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Learn the formula and five key principles.","77d9b42e-0193-4339-887f-f947c82dfbcf",{"type":83,"content":84},"doc",[85,153,159,182,188,204,210,230,242,257,263,269,275,281,287,293,312,318,330,336,342,348,354,360,464,470,476,535,555,567,573,579,599,605,610,616,636,641,647,667,673,679,751,756,762,782,787,801,847,853,865,878,890,896,902,908,980,986,992,1012,1024,1030,1036,1042,1048,1103,1131,1143,1149,1258,1261,1372,1375,1387,1393,1403,1413,1423,1432,1442,1451,1461,1470,1479,1488,1502,1512,1524,1529,1535,1540,1546,1551,1557,1562,1568,1573],{"type":86,"attrs":87},"blok",{"id":88,"body":89},"2c659b44-3106-413e-8594-20f2b939b69a",[90],{"_uid":91,"title":92,"content":93,"component":152},"i-7d22f5c7-3688-4b70-bf6a-0ab189f8460a","Team availability management: summary & key takeaways",{"type":83,"content":94},[95],{"type":96,"content":97},"bullet_list",[98,112,122,132,142],{"type":99,"content":100},"list_item",[101],{"type":102,"content":103},"paragraph",[104,110],{"text":105,"type":106,"marks":107},"Definition:","text",[108],{"type":109},"bold",{"text":111,"type":106}," Team availability management is the practice of tracking, calculating, and planning your team's real capacity so you assign work based on data, not assumptions.",{"type":99,"content":113},[114],{"type":102,"content":115},[116,120],{"text":117,"type":106,"marks":118},"Core problem:",[119],{"type":109},{"text":121,"type":106}," Most teams treat calendar free time as available time, leading to overallocation, missed deadlines, and burnout that stays invisible until it's too late.",{"type":99,"content":123},[124],{"type":102,"content":125},[126,130],{"text":127,"type":106,"marks":128},"Calculation matters:",[129],{"type":109},{"text":131,"type":106}," Real availability equals contracted hours minus meetings, admin overhead, PTO, and a buffer for unplanned work. Skipping these deductions means your project plans are fiction.",{"type":99,"content":133},[134],{"type":102,"content":135},[136,140],{"text":137,"type":106,"marks":138},"Five principles:",[139],{"type":109},{"text":141,"type":106}," Start with real capacity, make availability visible, build a weekly rebalancing cadence, separate skill availability from time availability, and protect focused work windows.",{"type":99,"content":143},[144],{"type":102,"content":145},[146,150],{"text":147,"type":106,"marks":148},"Operational payoff:",[149],{"type":109},{"text":151,"type":106}," Teams that manage availability proactively deliver on time, prevent burnout, and gain the confidence to say yes (or no) to incoming work without guessing.","storyKeyTakeaways",{"type":102,"attrs":154,"content":156},{"textAlign":58,"key":155},"p-0",[157],{"text":158,"type":106},"Every delivery director I know has lived the same Monday morning. You open the week thinking you've got enough people on the right projects. By Wednesday, someone's double-booked, a deadline slips, and you're pulling favors to cover a gap nobody saw coming.",{"type":102,"attrs":160,"content":162},{"textAlign":58,"key":161},"p-1",[163,165,180],{"text":164,"type":106},"It's the kind of problem that feels like bad luck. It isn't. It's a visibility gap, and it shows up every time you plan work without knowing your team's actual ",{"text":166,"type":106,"marks":167},"resource capacity",[168],{"type":169,"attrs":170},"link",{"href":171,"uuid":172,"anchor":58,"target":58,"linktype":173,"story":174},"/blog/workforce-capacity-planning/","9468846f-08e7-457a-ac9c-91a5df710183","story",{"name":175,"id":176,"uuid":172,"slug":177,"url":178,"full_slug":178,"_stopResolving":179},"Workforce capacity planning: How to stop guessing and start forecasting your team's capacity",166833668628398,"workforce-capacity-planning","blog/workforce-capacity-planning",true,{"text":181,"type":106},".",{"type":102,"attrs":183,"content":185},{"textAlign":58,"key":184},"p-2",[186],{"text":187,"type":106},"In this guide, I'll walk you through what team availability management really means and how to calculate it honestly. I'll cover the five principles that make it work at scale and the mistakes I see delivery teams repeat. I'll also show you how we approach it at Teamwork.com with features built for this challenge. Whether you're running a 10-person delivery team or coordinating resources across 50 people and a dozen active projects, the framework is the same.",{"type":189,"attrs":190,"content":192},"heading",{"level":191,"textAlign":58},2,[193],{"text":194,"type":106,"marks":195},"What is team availability management?",[196,199,203],{"type":197,"attrs":198},"textStyle",{"color":55},{"type":200,"attrs":201},"anchor",{"id":202},"what-is-team-availability-management",{"type":109},{"type":102,"attrs":205,"content":207},{"textAlign":58,"key":206},"p-3",[208],{"text":209,"type":106},"I spent years treating resource availability and team availability as the same thing. They're not, and the difference matters when you're running multiple projects.",{"type":102,"attrs":211,"content":213},{"textAlign":58,"key":212},"p-4",[214,216,228],{"text":215,"type":106},"Team availability management is the practice of understanding who on your team has the time, skills, and capacity to take on work during a given period. It goes beyond checking a calendar. It accounts for existing commitments, planned time off, admin overhead, and the kind of deep work that doesn't show up in a status meeting. For a full breakdown of resource availability as a concept, including definitions and tracking methods, ",{"text":217,"type":106,"marks":218},"our guide to resource availability",[219],{"type":169,"attrs":220},{"href":221,"uuid":222,"anchor":58,"target":58,"linktype":173,"story":223},"/blog/resource-availability/","5316265c-14e0-45ad-b2f6-187d378cc285",{"name":224,"id":225,"uuid":222,"slug":226,"url":227,"full_slug":227,"_stopResolving":179},"What is resource availability? How to track it and reap the benefits",633236935,"resource-availability","blog/resource-availability",{"text":229,"type":106}," covers the fundamentals.",{"type":189,"attrs":231,"content":232},{"level":191,"textAlign":58},[233],{"text":234,"type":106,"marks":235},"Why most teams get availability wrong",[236,238,241],{"type":197,"attrs":237},{"color":55},{"type":200,"attrs":239},{"id":240},"why-most-teams-get-availability-wrong",{"type":109},{"type":102,"attrs":243,"content":245},{"textAlign":58,"key":244},"p-5",[246,248,255],{"text":247,"type":106},"The pattern I keep seeing across delivery teams is this: nobody questions the plan until something breaks. A project falls behind, a team member quietly burns out, or a client escalates because a deliverable moved. Then everyone looks at the schedule and says, \"I thought she was available.\" A ",{"text":249,"type":106,"marks":250},"Harvard Business Review analysis",[251],{"type":169,"attrs":252},{"href":253,"uuid":58,"anchor":58,"target":58,"linktype":254},"https://hbr.org/2021/09/the-problem-with-being-too-busy","url",{"text":256,"type":106}," found that the vast majority of professionals consistently overestimate how much time they have available for new work.",{"type":102,"attrs":258,"content":260},{"textAlign":58,"key":259},"p-6",[261],{"text":262,"type":106},"That gap between perceived availability and real availability is where most operational pain starts.",{"type":102,"attrs":264,"content":266},{"textAlign":58,"key":265},"p-7",[267],{"text":268,"type":106},"Here's what drives it. First, availability data lives in too many places. One person checks a shared calendar. Another looks at a spreadsheet.",{"type":102,"attrs":270,"content":272},{"textAlign":58,"key":271},"p-8",[273],{"text":274,"type":106},"The project manager relies on a standup update from three days ago. None of these sources agree, and none of them account for the meeting that just got added this morning.",{"type":102,"attrs":276,"content":278},{"textAlign":58,"key":277},"p-9",[279],{"text":280,"type":106},"Second, most teams confuse \"not assigned to a project task\" with \"available.