How is IT team capacity calculated?
You calculate IT team capacity by starting from each member's working days, then deducting leave and absences, training time, and the run or support share, and finally applying a focus factor to account for meetings and interruptions. The result is net capacity available for projects.
How do you calculate IT team capacity?
From gross to productive capacity, in four deductions.
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Formula
- Gross capacity = working days in the period − leave − absences − training.
- Project capacity = gross capacity − run and support share.
- Productive capacity = project capacity × focus factor.
Worked example
A team of 8 people over a month of 21 working days. Gross days: 8 × 21 = 168. Leave and training: 20 days, so 148. Run and support: 30 days, leaving 118 days for projects. With a 75% focus factor, productive capacity is about 88 days. If projects ask for 110 days, the gap is −22 days.
Do not forget
- Count shared people pro rata to their time in each team.
- Distinguish contractual FTE from available FTE.
- Review run work and the focus factor from actuals.
FAQ
Should contractors be counted?
Yes, pro rata to their presence, with their own available capacity.
Which focus factor should you use?
It generally ranges from 60 to 80%; measure it on your team.
How often should you recompute?
At each planning period, and whenever a major change affects the team.
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