Capacity planning tools help you monitor your team's performance in real time, improving both project planning and resource management. However, not all capacity planning tools are created equal. In this article, we'll discuss key features to consider when choosing a capacity management tool and review some of the best options available:

• ActivityTimeline + Jira: Easy-to-use resource management tool integrated with Atlassian products.
• Scoro: All-in-one platform for managers to handle everything in one place.
• Toggl Plan: Visual work management with built-in capacity planning features.
• Kantata: Real-time insights into optimal resource allocation, skills, and project forecasts.
• Runn: Advanced efficient resource utilization and capacity planning software.

What is Capacity Planning?

Capacity planning is the process of making workflows smoother and removing obstacles, usually held by project managers. Here’s an example: if you own a coffee shop, you need to know how many baristas are required for the afternoon shift. By figuring out your customer flow after lunch, you can plan the right number of staff to handle the rush. Capacity planning ignoring may cause you're short on staff or funds, which leads to further problems and money loss.

While human resources are vital, they aren't the only resources you need. Financial limits can hurt your company if demand outstrips your output. Without knowing your capacity, you can't properly predict future needs and production abilities.

Capacity management can’t be the result of a single brainstorming session or group meeting, either, as it’s an ongoing process that can be affected by factors such as seasons, weather, and customer demand.

To plan capacity for the long term, you need to equip yourself with the right tool to do the job. Discover tools for capacity planning that’ll take care of the heavy lifting, and your job will be much easier. In this guide, we’ll assess some of the very best capacity planning tools and go over effective strategies to help you maximize productivity.

Benefits of Capacity Planning in Resource Management

The strategic use of capacity planning tools can significantly improve resource management, affecting both operational efficiency and financial performance. These tools help you become more agile, respond quickly to market demands, and deliver better customer experiences.

When companies invest in effective capacity planning tools, they can:

• Gain Predictive Insights: Use advanced analytics to predict future resource needs and prepare for them, reducing the risk of shortages or excess.
• Optimize Workforce Management: Schedule the right number of employees based on projected demand to boost productivity and cut costs linked to overstaffing or understaffing.
• Improve Budget Allocation: Allocate budgets more effectively by knowing when and where resources are needed, avoiding unnecessary spending and enhancing financial performance.
• Enhance Strategic Planning: Integrate with project management and other business systems to support informed decision-making and long-term planning.
• Reduce Bottlenecks: Identify potential constraints early to ensure smooth operations and maintain consistent productivity levels.

Using these planning tools strategically not only streamlines operations but also creates a more resilient and adaptable business model. With the right capacity planning tools, companies can stay ahead of the competition, seize opportunities, and manage risks effectively.

Capacity planning tools also promote better communication and collaboration within teams by providing a clear view of resource availability and project timelines. This transparency boosts operational efficiency and employee morale, as team members can clearly see their roles and contributions.

Advanced predictive analytics and AI capabilities in these tools allow for more accurate forecasting and planning. You can foresee potential disruptions and address them proactively, ensuring continuous productivity and service delivery. This foresight is crucial where agility and responsiveness matter.

Investing in capacity planning tools leads to more informed decision-making. Project managers can access real-time data and comprehensive reports, making strategic choices based on solid evidence. This reduces the risk of costly errors and ensures efficient alignment of resources with long-term goals.

Plan and overview your team’s capacity in a drag-and-drop mode. ActivityTimeline seamlessly integrates with Jira.

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How to Choose the Right Capacity Planning Tool

When it comes to selecting the comprehensive capacity planning tool, one size does not fit all. Each business has its unique requirements and constraints. Here’s a structured approach to help you make an informed decision:

• Evaluate Business Goals. Understand your company’s short-term and long-term objectives. Are you aiming for increased efficiency, cost reduction, or perhaps enhanced productivity?
• Current Resource Utilization. Review how your resources are being utilized currently. Is there a pattern of over-utilization or under-utilization?
• Identify Pain Points. Pinpoint areas where you face bottlenecks or inefficiencies to gauge the features you'll need in a capacity planning tool.

Key Features to Look for In Capacity Planning Software

Once you understand your needs, the next step is to compare different tools. Consider these factors:

• Check what each tool can do. Does it offer resource allocation, scheduling, reporting, and data visualization?
• Ensure the tool can grow with your business and adapt to your changing needs.
• See if it integrates with other tools for a full view of resource use and the team's capacity.
• Look for visuals like graphs and charts to help you spot trends and inefficiencies.
• Compare costs. Most tools charge based on the number of users or features.
• Read reviews and testimonials. Good customer support can greatly improve your experience.

If you’re short on time for doing such a deep research, don’t worry. Below we gathered five most interesting options to date that cover different needs project managers may have concerning capacity planning.

Top Capacity Planning Tools

🥇  ActivityTimeline + Jira

ActivityTimeline is a powerful tool for Jira users to make resource and capacity planning easier. As Atlassian is one of the biggest ecosystems in the world with over 262,000 customers in 2024, this Jira plugin helps numerous teams around the world. It comes with many features that improve visibility, planning, and reporting, which makes it great for teams wanting to optimize their project management.