\" A team member might have eight hours of unassigned time on paper, but four of those hours are meetings, one is admin, and two are context-switching between three other projects. That leaves one real hour. Plan against eight and you've just overallocated by 700%.",{"type":102,"attrs":282,"content":284},{"textAlign":58,"key":283},"p-10",[285],{"text":286,"type":106},"Third, skill availability hides behind time availability. You might have two designers with open capacity, but neither knows the design system for the client that needs help. Time is available. The right skill isn't.",{"type":102,"attrs":288,"content":290},{"textAlign":58,"key":289},"p-11",[291],{"text":292,"type":106},"Fourth, there's no single owner of availability data. In many organizations, each project manager tracks their own team's assignments. Nobody has the cross-project view. When two PMs independently assign 30 hours of work to the same person in the same week, neither one knows until the conflict surfaces as a missed deadline.",{"type":102,"attrs":294,"content":296},{"textAlign":58,"key":295},"p-12",[297,299,311],{"text":298,"type":106},"Finally, reactive management becomes the default. Instead of planning availability weekly, teams wait until someone raises a flag. By then, the damage is done: deadlines have moved, clients are frustrated, and the team member who absorbed the overflow is halfway to ",{"text":300,"type":106,"marks":301},"burnout",[302],{"type":169,"attrs":303},{"href":304,"uuid":305,"anchor":58,"target":58,"linktype":173,"story":306},"/blog/avoid-task-overload/","b62ce11e-a971-4566-99ae-4da0379a9ed4",{"name":307,"id":308,"uuid":305,"slug":309,"url":310,"full_slug":310,"_stopResolving":179},"How to avoid task overload (and protect your team's best work)",175320648982650,"avoid-task-overload","blog/avoid-task-overload",{"text":181,"type":106},{"type":102,"attrs":313,"content":315},{"textAlign":58,"key":314},"p-13",[316],{"text":317,"type":106},"The operational cost is real. When delivery directors spend their mornings untangling scheduling conflicts instead of reviewing project progress, the whole team slows down. What we see across our customers at Teamwork.com is consistent. The shift from reactive to proactive availability management typically recovers five to eight hours per week of leadership time previously consumed by firefighting.",{"type":189,"attrs":319,"content":320},{"level":191,"textAlign":58},[321],{"text":322,"type":106,"marks":323},"How to calculate your team's real availability",[324,326,329],{"type":197,"attrs":325},{"color":55},{"type":200,"attrs":327},{"id":328},"how-to-calculate-your-team-s-real-availability",{"type":109},{"type":102,"attrs":331,"content":333},{"textAlign":58,"key":332},"p-14",[334],{"text":335,"type":106},"I used to plan projects assuming a 40-hour week meant 40 hours of available capacity. It took about three missed deadlines for me to learn that a 40-hour week and 40 available hours are very different things.",{"type":102,"attrs":337,"content":339},{"textAlign":58,"key":338},"p-15",[340],{"text":341,"type":106},"Real availability is what remains after you subtract everything that isn't direct project work. Here's the formula:",{"type":102,"attrs":343,"content":345},{"textAlign":58,"key":344},"p-16",[346],{"text":347,"type":106},"$$\\text{Available Hours} = \\text{Contracted Hours} - \\text{Meetings} - \\text{Admin Overhead} - \\text{PTO} - \\text{Buffer}$$",{"type":102,"attrs":349,"content":351},{"textAlign":58,"key":350},"p-17",[352],{"text":353,"type":106},"The buffer matters. Unplanned work shows up every week: an urgent client request, a production issue, a last-minute scope question. If you don't budget for it, it eats into project time and every estimate runs over.",{"type":102,"attrs":355,"content":357},{"textAlign":58,"key":356},"p-18",[358],{"text":359,"type":106},"Here's what this looks like in practice for a team of eight:",{"type":86,"attrs":361},{"id":362,"body":363},"624048f9-57a2-4dd6-bdf7-c07a91d61782",[364],{"_uid":365,"title":366,"header":367,"padding":378,"component":379,"categories":380,"withHeaderPrice":61},"i-2d9b05fc-bf91-4357-892c-648aff12714d","Deduction",[368,374],{"_uid":369,"price":55,"title":370,"ctaLink":371,"ctaLabel":55,"subtitle":55,"component":373,"highlighted":61},"i-892c16ac-174b-4ecb-a62a-068006c4b99d","Hours/person/week",{"id":55,"url":55,"linktype":173,"fieldtype":372,"cached_url":55},"multilink","TwComparisonHeaderItem",{"_uid":375,"price":55,"title":376,"ctaLink":377,"ctaLabel":55,"subtitle":55,"component":373,"highlighted":61},"i-2c838583-a793-46f1-8185-2111b9378ea3","Team total (8 people)",{"id":55,"url":55,"linktype":173,"fieldtype":372,"cached_url":55},"pb-0","TwComparisonSection",[381],{"_uid":382,"rows":383,"text":55,"title":55,"component":463},"i-c86b5fa6-bf60-4f57-bf94-13b414ccd83c",[384,400,413,426,439,450],{"_uid":385,"cols":386,"header":394,"component":399},"i-8bf25feb-e2e2-4761-82ec-2873bab00966",[387,391],{"_uid":388,"icon":55,"text":389,"component":390},"i-98b03cc3-a986-4bb4-8422-61a0ee748f4c","40","TwComparisonColItem",{"_uid":392,"icon":55,"text":393,"component":390},"i-0b5bf5fa-a87c-4fc8-8427-40097e96710f","320",[395],{"_uid":396,"title":397,"tooltip":55,"component":398},"i-592e99b9-3696-4922-8bd1-10290a7f7665","Contracted hours","TwComparisonColHeader","TwComparisonRow",{"_uid":401,"cols":402,"header":409,"component":399},"i-48df6311-fafb-4c1e-8912-4cc638113351",[403,406],{"_uid":404,"icon":55,"text":405,"component":390},"i-304bb5fc-99bc-440e-8c5b-54a2f76db32f","-5",{"_uid":407,"icon":55,"text":408,"component":390},"i-16e5ec39-de8b-43c3-a805-fb209ef38000","-40",[410],{"_uid":411,"title":412,"tooltip":55,"component":398},"i-3a595854-8a46-402e-8ddf-20143cee5559","Meetings and standups",{"_uid":414,"cols":415,"header":422,"component":399},"i-29104e68-dc26-46f0-9f5b-a43da7f660b1",[416,419],{"_uid":417,"icon":55,"text":418,"component":390},"i-d8e3235b-46dc-4b39-863a-ee8ab4d44b67","-3",{"_uid":420,"icon":55,"text":421,"component":390},"i-31613e7a-17f9-413d-8a21-48716f29c8d8","-24",[423],{"_uid":424,"title":425,"tooltip":55,"component":398},"i-8ac42c9e-8d44-4589-8945-53e8ac71c951","Admin, email, internal comms",{"_uid":427,"cols":428,"header":435,"component":399},"i-e510c3b1-2529-47eb-84f3-9850f06a3e54",[429,432],{"_uid":430,"icon":55,"text":431,"component":390},"i-b5c1ab47-a28b-4bc8-95fb-e19ca6536824","-2",{"_uid":433,"icon":55,"text":434,"component":390},"i-f554d4ee-9a7a-4cf7-8d58-9f9295f44235","-16",[436],{"_uid":437,"title":438,"tooltip":55,"component":398},"i-830b9f93-1217-4105-8d3f-563e46be475d","PTO (averaged weekly)",{"_uid":440,"cols":441,"header":446,"component":399},"i-0610eae8-019e-4efb-8946-f154bc71c61c",[442,444],{"_uid":443,"icon":55,"text":418,"component":390},"i-88e5daa1-8fbb-426c-9c19-f2f188318174",{"_uid":445,"icon":55,"text":421,"component":390},"i-7a956eb5-6977-417f-8378-882590b4fbed",[447],{"_uid":448,"title":449,"tooltip":55,"component":398},"i-a5f744f4-d0f2-4835-8e0c-3f1878891fca","Unplanned work buffer",{"_uid":451,"cols":452,"header":459,"component":399},"i-7c0337a4-732b-4a24-b084-5714d0cfecf9",[453,456],{"_uid":454,"icon":55,"text":455,"component":390},"i-086e8025-cce6-4fc0-a5b9-0e76384d7b86","27",{"_uid":457,"icon":55,"text":458,"component":390},"i-9cafcb51-1804-4c81-b96f-93600e36ebe5","216",[460],{"_uid":461,"title":462,"tooltip":55,"component":398},"i-8d5a7a30-2336-499b-a716-dd2d63d03ba7","Real available hours","TwComparisonCollapsable",{"type":102,"attrs":465,"content":467},{"textAlign":58,"key":466},"p-19",[468],{"text":469,"type":106},"That's 216 hours out of a theoretical 320. Plan against 320 and you'll overcommit by nearly a third every single week.",{"type":102,"attrs":471,"content":473},{"textAlign":58,"key":472},"p-20",[474],{"text":475,"type":106},"This calculation also surfaces the difference between three related metrics that delivery directors need to track separately:",{"type":86,"attrs":477},{"id":478,"body":479},"05f1e3a3-87b3-4208-bdc8-78754cf59f1d",[480],{"_uid":481,"title":482,"header":483,"padding":378,"component":379,"categories":492,"withHeaderPrice":61},"i-8c544c44-a085-4c9a-8884-fb74e0b1ed8c","Metric",[484,488],{"_uid":485,"price":55,"title":486,"ctaLink":487,"ctaLabel":55,"subtitle":55,"component":373,"highlighted":61},"i-9716c45e-6f76-4ba7-a429-e90ac6ef2425","What it measures",{"id":55,"url":55,"linktype":173,"fieldtype":372,"cached_url":55},{"_uid":489,"price":55,"title":490,"ctaLink":491,"ctaLabel":55,"subtitle":55,"component":373,"highlighted":61},"i-fc46aeab-8dad-4b9a-af02-58e90ababcab","Why it matters",{"id":55,"url":55,"linktype":173,"fieldtype":372,"cached_url":55},[493],{"_uid":494,"rows":495,"text":55,"title":55,"component":463},"i-ce61ee57-7a45-40fe-b8fc-3924b65e2b42",[496,509,522],{"_uid":497,"cols":498,"header":505,"component":399},"i-ef1e6b68-8855-4125-a43c-507acb48f56a",[499,502],{"_uid":500,"icon":55,"text":501,"component":390},"i-8ef3b0c1-9e56-49ff-9f71-691e59283fa5","Hours genuinely free for new work",{"_uid":503,"icon":55,"text":504,"component":390},"i-9397703e-7201-425a-adc4-86e1783eeb79","Prevents overallocation",[506],{"_uid":507,"title":508,"tooltip":55,"component":398},"i-f677eeca-0133-48ed-aa58-80f12fe852f0","Availability",{"_uid":510,"cols":511,"header":518,"component":399},"i-5fd8d0f4-d063-4628-b675-b7be08d5fb98",[512,515],{"_uid":513,"icon":55,"text":514,"component":390},"i-2d6da9bd-76c2-4200-9069-81b1a3834ede","Total hours a person could work",{"_uid":516,"icon":55,"text":517,"component":390},"i-9caf6634-ef3f-42c6-83ae-823a1ab411d2","Sets the upper boundary",[519],{"_uid":520,"title":521,"tooltip":55,"component":398},"i-8aec790c-79ee-4b13-b5b2-7bf150f984ba","Capacity",{"_uid":523,"cols":524,"header":531,"component":399},"i-ad9d45c3-6868-460e-b6ff-bdbc98941140",[525,528],{"_uid":526,"icon":55,"text":527,"component":390},"i-ed7464a9-680b-4016-ac4e-67a0dc49a838","Percentage of available hours spent on billable work",{"_uid":529,"icon":55,"text":530,"component":390},"i-11bf1ca0-d742-4195-a0a9-00a00d17ba31","Drives profitability",[532],{"_uid":533,"title":534,"tooltip":55,"component":398},"i-22ebbec6-d959-4365-834f-7305c77b34e6","Utilization",{"type":102,"attrs":536,"content":538},{"textAlign":58,"key":537},"p-21",[539,541,553],{"text":540,"type":106},"You can track availability without tracking utilization, but you can't track utilization accurately without knowing real availability first. If you