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When you are planning upcoming or tentative projects, you need to estimate required roles and effort so you can decide whether to take on new work. The Project Capacity Forecast Template in Teamwork gives agency owners and ops managers a clear view of future demand by role, before they say yes to another project.
Instead of juggling capacity planning spreadsheets, you log potential and confirmed projects with rough scope, timelines, and role based effort. The template then acts as a project staffing planner that shows how those projects line up against your team’s real availability over the next few weeks or months.
Use it as a capacity planning template for agencies so you move from gut feel to data backed decisions. You see where you have room to take on new work, where you are already stretched, and when you need to flex with freelancers or new hires.
What is the Project Capacity Forecast Template and when should I use it?
The Project Capacity Forecast Template is a capacity planning template for agencies that compares forecasted project work to your team’s available time. You list upcoming and tentative projects, estimate effort for roles like design, development, and project management, and see how that demand impacts capacity in the weeks ahead.
Use it when you are planning beyond the current week. It is especially useful when your pipeline is busy and you need a fast way to see if your current team can deliver the work already in front of you plus what is coming next.
How do I set up and use this template in Teamwork?
Start by creating a project from the Project Capacity Forecast Template in Teamwork. The template includes a simple structure you can adapt:
Add each upcoming or tentative project with its client name
Set an expected start window and rough end date
Capture estimated effort by role so you know who you will need
Note priority or likelihood, so you can focus on the most probable work
Once that information is in, use Teamwork views to see workload by person and by role across future weeks. Adjust estimates, move dates, or reshuffle priorities until the forecast looks realistic, then use it in pipeline or sales meetings to guide decisions.
How does this template help me decide whether to take on new work?
When a new opportunity appears, you add it to the template with a rough scope, start date, and the roles it will depend on. The forecast view then shows exactly how that project would sit on top of your current and upcoming work.
If key roles are already running close to full capacity in the same period, you can see that risk before you promise dates to the client. From there you choose how to respond: accept the work and move other projects, delay the start, or add extra capacity through hiring or freelancers. Either way, the decision is grounded in data rather than guesswork.
What signs suggest my agency needs capacity forecasting rather than only weekly scheduling?
You probably need a project capacity planning template, not just a weekly planner, if you recognise patterns like:
Saying yes to new projects, then discovering critical roles are already booked
Frequent last minute scrambles to find freelancers or move start dates
A pipeline that looks healthy, but no clear view of when the team will hit its limit
Resource and capacity spreadsheets that are hard to maintain and quickly go out of date
Weekly scheduling keeps the current workload on track. The Project Capacity Forecast Template extends that view into the near future so you can plan hiring, protect your team from overload, and grow your agency in a more controlled way.
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