Any tips/tricks when tracking creative team bandwidth considering existing work load, approved but not schedule workload, and the grey area workload that sometimes stays ambiguous for too long as account does their best to bring it home?

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Make a list of all deliverables in question and forecast/map hours it’ll take to complete each task. Lay them over each other to see how much overlap there is and prioritize existing workload/assess if they can take on more (and if the add’l is paid work).


You're wading into Resoirce Mgmt territory, which, of course, makes its way onto PMs' plates when there isn't a proper Resoirce Management function.

Certainly initially, I would start in strokes that are as broad as possible. If you have to get a view, I suggest day, .5-day, and, if you have to .25-day increments. Hopefully this will provide directional / trend info.

Micro managing hours can quickly become a full-time thing that's best left to pros.

Also, if you can similarly broad-stroke using roles rather than individuals you can avoid becoming a personal scheduler.

Good luck.


My agency isn’t big enough to need resource management, but is not small enough to not need it. That middle ground where sometimes it’s great and sometimes it’s chaos, especially through the 2020 everything is due tomorrow era which is bleeding over to 2021 a bit.

I like your notion of partitioning days and keeping it to job roles instead of people. Makes sense.

Thank you!

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If the company you work for does not use Workfront, Monday or Smart Sheet to schedule and monitor staff utilization you may want to try using a Gannt template from Microsoft 365. They’re free to download however you do have to maintain it manually. In the long term the investment in project management software or SAAS program pays for itself.


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