want to benchmark your team's current utilization, the ",{"text":542,"type":106,"marks":543},"utilization rate calculator",[544],{"type":169,"attrs":545},{"href":546,"uuid":547,"anchor":58,"target":58,"linktype":173,"story":548},"/resources/calculators/billable-utilization-rate/","931a7a08-9356-40b1-85ac-d0b408a91fb5",{"name":549,"id":550,"uuid":547,"slug":551,"url":552,"full_slug":552,"_stopResolving":179},"Billable Utilization Rate Calculator",686119504,"billable-utilization-rate","resources/calculators/billable-utilization-rate",{"text":554,"type":106}," is a good place to start.",{"type":189,"attrs":556,"content":557},{"level":191,"textAlign":58},[558],{"text":559,"type":106,"marks":560},"Five principles that make availability management work",[561,563,566],{"type":197,"attrs":562},{"color":55},{"type":200,"attrs":564},{"id":565},"five-principles-that-make-availability-management-work",{"type":109},{"type":102,"attrs":568,"content":570},{"textAlign":58,"key":569},"p-22",[571],{"text":572,"type":106},"What I keep seeing across delivery teams is that the ones who manage availability well don't rely on a single tool or a clever spreadsheet. They follow a set of operating principles that keep the data honest and the decisions fast.",{"type":189,"attrs":574,"content":576},{"level":575,"textAlign":58},3,[577],{"text":578,"type":106},"Start with real capacity, not calendar gaps",{"type":102,"attrs":580,"content":582},{"textAlign":58,"key":581},"p-23",[583,585,597],{"text":584,"type":106},"I mentioned the 40-hour trap above. The first principle is to baseline every team member's real available hours before you assign anything. This means accounting for their working pattern, recurring commitments, and any non-project time that's already spoken for. Getting ",{"text":586,"type":106,"marks":587},"workload management",[588],{"type":169,"attrs":589},{"href":590,"uuid":591,"anchor":58,"target":58,"linktype":173,"story":592},"/blog/workload-management/","7766cd86-9d22-48a7-8515-7a37a90dc0a2",{"name":593,"id":594,"uuid":591,"slug":595,"url":596,"full_slug":596,"_stopResolving":179},"Workload management: 10 ways to increase your team's efficiency",366778983,"workload-management","blog/workload-management",{"text":598,"type":106}," right starts here.",{"type":102,"attrs":600,"content":602},{"textAlign":58,"key":601},"p-24",[603],{"text":604,"type":106},"Some teams do this once a quarter and assume it holds. It doesn't. People join, leave, change hours, or pick up new internal responsibilities. A monthly review of baseline capacity is the minimum cadence that keeps the data accurate.",{"type":189,"attrs":606,"content":607},{"level":575,"textAlign":58},[608],{"text":609,"type":106},"Make availability visible to the whole team",{"type":102,"attrs":611,"content":613},{"textAlign":58,"key":612},"p-25",[614],{"text":615,"type":106},"The second principle is transparency. When availability data sits in the delivery director's head or in a spreadsheet only one person updates, the rest of the team operates blind. Project managers assign work without checking. Team leads say yes to requests they shouldn't.",{"type":102,"attrs":617,"content":619},{"textAlign":58,"key":618},"p-26",[620,622,634],{"text":621,"type":106},"Making availability visible means giving everyone a shared, real-time view of who has capacity and who doesn't. It doesn't require a complicated dashboard. It requires one source of truth, like a ",{"text":623,"type":106,"marks":624},"resource management system",[625],{"type":169,"attrs":626},{"href":627,"uuid":628,"anchor":58,"target":58,"linktype":173,"story":629},"/blog/resource-management-system/","427f78d6-8ed8-421e-94ad-96bb50682690",{"name":630,"id":631,"uuid":628,"slug":632,"url":633,"full_slug":633,"_stopResolving":179},"A comprehensive guide to resource management systems",552458406,"resource-management-system","blog/resource-management-system",{"text":635,"type":106},", that updates as assignments, PTO, and scope changes happen.",{"type":189,"attrs":637,"content":638},{"level":575,"textAlign":58},[639],{"text":640,"type":106},"Build a weekly rebalancing cadence",{"type":102,"attrs":642,"content":644},{"textAlign":58,"key":643},"p-27",[645],{"text":646,"type":106},"This is the principle that separates teams who manage availability from teams who react to problems. Every Monday (or whatever day starts your planning week), run a 15-to-20-minute availability review across active projects.",{"type":102,"attrs":648,"content":650},{"textAlign":58,"key":649},"p-28",[651,653,665],{"text":652,"type":106},"Check three things: who's overallocated this week, who has spare capacity, and whether any upcoming deadlines are at risk because of availability gaps. When Community Link Consulting moved from spreadsheet-based planning to a structured approach with Teamwork.com, they gained ",{"text":654,"type":106,"marks":655},"quantifiable three-and-six-month resource projections",[656],{"type":169,"attrs":657},{"href":658,"uuid":659,"anchor":58,"target":58,"linktype":173,"story":660},"/customer-stories/community-link-consulting/","60bb5ccb-943a-4fce-baca-c722b0ab3359",{"name":661,"id":662,"uuid":659,"slug":663,"url":664,"full_slug":664,"_stopResolving":179},"Community Link Consulting",637441675,"community-link-consulting","customer-stories/community-link-consulting",{"text":666,"type":106}," that made those weekly reviews possible without manual data-gathering.",{"type":102,"attrs":668,"content":670},{"textAlign":58,"key":669},"p-29",[671],{"text":672,"type":106},"The review should take less time than the problems it prevents. If it takes longer, the underlying data isn't clean enough and that's the real issue to fix.",{"type":102,"attrs":674,"content":676},{"textAlign":58,"key":675},"p-30",[677],{"text":678,"type":106},"Here's what a weekly availability review typically covers:",{"type":86,"attrs":680},{"id":681,"body":682},"825ae404-657a-40fc-839d-d468fa167b60",[683],{"_uid":684,"title":685,"header":686,"padding":378,"component":379,"categories":695,"withHeaderPrice":61},"i-8311024f-a628-4265-9e3a-0d2aeb308cbd","Check",[687,691],{"_uid":688,"price":55,"title":689,"ctaLink":690,"ctaLabel":55,"subtitle":55,"component":373,"highlighted":61},"i-350600f8-dbd8-4a80-a1e5-3b10d096992e","What to look for",{"id":55,"url":55,"linktype":173,"fieldtype":372,"cached_url":55},{"_uid":692,"price":55,"title":693,"ctaLink":694,"ctaLabel":55,"subtitle":55,"component":373,"highlighted":61},"i-7f51f514-bbcb-4a1a-8267-bdbab39a4ff4","Action if flagged",{"id":55,"url":55,"linktype":173,"fieldtype":372,"cached_url":55},[696],{"_uid":697,"rows":698,"text":55,"title":55,"component":463},"i-425f812b-79e4-4aea-b2ce-447dbe504633",[699,712,725,738],{"_uid":700,"cols":701,"header":708,"component":399},"i-d56b306c-5568-48c8-a1df-532e459cf088",[702,705],{"_uid":703,"icon":55,"text":704,"component":390},"i-16645b79-e65a-41a7-9414-d8aa11d2684d","Any person above 85% committed hours",{"_uid":706,"icon":55,"text":707,"component":390},"i-ed1e883b-84ec-4bef-a79e-42fb7f2fa505","Reassign tasks or push deadline",[709],{"_uid":710,"title":711,"tooltip":55,"component":398},"i-8cf38b27-5a31-4329-9ab7-c9b4e6bba506","Overallocation",{"_uid":713,"cols":714,"header":721,"component":399},"i-5b0e8056-46ab-40f8-8589-e4c7e255c8b8",[715,718],{"_uid":716,"icon":55,"text":717,"component":390},"i-a8dbd03d-4fec-4847-be46-25edcaf70fc8","Anyone below 50% committed hours",{"_uid":719,"icon":55,"text":720,"component":390},"i-8fbc9ec9-1ff5-4e37-bfc8-95830c63114e","Pull forward upcoming tasks",[722],{"_uid":723,"title":724,"tooltip":55,"component":398},"i-924e7b5c-7352-4b0a-b7ac-b0f179905b4e","Spare capacity",{"_uid":726,"cols":727,"header":734,"component":399},"i-f73e1c54-2d50-43ce-8bc1-e984fb718b2f",[728,731],{"_uid":729,"icon":55,"text":730,"component":390},"i-99443eb0-79a3-4c18-9f95-acd7fee627a6","Tasks due this week with owner above capacity",{"_uid":732,"icon":55,"text":733,"component":390},"i-96e04ae5-5809-429e-9c12-698425d37d49","Redistribute or negotiate timeline",[735],{"_uid":736,"title":737,"tooltip":55,"component":398},"i-c2f4434e-5731-4f56-ac38-ad20fc2c7421","Deadline risk",{"_uid":739,"cols":740,"header":747,"component":399},"i-f07975fa-e26c-4e15-b1e8-32ad6859c19e",[741,744],{"_uid":742,"icon":55,"text":743,"component":390},"i-a934dd1d-22a8-4f40-939c-cb4364fc307f","Upcoming leave not yet reflected in plans",{"_uid":745,"icon":55,"text":746,"component":390},"i-e8ccee10-2042-4680-a69b-2e6b06b71795","Adjust assignments now, not on departure day",[748],{"_uid":749,"title":750,"tooltip":55,"component":398},"i-ef97fd7f-1135-4355-877d-9928aeaf643a","PTO conflicts",{"type":189,"attrs":752,"content":753},{"level":575,"textAlign":58},[754],{"text":755,"type":106},"Separate skill availability from time availability",{"type":102,"attrs":757,"content":759},{"textAlign":58,"key":758},"p-31",[760],{"text":761,"type":106},"A common mistake I see is treating all available hours as interchangeable. They're not. A senior developer with 10 free hours this week can't fill the gap left by a UX researcher who's on leave. Time availability and skill availability are two different dimensions, and your planning process needs to account for