Purpose
Standardize how Project Manager (PM) workload is calculated, monitored, and used to trigger redistribution or hiring decisions using the PM Capacity & Hiring Spreadsheet. This process prevents burnout, eliminates guesswork, and ensures hiring decisions are based on actual PM execution workload rather than client contract hours.
When to Use This Process
Weekly PM/SPM capacity reviews
- Before assigning a new client
- Before approving a new hire
- During staffing or client scope changes
Definitions
Client hours: Hours a client pays for (revenue).
- PM execution hours: Hours a PM actually works.
- Effective PM capacity: 32 hours per week (40 hours × 80%).
1. Open the PM Capacity & Hiring Spreadsheet
Open the most recent version of the PM Capacity spreadsheet and confirm you are working in the current week’s file.
2. Update PM Client Assignments
In Column A (PM / Team), confirm the PM name(s). In Column B (Clients), list all assigned clients with weekly hours using the format Client Name (Weekly Hours).
3. Update Scheduled Client Hours
In Column C (Scheduled Client Hours), enter total weekly client hours. These hours must reflect the contract, not PM effort.
4. Select PM Load Type
In Column G (PM Load Type), select the appropriate option:
Standard
- Light
- GHL
- Shared
- Custom
Load Type Rules
Standard: Default for most clients.
- Light: Reduced-scope or low-touch clients.
- GHL: Automation-heavy or system-managed clients.
- Shared: Temporarily shared PM ownership.
- Custom: Edge cases or transitional scopes.
5. Review Auto-Calculated PM Execution Hours
Review Column D (Estimated PM Execution Hours) and confirm values align with expected workload. If Load Type is Custom, manually enter PM hours.
6. Review Capacity Percentage
Review Column E (PM Execution % of Capacity). Capacity is calculated using 32 hours per week.
7. Review Health Status
Review Column F (Health Status):
Healthy: Less than 26 PM hours
- At Capacity: 26–29 PM hours
- Overloaded: 30 or more PM hours
8. Take Action Based on Health Status
Healthy
The PM may accept additional light work if needed.
At Capacity
Do not assign new clients. Monitor weekly.
Overloaded
Attempt redistribution immediately. If overload persists for two consecutive weeks, prepare to hire.
9. Apply Hiring Rules
Individual PM Hiring Rule
Hire when a PM is Overloaded for two consecutive weeks and redistribution is not possible.
Team-Level Hiring Rule
Begin the hiring pipeline when multiple PMs remain At Capacity or Overloaded.
Floaters, trainees, or PMs on PIP do not count as capacity.
10. Weekly Review Accountability
PMs: Provide accurate scope context.
- SPMs: Validate Load Type and PM execution hours.
- Operations: Approve redistribution or hiring decisions.