. Businesses should establish clear processes for tracking time, forecasting demand, and adjusting resources accordingly. By regularly reviewing capacity metrics, companies can proactively manage workloads and prevent bottlenecks before they occur.
How Timely can help
How Timely facilitates effective capacity planning
Timely packs game-changing features to boost capacity planning for consultancies, agencies, SaaS businesses, and professional services firms. Automatic time tracking, detailed reporting, and project management features make Timely the go-to tool for businesses to accurately assess their current workload and forecast future capacity needs. This precise understanding allows for better resource allocation, ensuring that teams are neither overburdened nor underutilized, which is essential for maintaining productivity and profitability.
Timely integrates seamlessly into your workflow, letting you say goodbye to boring admin and hello to more client-focused tasks. This holistic approach not only enhances productivity but also contributes to increased profitability and operational efficiency.
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Automatic time tracking for accurate resource assessment
Timely’s automatic time tracking captures all work activities without manual input, providing an accurate record of how time is spent across tasks and projects. This data is crucial for capacity planning, as it allows businesses to understand the actual time required for various activities, leading to more accurate forecasting and scheduling. Managers can identify patterns, allocate resources more effectively, and anticipate future workload demands, thereby optimizing team performance and project outcomes.
The Memory app operates unobtrusively in the background, recording time spent on various applications and tasks. This continuous tracking allows businesses to pinpoint non-billable tasks consuming valuable time and address them accordingly, leading to better resource utilization and improved profit margins.
Visual dashboards for real-time capacity monitoring
Timely’s visual dashboards offer real-time insights into team workloads, making it easy to spot employees who are over or under capacity. The color-coded capacity bars provide a clear overview of each team member’s status, allowing managers to balance workloads effectively. Timely makes it easy to spot underutilization or overburn, helping boost overall efficiency. Proactive decision-making becomes simple, addressing potential resource constraints before they become critical. Businesses can adjust assignments and timelines in real-time, keeping projects on track and clients happy. Easy peasy!
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Integration with existing workflows
Timely integrates seamlessly with various project management and communication tools, embedding capacity planning into daily workflows. Pairing project management tools with Timely, the world’s best AI-powered automatic time tracker, gives you a powerhouse solution to reduce admin and focus more on client-related tasks. By synchronizing with calendars, email platforms, and other essential software, Timely eliminates the need for duplicate data entry. This interconnectedness streamlines operations, minimizes the risk of errors, and fosters a more cohesive work environment.
Leveraging AI for improved accuracy
Timely utilizes artificial intelligence to analyze work patterns and suggest time entries, minimizing manual errors and ensuring that all work is accounted for. This provides a clearer picture of capacity utilization and areas for improvement. Accurate time tracking and analysis enable businesses to refine their capacity planning strategies and operational processes, directly impacting efficiency and profitability.
The AI learns from user behavior over time, becoming more accurate in its suggestions and reducing the cognitive load on employees. This intelligent assistance not only saves time but also enhances the reliability of time tracking, leading to more precise billing and better financial forecasting.
Ready to make the most of your time?
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What is capacity planning and why does it matter?
The impact of capacity planning on business performance
Challenges in capacity planning
The role of data in effective capacity planning
Measuring capacity versus actual workload
Strategies for improving capacity planning
How Timely can help
How Timely facilitates effective capacity planning
Automatic time tracking for accurate resource assessment
Visual dashboards for real-time capacity monitoring
Integration with existing workflows
Leveraging AI for improved accuracy
Capacity planning in Timely
What is capacity planning and why does it matter?
Capacity planning is the strategic process of checking if a team or business has enough resources to meet demand. For consultancies, agencies, SaaS businesses, and professional services firms, effective capacity planning ensures that workloads are balanced, deadlines are met, and teams are not overburdened, boosting efficiency and profitability.
The impact of capacity planning on business performance
Poor capacity planning can lead to underutilization, where resources are not fully leveraged, or overutilization, where employees are stretched too thin. Both scenarios reduce efficiency, impact profitability, and lead to missed opportunities. A good plan with the right tools ensures resources are allocated wisely, keeping work steady without the risk of overcommitting.