both.",{"type":102,"attrs":763,"content":765},{"textAlign":58,"key":764},"p-32",[766,768,780],{"text":767,"type":106},"This matters most when you're forecasting. If you know a project needs 40 hours of front-end development next month, you need to check whether your front-end developers specifically have that capacity, not whether your team in aggregate does. This is where ",{"text":769,"type":106,"marks":770},"resource planning",[771],{"type":169,"attrs":772},{"href":773,"uuid":774,"anchor":58,"target":58,"linktype":173,"story":775},"/blog/resource-planning/","47838dfb-4e20-441d-a9a4-4972151107ac",{"name":776,"id":777,"uuid":774,"slug":778,"url":779,"full_slug":779,"_stopResolving":179},"How to dramatically improve resource planning across your team",363961726,"resource-planning","blog/resource-planning",{"text":781,"type":106}," becomes essential.",{"type":189,"attrs":783,"content":784},{"level":575,"textAlign":58},[785],{"text":786,"type":106},"Protect focused work windows",{"type":102,"attrs":788,"content":790},{"textAlign":58,"key":789},"p-33",[791,793,799],{"text":792,"type":106},"The last principle is the hardest to enforce. Even when you've calculated availability accurately, meetings and interruptions erode it. Research from the ",{"text":794,"type":106,"marks":795},"American Psychological Association",[796],{"type":169,"attrs":797},{"href":798,"uuid":58,"anchor":58,"target":58,"linktype":254},"https://www.apa.org/topics/research/multitasking",{"text":800,"type":106}," confirms that task switching reduces productivity by up to 40%. A team member with 27 available hours spread across 30-minute gaps between calls will produce less meaningful output than someone with 27 hours in three focused blocks.",{"type":86,"attrs":802},{"id":803,"body":804},"fb5976d7-f592-4600-8d4f-e36964b6924f",[805],{"_uid":806,"title":807,"header":808,"padding":378,"component":379,"categories":817,"withHeaderPrice":61},"i-6032fecc-f39c-497e-9f32-45340a9e4317","Approach",[809,813],{"_uid":810,"price":55,"title":811,"ctaLink":812,"ctaLabel":55,"subtitle":55,"component":373,"highlighted":61},"i-7c3740f8-d235-4352-9c28-ad0659f7b0db","What happens",{"id":55,"url":55,"linktype":173,"fieldtype":372,"cached_url":55},{"_uid":814,"price":55,"title":815,"ctaLink":816,"ctaLabel":55,"subtitle":55,"component":373,"highlighted":61},"i-2160101a-38b5-49c7-a4c6-8c955e2a8813","Result",{"id":55,"url":55,"linktype":173,"fieldtype":372,"cached_url":55},[818],{"_uid":819,"rows":820,"text":55,"title":55,"component":463},"i-4a2b7c03-9964-40a4-84c1-5b24d132b597",[821,834],{"_uid":822,"cols":823,"header":830,"component":399},"i-3faaeeed-b9e6-407e-b38f-c3237ec9d1f4",[824,827],{"_uid":825,"icon":55,"text":826,"component":390},"i-dec226b7-5baf-43fb-9834-042d41d0fb71","Work fills whatever gaps exist between meetings",{"_uid":828,"icon":55,"text":829,"component":390},"i-add4bb67-372f-487a-88b4-bc1cf8dc72a5","Fragmented output, missed deadlines",[831],{"_uid":832,"title":833,"tooltip":55,"component":398},"i-52e02ae2-f602-4bc7-88d0-5ab83b3f1059","Reactive scheduling",{"_uid":835,"cols":836,"header":843,"component":399},"i-76b26532-8db0-458e-94b2-5c8af700e87c",[837,840],{"_uid":838,"icon":55,"text":839,"component":390},"i-d0b5cdd5-4866-4d31-a24a-29a3de194eb2","Protected blocks for deep work, grouped meetings",{"_uid":841,"icon":55,"text":842,"component":390},"i-5c295c6f-67d1-4bbe-a830-ab7fd6a311e4","Focused output, reliable delivery",[844],{"_uid":845,"title":846,"tooltip":55,"component":398},"i-3082c40c-f728-465b-89d6-c1f7b0e0937d","Proactive scheduling",{"type":102,"attrs":848,"content":850},{"textAlign":58,"key":849},"p-34",[851],{"text":852,"type":106},"Protecting focused work means treating availability not just as a number, but as a quality measure. Two hours of uninterrupted work is worth more than four hours of fragmented time.",{"type":102,"attrs":854,"content":856},{"textAlign":58,"key":855},"p-35",[857,859],{"text":858,"type":106},"The key takeaway? T",{"text":860,"type":106,"marks":861},"he teams that succeed at availability management share one trait: they treat it as a weekly operating rhythm, not a quarterly planning exercise. The data stays fresh because someone owns it.",[862],{"type":197,"attrs":863},{"color":864},"#1D1C39",{"type":86,"attrs":866},{"id":867,"body":868},"c9cfe4a3-2db7-4615-808f-ae3861b8fa21",[869],{"_uid":870,"text":871,"title":872,"ctaLink":873,"padding":55,"ctaLabel":875,"component":876,"thumbnail":877,"openInNewTab":61},"i-9971c135-96c7-4a50-b306-846231b0abb3","Teamwork.com shows every team member's capacity at a glance, so you assign with confidence, not guesswork.","See who's available before you assign work",{"id":55,"url":874,"linktype":254,"fieldtype":372,"cached_url":874},"/signup/","Start free","storyResourceBannerCta",{},{"type":189,"attrs":879,"content":880},{"level":191,"textAlign":58},[881],{"text":882,"type":106,"marks":883},"How to manage availability across multiple projects",[884,886,889],{"type":197,"attrs":885},{"color":55},{"type":200,"attrs":887},{"id":888},"how-to-manage-availability-across-multiple-projects",{"type":109},{"type":102,"attrs":891,"content":893},{"textAlign":58,"key":892},"p-36",[894],{"text":895,"type":106},"I've managed teams where three project managers were independently pulling from the same two people, and nobody knew until both projects slipped. The hardest availability problems show up when your team is split across multiple projects at once. One person might look 60% available on Project A, but they're also 50% committed to Project B. The math doesn't work, and the conflict stays hidden until both project managers need that person on the same day.",{"type":102,"attrs":897,"content":899},{"textAlign":58,"key":898},"p-37",[900],{"text":901,"type":106},"Cross-project visibility is what separates teams that can scale from teams that cap out. Without it, every project manager plans in isolation, and the team member absorbs the collision.",{"type":102,"attrs":903,"content":905},{"textAlign":58,"key":904},"p-38",[906],{"text":907,"type":106},"Here's a four-step framework for managing availability across concurrent projects:",{"type":86,"attrs":909},{"id":910,"body":911},"bc9ce663-4281-4a41-b9d9-f73e367d17d6",[912],{"_uid":913,"title":914,"header":915,"padding":378,"component":379,"categories":924,"withHeaderPrice":61},"i-91868284-42ba-4a12-a1b7-e62b4baecb77","Step",[916,920],{"_uid":917,"price":55,"title":918,"ctaLink":919,"ctaLabel":55,"subtitle":55,"component":373,"highlighted":61},"i-ad762523-74b8-4834-87f4-6bb57ce1d259","Action",{"id":55,"url":55,"linktype":173,"fieldtype":372,"cached_url":55},{"_uid":921,"price":55,"title":922,"ctaLink":923,"ctaLabel":55,"subtitle":55,"component":373,"highlighted":61},"i-7b594bbf-a50f-4707-ab31-d15162079cef","Outcome",{"id":55,"url":55,"linktype":173,"fieldtype":372,"cached_url":55},[925],{"_uid":926,"rows":927,"text":55,"title":55,"component":463},"i-339696a8-472e-4129-817a-c6254f93c052",[928,941,954,967],{"_uid":929,"cols":930,"header":937,"component":399},"i-9445456b-23cc-4ee1-b3dc-213e528c8ed5",[931,934],{"_uid":932,"icon":55,"text":933,"component":390},"i-4e4c313e-21f3-46b1-80d1-a05836122e0a","Use a single system for all active projects",{"_uid":935,"icon":55,"text":936,"component":390},"i-a4685f2c-82c6-4717-9d6c-c1b3b28e4a86","Eliminates conflicting spreadsheets",[938],{"_uid":939,"title":940,"tooltip":55,"component":398},"i-d69cadfb-e6d3-4fbf-b271-5df1fe45c72d","1. Centralize all project assignments",{"_uid":942,"cols":943,"header":950,"component":399},"i-77f90f70-fdc0-4d3c-83af-2e2055296ad6",[944,947],{"_uid":945,"icon":55,"text":946,"component":390},"i-aa465294-a5df-4a7e-ae71-5c4d140b6f43","Check total committed hours, not just per-project hours",{"_uid":948,"icon":55,"text":949,"component":390},"i-87e04a62-7b4e-426f-b37e-d9b17e57a342","Catches overallocation early",[951],{"_uid":952,"title":953,"tooltip":55,"component":398},"i-cd213e3f-e862-4110-b2aa-5bc0a770978e","2. View cross-project allocation per person",{"_uid":955,"cols":956,"header":963,"component":399},"i-ec605ad1-4077-489c-a129-a375c05f8ea8",[957,960],{"_uid":958,"icon":55,"text":959,"component":390},"i-9751cde1-fbeb-4cdc-9f6c-324d82d800ce","Model incoming work before committing people",{"_uid":961,"icon":55,"text":962,"component":390},"i-77ae67a8-c352-4881-8ad0-3b2bc04db75f","De-risks new engagements",[964],{"_uid":965,"title":966,"tooltip":55,"component":398},"i-3db87b4d-07c3-4d89-90ca-3ac3dc346e3a","3. Plan tentative projects separately",{"_uid":968,"cols":969,"header":976,"component":399},"i-bba9a929-1740-4f90-8ec7-c969494c6a41",[970,973],{"_uid":971,"icon":55,"text":972,"component":390},"i-42a5c1d8-9348-4950-97b4-35f63d32d2dd","Shift assignments when priorities change",{"_uid":974,"icon":55,"text":975,"component":390},"i-84ecb98a-abfd-4dec-a7c2-0102024191a6","Prevents silent overload",[977],{"_uid":978,"title":979,"tooltip":55,"component":398},"i-e1c32aa1-5865-4af4-bf6d-71570815d0f9","4. Rebalance weekly across all projects",{"type":102,"attrs":981,"content":983},{"textAlign":58,"key":982},"p-39",[984],{"text":985,"type":106},"When you can see total allocation across every engagement, saying \"yes\" to a new project stops being a gamble. You know exactly who has capacity and who doesn't, before you commit a timeline to the client.",{"type":102,"attrs":987,"content":989},{"textAlign":58,"key":988},"p-40",[990],{"text":991,"type":106},"The alternative is what most teams default to: each project manager plans independently, assumes partial availability from shared resources, and only discovers the collision when both projects need the same person at the same time. I've watched this pattern play out dozens of times. The project that \"loses\" the resource usually slips by a week or more, and the team member caught in the middle ends up working late to cover both commitments.",{"type":102,"attrs":993,"content":995},{"textAlign":58,"key":994},"p-41",[996,998,1010],{"text":997,"type":106},"For teams planning months ahead, ",{"text":999,"type":106,"marks":1000},"our resource scheduling guide",[1001],{"type":169,"attrs":1002},{"href":1003,"uuid":1004,"anchor":58,"target":58,"linktype":173,"story":1005},"/blog/resource-scheduling/","54263b3a-2aaa-49b9-b36f-52818d2ebf00",{"name":1006,"id":1007,"uuid":1004,"slug":1008,"url":1009,"full_slug":1009,"_stopResolving":179},"7 essential tips for successful resource scheduling",362729961,"resource-scheduling","blog/resource-scheduling",{"text":1011,"type":106}," explains how allocations and tentative projects work together to forecast future capacity without locking in assignments too early.",{"type":189,"attrs":1013,"content":1014},{"level":191,"textAlign":58},[1015],{"text":1016,"type":106,"marks":1017},"Managing availability for distributed and hybrid teams",[1018,1020,1023],{"type":197,"attrs":1019},{"color":55},{"type":200,"attrs":1021},{"id":1022},"managing-availability-for-distributed-and-hybrid-teams",{"type":109},{"type":102,"attrs":1025,"content":1027},{"textAlign":58,"key":1026},"p-42",[1028],{"text":1029,"type":106},"I've worked in distributed teams across multiple time zones, including in my current role at Teamwork.com. The biggest lesson I've learned: a calendar shows when someone is logged in. It doesn't show when they're actually available for collaborative work.",{"type":102,"attrs":1031,"content":1033},{"textAlign":58,"key":1032},"p-43",[1034],{"text":1035,"type":106},"For hybrid and distributed teams, availability management has an extra layer. You're not just tracking hours and assignments. You're tracking overlap windows, the hours when teammates in different locations can actually work together.",{"type":102,"attrs":1037,"content":1039},{"textAlign":58,"key":1038},"p-44",[1040],{"text":1041,"type":106},"For hybrid and distributed teams, the availability gap compounds. Someone might show \"available\" on the calendar, but their only open slot is at 7 a.m. local time. That's not genuinely usable for collaborative work. You need a system that accounts for overlap, not just open slots.",{"type":102,"attrs":1043,"content":1045},{"textAlign":58,"key":1044},"p-45",[1046],{"text":1047,"type":106},"Three practices that make this manageable:",{"type":1049,"attrs":1050,"content":1052},"ordered_list",{"order":1051},1,[1053,1065,1091],{"type":99,"content":1054},[1055],{"type":102,"attrs":1056,"content":1058},{"textAlign":58,"key":1057},"p-46",[1059,1063],{"text":1060,"type":106,"marks":1061},"Define core overlap hours.",[1062],{"type":109},{"text":1064,"type":106}," Pick a 3-to-4-hour window where all (or most) team members commit to being reachable. Schedule all collaborative work, standups, and decision points inside that window. Protect it.",{"type":99,"content":1066},[1067],{"type":102,"attrs":1068,"content":1070},{"textAlign":58,"key":1069},"p-47",[1071,1075,1077,1089],{"text":1072,"type":106,"marks":1073},"Sync calendars into one view.",[1074],{"type":109},{"text":1076,"type":106}," When your external calendars feed into your ",{"text":1078,"type":106,"marks":1079},"planning tool",[1080],{"type":169,"attrs":1081},{"href":1082,"uuid":1083,"anchor":58,"target":58,"linktype":173,"story":1084},"/blog/unlock-true-team-availability-with-google-outlook-calendar-in-planning/","11cba057-2ad1-499c-820a-a26351480c47",{"name":1085,"id":1086,"uuid":1083,"slug":1087,"url":1088,"full_slug":1088,"_stopResolving":179},"Unlock true team availability with Google and Outlook Calendar events in Planning",99293038343689,"unlock-true-team-availability-with-google-outlook-calendar-in-planning","blog/unlock-true-team-availability-with-google-outlook-calendar-in-planning",{"text":1090,"type":106},", availability calculations update automatically. You see the full picture in one place without cross-referencing tabs or asking \"are you free at 2?\"",{"type":99,"content":1092},[1093],{"type":102,"attrs":1094,"content":1096},{"textAlign":58,"key":1095},"p-48",[1097,1101],{"text":1098,"type":106,"marks":1099},"Rotate meeting inconvenience.",[1100],{"type":109},{"text":1102,"type":106}," If the same team members always take the early or late calls, burnout follows. Rotate which time zone bears the off-hours meetings each sprint.",{"type":86,"attrs":1104},{"id":1105,"body":1106},"92591b21-80da-41c2-bea7-a744ea12f4f3",[1107],{"_uid":1108,"title":1109,"content":1110,"component":152},"i-2578d3d4-eb6c-4719-a1a9-ef2217c90a2c","Pro tip",{"type":83,"content":1111},[1112],{"type":102,"content":1113},[1114,1116,1129],{"text":1115,"type":106},"Enable ",{"text":1117,"type":106,"marks":1118},"Unavailable Time",[1119],{"type":169,"attrs":1120},{"href":1121,"uuid":1122,"anchor":58,"target":58,"linktype":173,"story":1123},"/blog/8-features-to-roll-out-the-eu-working-time-directive/","2649a271-9244-484f-83ae-726e801dbd6b",{"name":1124,"id":1125,"uuid":1122,"slug":1126,"url":1127,"full_slug":1128,"_stopResolving":179},"8 features to roll out the EU Working Time Directive seamlessly",515841020,"8-features-to-roll-out-the-eu-working-time-directive","8-features-to-roll-out-the-eu-working-time-directive/","blog/8-features-to-roll-out-the-eu-working-time-directive",{"text":1130,"type":106}," for every team member so PTO, training days, and personal commitments automatically reduce their available hours in your planning views. It takes five minutes to set up and eliminates the \"I forgot they were on leave\" surprise.",{"type":189,"attrs":1132,"content":1133},{"level":191,"textAlign":58},[1134],{"text":1135,"type":106,"marks":1136},"Common mistakes that drain your team's availability",[1137,1139,1142],{"type":197,"attrs":1138},{"color":55},{"type":200,"attrs":1140},{"id":1141},"common-mistakes-that-drain-your-team-s-availability",{"type":109},{"type":102,"attrs":1144,"content":1146},{"textAlign":58,"key":1145},"p-49",[1147],{"text":1148,"type":106},"I've seen delivery teams invest in great tools, build clean processes, and still lose availability to a handful of recurring mistakes. These aren't exotic problems. They're the defaults most teams never question.",{"type":96,"content":1150},[1151,1163,1175,1187,1222,1234,1246],{"type":99,"content":1152},[1153],{"type":102,"attrs":1154,"content":1156},{"textAlign":58,"key":1155},"p-50",[1157,1161],{"text":1158,"type":106,"marks":1159},"Mistake 1: Treating calendar free time as available time.",[1160],{"type":109},{"text":1162,"type":106}," A clear calendar slot means no meetings. It doesn't mean no work. If someone has a project deliverable due Friday, every \"free\" slot between now and then is spoken for. Availability management needs to account for assigned work, not just scheduled meetings.",{"type":99,"content":1164},[1165],{"type":102,"attrs":1166,"content":1168},{"textAlign":58,"key":1167},"p-51",[1169,1173],{"text":1170,"type":106,"marks":1171},"Mistake 2: Ignoring non-project commitments.",[1172],{"type":109},{"text":1174,"type":106}," Admin time, internal initiatives, 1:1s, and compliance training all consume hours. When these don't appear in your availability data, you're planning against a number that's too high. Budget 15-20% of every team member's week for non-project work.",{"type":99,"content":1176},[1177],{"type":102,"attrs":1178,"content":1180},{"textAlign":58,"key":1179},"p-52",[1181,1185],{"text":1182,"type":106,"marks":1183},"Mistake 3: Waiting until overload to rebalance.",[1184],{"type":109},{"text":1186,"type":106}," If the first time you notice overallocation is when someone misses a deadline, your feedback loop is broken. A weekly availability check catches problems with enough lead time to redistribute work before anything slips.",{"type":99,"content":1188},[1189],{"type":102,"attrs":1190,"content":1192},{"textAlign":58,"key":1191},"p-53",[1193,1197,1199,1212,1214,1220],{"text":1194,"type":106,"marks":1195},"Mistake 4: Scheduling to 100% utilization.",[1196],{"type":109},{"text":1198,"type":106}," Full utilization looks good on a report and falls apart in practice. There's no margin for the unplanned request, the scope change, or the sick day. Target 75-80% ",{"text":1200,"type":106,"marks":1201},"utilization",[1202],{"type":169,"attrs":1203},{"href":1204,"uuid":1205,"anchor":58,"target":58,"linktype":173,"story":1206},"/blog/utilization-rate/","f5cb43a1-a22f-4238-b76d-9ac9e6322d04",{"name":1207,"id":1208,"uuid":1205,"slug":1209,"url":1210,"full_slug":1211,"_stopResolving":179},"Utilization rate: How to calculate it (with real examples)",155862188462405,"utilization-rate","utilization-rate/","blog/utilization-rate",{"text":1213,"type":106}," and