Challenges in capacity planning
Visibility is everything when it comes to capacity planning. Businesses often struggle with capacity planning due to poor forecasting, changing client needs, and lack of real-time data. Without visibility into how time is spent across teams and projects, it’s difficult to make informed decisions. This leads to last-minute adjustments, wasted resources, burnout and poor decisions.
The role of data in effective capacity planning
Accurate capacity planning relies on data-driven decision-making. Businesses need insights into past performance, billable utilization, and project timelines to predict future workload demands. By using time tracking and project data, companies can ensure they have the right resources to meet client and operational needs.
Measuring capacity versus actual workload
Tracking planned capacity against actual workload means businesses adjust their approach in real-time. If teams consistently exceed planned capacity, it signals a need for better workload distribution or additional hiring. If there’s excess capacity, it presents an opportunity to take on more work, adjust staffing, or optimize internal processes.
Strategies for improving capacity planning
Effective capacity planning involves balancing workloads, setting realistic deadlines, and letting technology track the progress. Businesses should establish clear processes for tracking time, forecasting demand, and adjusting resources accordingly. By regularly reviewing capacity metrics, companies can proactively manage workloads and prevent bottlenecks before they occur.
How Timely can help
How Timely facilitates effective capacity planning
Timely packs game-changing features to boost capacity planning for consultancies, agencies, SaaS businesses, and professional services firms. Automatic time tracking, detailed reporting, and project management features make Timely the go-to tool for businesses to accurately assess their current workload and forecast future capacity needs. This precise understanding allows for better resource allocation, ensuring that teams are neither overburdened nor underutilized, which is essential for maintaining productivity and profitability.
Timely integrates seamlessly into your workflow, letting you say goodbye to boring admin and hello to more client-focused tasks. This holistic approach not only enhances productivity but also contributes to increased profitability and operational efficiency.
Automatic time tracking for accurate resource assessment
Timely’s automatic time tracking captures all work activities without manual input, providing an accurate record of how time is spent across tasks and projects. This data is crucial for capacity planning, as it allows businesses to understand the actual time required for various activities, leading to more accurate forecasting and scheduling. Managers can identify patterns, allocate resources more effectively, and anticipate future workload demands, thereby optimizing team performance and project outcomes.
The Memory app operates unobtrusively in the background, recording time spent on various applications and tasks. This continuous tracking allows businesses to pinpoint non-billable tasks consuming valuable time and address them accordingly, leading to better resource utilization and improved profit margins.
Visual dashboards for real-time capacity monitoring
Timely’s visual dashboards offer real-time insights into team workloads, making it easy to spot employees who are over or under capacity. The color-coded capacity bars provide a clear overview of each team member’s status, allowing managers to balance workloads effectively. Timely makes it easy to spot underutilization or overburn, helping boost overall efficiency. Proactive decision-making becomes simple, addressing potential resource constraints before they become critical. Businesses can adjust assignments and timelines in real-time, keeping projects on track and clients happy. Easy peasy!
Integration with existing workflows
Timely integrates seamlessly with various project management and communication tools, embedding capacity planning into daily workflows. Pairing project management tools with Timely, the world’s best AI-powered automatic time tracker, gives you a powerhouse solution to reduce admin and focus more on client-related tasks. By synchronizing with calendars, email platforms, and other essential software, Timely eliminates the need for duplicate data entry. This interconnectedness streamlines operations, minimizes the risk of errors, and fosters a more cohesive work environment.
Leveraging AI for improved accuracy
Timely utilizes artificial intelligence to analyze work patterns and suggest time entries, minimizing manual errors and ensuring that all work is accounted for. This provides a clearer picture of capacity utilization and areas for improvement. Accurate time tracking and analysis enable businesses to refine their capacity planning strategies and operational processes, directly impacting efficiency and profitability.
The AI learns from user behavior over time, becoming more accurate in its suggestions and reducing the cognitive load on employees. This intelligent assistance not only saves time but also enhances the reliability of time tracking, leading to more precise billing and better financial forecasting.