treat the remaining 20-25% as operational breathing room. The ",{"text":1215,"type":106,"marks":1216},"Project Management Institute",[1217],{"type":169,"attrs":1218},{"href":1219,"uuid":58,"anchor":58,"target":58,"linktype":254},"https://www.pmi.org/learning/library/optimum-resource-utilization-multi-project-7390",{"text":1221,"type":106}," recommends reserving at least 20% of capacity for unplanned work in multi-project environments.",{"type":99,"content":1223},[1224],{"type":102,"attrs":1225,"content":1227},{"textAlign":58,"key":1226},"p-54",[1228,1232],{"text":1229,"type":106,"marks":1230},"Mistake 5: Relying on memory instead of a system.",[1231],{"type":109},{"text":1233,"type":106}," In small teams, the delivery director can track availability mentally. Past about 15 people or 3 concurrent projects, memory fails. The moment you catch yourself thinking \"I'm pretty sure she's free next week,\" you need a system.",{"type":99,"content":1235},[1236],{"type":102,"attrs":1237,"content":1239},{"textAlign":58,"key":1238},"p-55",[1240,1244],{"text":1241,"type":106,"marks":1242},"Mistake 6: Not accounting for context-switching costs.",[1243],{"type":109},{"text":1245,"type":106}," When someone splits their week across three or four projects, each switch costs 15 to 30 minutes of ramp-up time. Over a full week, a person assigned to four projects might lose four to six hours just getting back into context. That's time that looks \"available\" in your system but produces zero output.",{"type":99,"content":1247},[1248],{"type":102,"attrs":1249,"content":1251},{"textAlign":58,"key":1250},"p-56",[1252,1256],{"text":1253,"type":106,"marks":1254},"Mistake 7: Planning at the project level instead of the person level.",[1255],{"type":109},{"text":1257,"type":106}," Many teams plan resource needs per project, then hope the math works out when they combine all projects. It rarely does. The only way to catch conflicts is to look at total allocation per person across every active engagement. Project-level planning is necessary, but person-level visibility is what prevents collisions.",{"type":102,"attrs":1259},{"textAlign":58,"key":1260},"p-57",{"type":86,"attrs":1262},{"id":1263,"body":1264},"db6cea0d-d7f1-4e73-9ddf-cd0da58b5687",[1265],{"_uid":1266,"title":1267,"header":1268,"padding":378,"component":379,"categories":1277,"withHeaderPrice":61},"i-7e6eb699-9bed-496e-bac3-8aa3a009f6f7","Mistake",[1269,1273],{"_uid":1270,"price":55,"title":1271,"ctaLink":1272,"ctaLabel":55,"subtitle":55,"component":373,"highlighted":61},"i-844278cd-2750-4180-bed9-9756a39ce2ce","Fix",{"id":55,"url":55,"linktype":173,"fieldtype":372,"cached_url":55},{"_uid":1274,"price":55,"title":1275,"ctaLink":1276,"ctaLabel":55,"subtitle":55,"component":373,"highlighted":61},"i-266b9e9f-6869-445e-9d5b-e329889108cf","What changes",{"id":55,"url":55,"linktype":173,"fieldtype":372,"cached_url":55},[1278],{"_uid":1279,"rows":1280,"text":55,"title":55,"component":463},"i-10d8b117-7a27-4578-ae5b-b5412e8647f8",[1281,1294,1307,1320,1333,1346,1359],{"_uid":1282,"cols":1283,"header":1290,"component":399},"i-9e16bbc9-ddb4-4ace-b2d7-afe8c6f6b06d",[1284,1287],{"_uid":1285,"icon":55,"text":1286,"component":390},"i-cedbdfb9-cd70-4fee-8a32-0c7fe501d288","Track assigned work, not just meetings",{"_uid":1288,"icon":55,"text":1289,"component":390},"i-e81c5a9c-4166-4020-8006-fdd4f5c255ee","Plans reflect real capacity",[1291],{"_uid":1292,"title":1293,"tooltip":55,"component":398},"i-f57619f3-17e1-4547-a171-820dbd8ea404","Calendar = available",{"_uid":1295,"cols":1296,"header":1303,"component":399},"i-b4677f71-088c-4534-ba7c-ae997ff48632",[1297,1300],{"_uid":1298,"icon":55,"text":1299,"component":390},"i-71b0beff-7f78-4858-acb9-26227b35cee3","Budget 15-20% for internal work",{"_uid":1301,"icon":55,"text":1302,"component":390},"i-c04935e1-754d-4289-982a-13f59d0a5677","Estimates stop running over",[1304],{"_uid":1305,"title":1306,"tooltip":55,"component":398},"i-0cf30dcd-2160-4f55-a9c2-cebfeb3bc684","Ignoring non-project time",{"_uid":1308,"cols":1309,"header":1316,"component":399},"i-5c81919c-1a6f-4911-86c2-ce27ad8806ac",[1310,1313],{"_uid":1311,"icon":55,"text":1312,"component":390},"i-63b6b13a-8268-41f0-9564-3fb1f2910308","Weekly availability review",{"_uid":1314,"icon":55,"text":1315,"component":390},"i-716e00c0-46bc-43fa-8501-319c11d9b7f7","Problems caught early",[1317],{"_uid":1318,"title":1319,"tooltip":55,"component":398},"i-9cb16bad-d1c2-4f15-b8a4-041238d1a0a6","Reactive rebalancing",{"_uid":1321,"cols":1322,"header":1329,"component":399},"i-26a4e096-e68a-4a64-a81e-1463a8f61f21",[1323,1326],{"_uid":1324,"icon":55,"text":1325,"component":390},"i-ca2d7641-2d6d-43c3-8bce-e07d54ebcb84","Target 75-80%",{"_uid":1327,"icon":55,"text":1328,"component":390},"i-89273b6f-b47a-4cf5-8c51-cf728cc86c7f","Room for unplanned work",[1330],{"_uid":1331,"title":1332,"tooltip":55,"component":398},"i-f1450cd4-97fd-47c6-af3a-88136afe2e7f","100% utilization targets",{"_uid":1334,"cols":1335,"header":1342,"component":399},"i-c2a47826-cd2f-46b9-afe5-e745af13da02",[1336,1339],{"_uid":1337,"icon":55,"text":1338,"component":390},"i-4a621fcb-57e3-455e-9d58-3c5e3d351962","Single shared system",{"_uid":1340,"icon":55,"text":1341,"component":390},"i-7681c9c5-14f0-4d4a-a666-844b703f1a37","Decisions based on data",[1343],{"_uid":1344,"title":1345,"tooltip":55,"component":398},"i-c0f9a414-ce0a-406d-9245-99b921f47a6c","Memory-based tracking",{"_uid":1347,"cols":1348,"header":1355,"component":399},"i-0e1c9795-8671-46b8-89dd-9eb9e7190ec1",[1349,1352],{"_uid":1350,"icon":55,"text":1351,"component":390},"i-70a5350f-4e53-486b-bb6c-aba2e90823f1","Budget ramp-up time per project",{"_uid":1353,"icon":55,"text":1354,"component":390},"i-1e6b0d6b-b8b5-41aa-a038-8bd2ac9b18a4","Realistic capacity per person",[1356],{"_uid":1357,"title":1358,"tooltip":55,"component":398},"i-cf9076cc-5164-47e5-ae6c-85192e94a297","Ignoring context-switching",{"_uid":1360,"cols":1361,"header":1368,"component":399},"i-84dc7723-5f4b-46c0-b740-afd111568ea6",[1362,1365],{"_uid":1363,"icon":55,"text":1364,"component":390},"i-f1bd5ed9-8f80-4261-b4bb-930d94015a68","Person-level cross-project view",{"_uid":1366,"icon":55,"text":1367,"component":390},"i-c7ade7bc-c583-4e2e-b875-7288fb895b42","Conflicts caught before collision",[1369],{"_uid":1370,"title":1371,"tooltip":55,"component":398},"i-ec3616b7-1bc9-4716-9714-5e6d72e0f6ac","Project-level-only planning",{"type":102,"attrs":1373},{"textAlign":58,"key":1374},"p-58",{"type":189,"attrs":1376,"content":1377},{"level":191,"textAlign":58},[1378],{"text":1379,"type":106,"marks":1380},"How Teamwork.com helps you manage team availability",[1381,1383,1386],{"type":197,"attrs":1382},{"color":55},{"type":200,"attrs":1384},{"id":1385},"how-teamwork-com-helps-you-manage-team-availability",{"type":109},{"type":102,"attrs":1388,"content":1390},{"textAlign":58,"key":1389},"p-59",[1391],{"text":1392,"type":106},"At Teamwork.com, we built our planning tools because we kept hearing the same story from customers: \"We didn't know she was overbooked until the project slipped.\" Every feature in this section exists to close that visibility gap and give delivery directors the confidence to plan based on real data.",{"type":102,"attrs":1394,"content":1396},{"textAlign":58,"key":1395},"p-60",[1397,1401],{"text":1398,"type":106,"marks":1399},"Workload Planner",[1400],{"type":109},{"text":1402,"type":106}," shows each team member's assigned tasks alongside their available hours for the week. Color coding makes overallocation obvious at a glance: green means the person has room, red means they're over capacity. You can drag tasks between team members to rebalance without leaving the view. I use this view every Monday morning, and it consistently surfaces conflicts I would have missed in a spreadsheet.",{"type":102,"attrs":1404,"content":1406},{"textAlign":58,"key":1405},"p-61",[1407],{"type":1408,"attrs":1409},"image",{"id":58,"alt":1410,"src":1411,"title":58,"source":58,"copyright":58,"meta_data":1412},"Teamwork.com Workload Planner showing team capacity and task assignments","https://a.storyblok.com/f/99519/0x0/6b435e8909/workload-planner-7.png",{},{"type":102,"attrs":1414,"content":1416},{"textAlign":58,"key":1415},"p-62",[1417,1421],{"text":1418,"type":106,"marks":1419},"Resource Scheduler",[1420],{"type":109},{"text":1422,"type":106}," lets you plan capacity weeks or months ahead using allocations. Allocations are placeholders for blocks of time, so you can map out tentative projects, model scenarios, and secure resources before the work starts. When allocations are concrete, you convert them into tasks with one click. The ability to add tentative projects is particularly valuable for delivery directors evaluating whether the team can take on a new engagement without displacing existing commitments.",{"type":102,"attrs":1424,"content":1426},{"textAlign":58,"key":1425},"p-63",[1427],{"type":1408,"attrs":1428},{"id":58,"alt":1429,"src":1430,"title":58,"source":58,"copyright":58,"meta_data":1431},"Teamwork.com Resource Scheduler with team allocations across projects","https://a.storyblok.com/f/99519/0x0/d93fbc6b8d/resource-scheduler-report.png",{},{"type":102,"attrs":1433,"content":1435},{"textAlign":58,"key":1434},"p-64",[1436,1440],{"text":1437,"type":106,"marks":1438},"AI Smart Scheduler",[1439],{"type":109},{"text":1441,"type":106}," takes the manual work out of finding the right person for the job. It suggests assignments based on availability, skills, and current workload, so you spend less time cross-referencing and more time making decisions.",{"type":102,"attrs":1443,"content":1445},{"textAlign":58,"key":1444},"p-65",[1446],{"type":1408,"attrs":1447},{"id":1448,"alt":55,"src":1449,"title":55,"source":55,"copyright":55,"meta_data":1450},139406306634216,"https://a.storyblok.com/f/99519/1864x1018/3690640c99/ai-smart-scheduler.webp",{},{"type":102,"attrs":1452,"content":1454},{"textAlign":58,"key":1453},"p-66",[1455,1459],{"text":1456,"type":106,"marks":1457},"Utilization Reporting",[1458],{"type":109},{"text":1460,"type":106}," gives you a real-time view of who's hitting their billable targets, who has spare capacity, and who's at risk of overallocation. You set individual targets (75%, 80%, 85%) and the report shows you exactly where each person stands. Track trends over weeks or months to spot chronic overallocation patterns before they turn into retention problems.",{"type":102,"attrs":1462,"content":1464},{"textAlign":58,"key":1463},"p-67",[1465],{"type":1408,"attrs":1466},{"id":58,"alt":1467,"src":1468,"title":58,"source":58,"copyright":58,"meta_data":1469},"Teamwork.com Utilization Reporting showing billable targets and team utilization","https://a.storyblok.com/f/99519/0x0/877969a255/utilization-report.png",{},{"type":102,"attrs":1471,"content":1473},{"textAlign":58,"key":1472},"p-68",[1474,1477],{"text":1117,"type":106,"marks":1475},[1476],{"type":109},{"text":1478,"type":106}," lets team members log PTO, training, personal commitments, and any other non-working time. These entries automatically reduce their available hours across the Workload Planner, Resource Scheduler, and Planning Overview, so your capacity numbers always reflect reality. Combined with calendar sync, this means every planning view accounts for real-world commitments without anyone having to manually update a spreadsheet.",{"type":102,"attrs":1480,"content":1482},{"textAlign":58,"key":1481},"p-69",[1483],{"type":1408,"attrs":1484},{"id":58,"alt":1485,"src":1486,"title":58,"source":58,"copyright":58,"meta_data":1487},"Teamwork.com time tracking interface showing unavailable time and PTO","https://a.storyblok.com/f/99519/0x0/ab36b4bc4d/company-timesheet-time-off.png",{},{"type":102,"attrs":1489,"content":1491},{"textAlign":58,"key":1490},"p-70",[1492,1494,1500],{"text":1493,"type":106},"When Johanna Heller at Community Link Consulting moved her team onto Teamwork.com, she went from manual spreadsheet tracking to having ",{"text":1495,"type":106,"marks":1496},"resource projections at her fingertips",[1497],{"type":169,"attrs":1498},{"href":658,"uuid":659,"anchor":58,"target":58,"linktype":173,"story":1499},{"name":661,"id":662,"uuid":659,"slug":663,"url":664,"full_slug":664,"_stopResolving":179},{"text":1501,"type":106},". \"Teamwork.com has been so integral to me making decisions on contracts and start dates and when I can say yes for new things coming in,\" she said.",{"type":86,"attrs":1503},{"id":1504,"body":1505},"d3cdcd7e-ebdd-42e0-b236-a3874edc6589",[1506],{"_uid":1507,"text":1508,"ctaLink":1509,"ctaLabel":875,"component":1510,"openInNewTab":61,"backgroundColor":1511},"i-92914800-9531-4396-bda4-83fe1adb2930","See your team's real availability in minutes, not meetings.",{"id":55,"url":874,"linktype":254,"fieldtype":372,"cached_url":874},"storyBannerCta","purple",{"type":189,"attrs":1513,"content":1514},{"level":191,"textAlign":58},[1515],{"text":1516,"type":106,"marks":1517},"FAQs about team availability management",[1518,1520,1523],{"type":197,"attrs":1519},{"color":55},{"type":200,"attrs":1521},{"id":1522},"faqs-about-team-availability-management",{"type":109},{"type":189,"attrs":1525,"content":1526},{"level":575,"textAlign":58},[1527],{"text":1528,"type":106},"How do you manage availability in teams?",{"type":102,"attrs":1530,"content":1532},{"textAlign":58,"key":1531},"p-71",[1533],{"text":1534,"type":106},"Team availability management starts with calculating each member's real available hours (contracted hours minus meetings, admin, PTO, and a buffer for unplanned work). Assign work based on those real numbers, not calendar gaps. Use a shared planning tool so everyone sees the same data. Run a weekly rebalancing review to catch overallocation early and redistribute work before deadlines are at risk.",{"type":189,"attrs":1536,"content":1537},{"level":575,"textAlign":58},[1538],{"text":1539,"type":106},"How do you calculate team availability?",{"type":102,"attrs":1541,"content":1543},{"textAlign":58,"key":1542},"p-72",[1544],{"text":1545,"type":106},"Team availability equals the total contracted hours across your team minus all non-project commitments. Subtract recurring meetings, admin overhead, approved time off, and a buffer for unplanned requests. For example, a team of eight with 40-hour weeks and typical deductions might have 216 real available hours per week instead of the theoretical 320.",{"type":189,"attrs":1547,"content":1548},{"level":575,"textAlign":58},[1549],{"text":1550,"type":106},"What is a team availability tracker?",{"type":102,"attrs":1552,"content":1554},{"textAlign":58,"key":1553},"p-73",[1555],{"text":1556,"type":106},"A team availability tracker is a tool that shows you, in real time, who on your team has capacity for new work and who is fully committed. It combines assignment data, calendar events, and time-off records into a single view. Good trackers update automatically as plans change, so you always see current availability without manual data entry.",{"type":189,"attrs":1558,"content":1559},{"level":575,"textAlign":58},[1560],{"text":1561,"type":106},"What is the difference between team availability and resource capacity?",{"type":102,"attrs":1563,"content":1565},{"textAlign":58,"key":1564},"p-74",[1566],{"text":1567,"type":106},"Resource capacity is the total number of hours a person or team could theoretically work. Team availability is the portion of that capacity that's genuinely free for new project work after subtracting meetings, admin, PTO, and existing assignments. Capacity sets the upper limit. Availability tells you what's actually usable.",{"type":189,"attrs":1569,"content":1570},{"level":575,"textAlign":58},[1571],{"text":1572,"type":106},"How does availability management prevent burnout?",{"type":102,"attrs":1574,"content":1576},{"textAlign":58,"key":1575},"p-75",[1577,1579,1591],{"text":1578,"type":106},"When you track real availability, you see overallocation before it becomes chronic. Teams that schedule to 100% leave no margin for the unplanned work that shows up every week, which means overtime becomes the default. Targeting 75-80% utilization and building in a weekly rebalancing cadence gives your team breathing room and keeps workloads sustainable over the long run. For a deeper look at calculating this metric, see our ",{"text":1580,"type":106,"marks":1581},"utilization rate guide",[1582],{"type":169,"attrs":1583},{"href":1584,"uuid":1585,"anchor":58,"target":58,"linktype":173,"story":1586},"/blog/resource-utilization/","0f9839d3-6c52-4f0f-a43e-69cb8107f1c9",{"name":1587,"id":1588,"uuid":1585,"slug":1589,"url":1590,"full_slug":1590,"_stopResolving":179},"What is resource utilization? Formulas, techniques, and benefits",362864168,"resource-utilization","blog/resource-utilization",{"text":181,"type":106},{"id":1593,"alt":55,"name":55,"focus":55,"title":55,"source":55,"filename":1594,"copyright":55,"fieldtype":1595,"meta_data":1596,"is_external_url":61},180711261181720,"https://a.storyblok.com/f/99519/1080x608/2d884be197/blog-hero-creative-work.png","asset",{},{"name":1598,"created_at":1599,"published_at":1600,"updated_at":1601,"id":1602,"uuid":1603,"content":1604,"slug":1750,"full_slug":1751,"sort_by_date":58,"position":1752,"tag_list":1753,"is_startpage":61,"parent_id":1754,"meta_data":58,"group_id":1755,"first_published_at":1756,"release_id":58,"lang":65,"path":58,"alternates":1757,"default_full_slug":58,"translated_slugs":58,"_stopResolving":179},"Ben Brigden","2023-08-07T20:54:44.436Z","2026-03-16T15:28:04.143Z","2026-03-16T15:28:04.160Z",351765920,"7feda4fe-0d79-45ab-ba89-1e177b0005d9",{"bio":1605,"seo":1606,"_uid":1609,"body":1610,"name":1598,"role":1608,"picture":1740,"sidebar":1744,"linkedin":1745,"component":1747,"afterArticles":1748,"beforeArticles":1749},"Ben is a Content Marketing Manager at Teamwork.com. He’s spent the past 10 years writing for agencies and SaaS companies, mostly about tech, tools, and smarter ways to work. He loves breaking down trends, sharing hacks, and helping to make work life a bit less chaotic.",{"_uid":1607,"title":1608,"plugin":79,"og_image":55,"og_title":55,"description":1605,"og_image_type":55,"twitter_image":55,"twitter_title":55,"og_description":55,"twitter_description":55},"459d5f87-86b8-4a1d-a690-e3dd2f51c723","Content Marketing Manager","28f18d93-79f5-4a41-a7af-4f885059fed1",{"type":83,"content":1611},[1612,1619,1624,1629,1636,1641,1646,1651,1658,1663,1720],{"type":189,"attrs":1613,"content":1614},{"level":191,"textAlign":58},[1615],{"text":1616,"type":106,"marks":1617},"About Ben",[1618],{"type":109},{"type":102,"attrs":1620,"content":1621},{"textAlign":58},[1622],{"text":1623,"type":106},"Ben Brigden is a Content Marketing Manager at Teamwork.com, where he focuses on making sense of the often messy, always evolving world of project management and work tech. With around 10 years’ experience writing for agencies and SaaS companies, he specialises in turning complex ideas into practical, easy-to-follow content that helps teams work with more clarity (and a little less chaos).",{"type":102,"attrs":1625,"content":1626},{"textAlign":58},[1627],{"text":1628,"type":106},"Ben’s writing blends best-practice advice, workflow guidance, tool reviews, and explanatory guides for project-based and client-service teams. Whether he’s unpacking a project management methodology, comparing two tools that do almost-but-not-quite the same thing, or mapping out a resource-planning process, his goal is simple: help people understand their options, make confident decisions, and build better ways of working.",{"type":189,"attrs":1630,"content":1631},{"level":191,"textAlign":58},[1632],{"text":1633,"type":106,"marks":1634},"Experience",[1635],{"type":109},{"type":102,"attrs":1637,"content":1638},{"textAlign":58},[1639],{"text":1640,"type":106},"Ben started his career in corporate communications, working with clients across tech, finance, and retail. That early experience taught him how to simplify ideas, structure messages clearly, and write for people who don’t have time to wade through jargon.",{"type":102,"attrs":1642,"content":1643},{"textAlign":58},[1644],{"text":1645,"type":106},"He later moved into SaaS, where he developed full-funnel content programs across SEO, demand generation, webinars, and thought leadership. This is where he found his stride: writing content that helps real teams solve real problems — from improving workflows to choosing the right tools for the job.",{"type":102,"attrs":1647,"content":1648},{"textAlign":58},[1649],{"text":1650,"type":106},"At Teamwork.com, he brings all of that experience together. His work sits at the intersection of process, technology, and human behaviour, helping readers navigate everything from the fundamentals of project planning to the newest trends in AI-powered productivity.",{"type":189,"attrs":1652,"content":1653},{"level":191,"textAlign":58},[1654],{"text":1655,"type":106,"marks":1656},"What Ben writes about",[1657],{"type":109},{"type":102,"attrs":1659,"content":1660},{"textAlign":58},[1661],{"text":1662,"type":106},"Ben covers the challenges teams face when juggling clients, deadlines, tools, and competing priorities. His content spans a wide range of topics, including:",{"type":96,"content":1664},[1665,1676,1687,1698,1709],{"type":99,"content":1666},[1667],{"type":102,"attrs":1668,"content":1669},{"textAlign":58},[1670,1674],{"text":1671,"type":106,"marks":1672},"Project management methodologies and workflows: ",[1673],{"type":109},{"text":1675,"type":106},"Guides on the everyday processes that keep teams organized and happy. ",{"type":99,"content":1677},[1678],{"type":102,"attrs":1679,"content":1680},{"textAlign":58},[1681,1685],{"text":1682,"type":106,"marks":1683},"Resource and capacity planning:",[1684],{"type":109},{"text":1686,"type":106}," Practical advice for forecasting workloads, managing availability, and avoiding burnout across busy teams.",{"type":99,"content":1688},[1689],{"type":102,"attrs":1690,"content":1691},{"textAlign":58},[1692,1696],{"text":1693,"type":106,"marks":1694},"Tools and software:",[1695],{"type":109},{"text":1697,"type":106}," In-depth reviews and comparisons of project management tools, productivity software, PSA and MSP software, and other systems teams rely on to get work done.",{"type":99,"content":1699},[1700],{"type":102,"attrs":1701,"content":1702},{"textAlign":58},[1703,1707],{"text":1704,"type":106,"marks":1705},"Client service management and operations: ",[1706],{"type":109},{"text":1708,"type":106},"Advice on onboarding clients, managing communication, improving profitability, and building smooth-running systems that support both teams and clients. ",{"type":99,"content":1710},[1711],{"type":102,"attrs":1712,"content":1713},{"textAlign":58},[1714,1718],{"text":1715,"type":106,"marks":1716},"Leadership and team culture: ",[1717],{"type":109},{"text":1719,"type":106},"Content on leadership, hybrid and remote work, and the behaviours that help teams adapt in an ever-changing environment.",{"type":1721,"content":1722},"blockquote",[1723,1730,1738],{"type":102,"attrs":1724,"content":1725},{"textAlign":58},[1726],{"text":1727,"type":106,"marks":1728},"Ben says...",[1729],{"type":109},{"type":102,"attrs":1731,"content":1732},{"textAlign":58},[1733],{"text":1734,"type":106,"marks":1735},"“The sheer volume of tools, workflows, and advice people face today can leave teams feeling more overwhelmed than empowered. When you’re not sure which processes actually matter or which tools genuinely fit your work, it becomes harder to stay organised, plan effectively, or make confident decisions about how your team operates. Take some time to build your understanding of the systems, tools, and workflows available — there’s plenty of clear, practical guidance on the Teamwork.com blog — and give yourself the confidence to find what truly works for you.”",[1736],{"type":1737},"italic",{"type":102,"attrs":1739},{"textAlign":58},{"id":1741,"alt":55,"name":55,"focus":55,"title":55,"source":55,"filename":1742,"copyright":55,"fieldtype":1595,"meta_data":1743,"is_external_url":61},10570249,"https://a.storyblok.com/f/99519/604x580/009767210e/ben-brigden.jpg",{},[],{"id":55,"url":1746,"linktype":254,"fieldtype":372,"cached_url":1746},"https://uk.linkedin.com/in/bgbrigden","blogAuthor",[],[],"ben-brigden","about/author/ben-brigden",30,[],351765886,"b544f552-334c-47b8-9b36-4c5cd02552a9","2025-12-08T06:29:00.000Z",[],[1759,1800],{"_uid":1760,"links":1761,"title":55,"header":55,"component":1799,"unordered":61},"i-9ced8834-c878-4e2e-87fa-11fa1faf74b5",[1762,1767,1771,1775,1779,1783,1787,1791,1795],{"to":1763,"_uid":1764,"title":194,"subItems":1765,"component":1766},"#what-is-team-availability-management","i-811f494b-0691-4660-b8ca-d40cdeaf3b8b",[],"TwTableOfContentsItem",{"to":1768,"_uid":1769,"title":234,"subItems":1770,"component":1766},"#why-most-teams-get-availability-wrong","i-ae2b6367-526c-4a2a-a8bd-3cbd57e91a20",[],{"to":1772,"_uid":1773,"title":322,"subItems":1774,"component":1766},"#how-to-calculate-your-team-s-real-availability","i-60ea98ef-8abb-4084-b942-c3541e01bbb3",[],{"to":1776,"_uid":1777,"title":559,"subItems":1778,"component":1766},"#five-principles-that-make-availability-management-work","i-74700656-5dd7-4fdd-bf74-f8c698d3d1f5",[],{"to":1780,"_uid":1781,"title":882,"subItems":1782,"component":1766},"#how-to-manage-availability-across-multiple-projects","i-75ef87f8-ff42-42e2-bbb4-79018078eea6",[],{"to":1784,"_uid":1785,"title":1016,"subItems":1786,"component":1766},"#managing-availability-for-distributed-and-hybrid-teams","i-e387e9b5-daa1-4712-86ca-764eec4f02ca",[],{"to":1788,"_uid":1789,"title":1135,"subItems":1790,"component":1766},"#common-mistakes-that-drain-your-team-s-availability","i-04802e85-2b16-48c9-af61-f773bb2c151f",[],{"to":1792,"_uid":1793,"title":1379,"subItems":1794,"component":1766},"#how-teamwork-com-helps-you-manage-team-availability","i-d80c04cb-b3e2-4089-9f49-2223efcf62a0",[],{"to":1796,"_uid":1797,"title":1516,"subItems":1798,"component":1766},"#faqs-about-team-availability-management","i-878d0786-ebe8-4ded-894f-0a0449a2fee0",[],"TwTableOfContents",{"_uid":1801,"link":1802,"image":1803,"label":1807,"title":1808,"component":1809,"description":1810},"i-1e6af8f2-2357-420f-a095-524095380831",{"id":55,"url":874,"linktype":254,"fieldtype":372,"cached_url":874},{"id":1804,"alt":55,"name":55,"focus":55,"title":55,"source":55,"filename":1805,"copyright":55,"fieldtype":1595,"meta_data":1806,"is_external_url":61},13618099,"https://a.storyblok.com/f/99519/601x320/870c8bb72e/product-overview_300x160.png",{},"Get started for free","Get started with Teamwork.com","BlogPostSidebarResourceCta","Master your projects, people, and profits - all in one place.",{"name":1812,"created_at":1813,"published_at":1814,"updated_at":1815,"id":1816,"uuid":1817,"content":1818,"slug":1825,"full_slug":1826,"sort_by_date":58,"position":1827,"tag_list":1828,"is_startpage":61,"parent_id":1829,"meta_data":58,"group_id":1830,"first_published_at":1831,"release_id":58,"lang":65,"path":58,"alternates":1832,"default_full_slug":58,"translated_slugs":58,"_stopResolving":179},"Resource management","2023-08-07T22:24:22.130Z","2023-09-26T16:29:16.000Z","2023-09-26T15:31:32.736Z",351785466,"1266bd73-26ad-4b84-9644-6b6d9219fdb1",{"seo":1819,"_uid":1823,"component":1824},{"_uid":1820,"title":1821,"plugin":79,"og_image":55,"og_title":55,"description":1822,"twitter_image":55,"twitter_title":55,"og_description":55,"twitter_description":55},"d41465e5-2c32-41d4-8315-557be2cd5739","See all resource management blogs | Teamwork.com","Find 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