Features

• Team Management. Easily create teams and assign roles. The drag-and-drop interface makes team setup simple and ensures accurate resource allocation.
• Task Scheduling. Use the user-friendly interface to schedule tasks through drag-and-drop or mapped Jira fields. This feature supports multiple assignees per task, offering flexibility in resource management.
• Custom Reporting and Visualization. Use Workload/Availability Indicators and custom reports to track resource use and project timelines. Identify bottlenecks and optimize resource distribution with ease.
• Skill Management. Create functional teams based on specific skills or positions for targeted resource planning.

For making informed decisions while managing your resources, proper visualizations make real difference. That’s why ActivityTimeline offers various resource and project reports and charts along with showing your team members' timelines, allowing to measure performance and review historical data. For example, one of the most popular reports, Resource Utilization Forecast, provides a detailed view of team workloads over a selected period, helping to avoid both underutilization and overloading of tasks:

ActivityTimeline scales well for both small teams and large organizations. It integrates smoothly with Jira and other applications like BigPicture and Jira Plans (formerly Advanced Roadmaps), offering extensive project management capabilities. This makes it perfect for companies needing thorough capacity planning.

Pricing

ActivityTimeline provides flexible pricing based on deployment options:

• Cloud: Starting at $2.50 per user per month, with both monthly or annual billing.
• Data Center: Starting at $1,900 per user tier annually, with secure, behind-the-firewall access and software upgrades.

Customers Wall of Love

Customers love ActivityTimeline’s easy-to-use interface, the customization options, and how well it improves scheduling efficiency. The support team is praised for being highly responsive and helpful, enhancing the user experience based on the user feedback. Also, the tool has detailed documentation, which helps new customers onboard smoothly.

🥈 Scoro  

Scoro is an all-in-one work management software for consultancies, agencies, and other professional service businesses, awarded a category leader this spring by G2. It offers tools for managing projects, resources, and finances, helping businesses run everything from one platform. Scoro is great for teams wanting better visibility, profitability, and efficiency.

Features

• Project Management. Manage projects from start to finish: estimate project scope, plan schedules, track progress, and issue invoices. The tool provides detailed reports and dashboards for a complete view of project performance.
• Resource Planning and Forecasting. Project managers can identify potential resource shortages, make decisions on outsourcing or hiring, and balance workloads to ensure optimal use of resources.
• Financial Management. Scoro offers insights into project, client, and service profitability. It integrates accounting software to smooth data flow.
• Sales and CRM. The platform has a CRM system to manage customer accounts and track sales pipelines. This helps businesses improve their sales processes and customer relationships.

Scoro is scalable and suitable for businesses of various sizes. It integrates with tools like Google Calendar, Microsoft Exchange, Jira, QuickBooks, and Xero, enhancing its capabilities and allowing seamless data synchronization.

Pricing

Scoro offers four pricing plans:

• Essential: $28 per user per month. Includes basic project management, task lists, calendars, and basic financial reports.
• Standard: $42 per user per month. Adds Gantt charts, project templates, multiple currencies, and detailed financial reports.
• Pro: $71 per user per month. Includes project budgeting, retainer management, and utilization reporting.
• Ultimate: Custom pricing. Includes all Pro features plus better access control, more customization, and extra financial tools.

What Customers Say About Scoro

Users love Scoro for streamlining project management and providing real-time insights into resources and profitability. It’s easy to use with an intuitive interface and has a helpful onboarding process. The support team is friendly and knowledgeable. Users also value how Scoro combines multiple tools into one system, reducing exceed complexity.

🥉 Toggl Plan

Toggl Plan is a user-friendly tool for planning and scheduling, perfect for small to medium teams. It makes project and resource management simple with easy-to-understand visual timelines, so you can see everyone's schedule and workload at a glance. It's great for creative agencies, consultancies, and implementation teams, helping them work more efficiently and avoid burnout.

Features

• Drag-and-Drop Scheduling. Toggl Plan's easy drag-and-drop feature lets you quickly schedule and reschedule tasks. Manage their workloads well and avoid conflicts, especially when team members are on multiple projects.
• Visual Timelines. You get clear visual timelines showing team availability and project deadlines. With Toggl, managers can easily balance workloads and use resources wisely. Color-coded plans make spotting available team members easy.
• Flexible Task Management. You can customize task cards with details like attachments, checklists, and comments. This keeps all task-related information in one place and accessible.
• Notifications and Zoom Levels. Toggl Plan sends email and in-app notifications to keep everyone informed about changes. The zoom feature lets you view schedules monthly, quarterly, or yearly, giving a full overview of projects and capacity.

Toggl Plan is flexible for various team sizes and industries. It integrates with Toggl Track for time tracking and features like Google Calendar import and Single Sign-On (SSO). It’s available on iOS and Android, so you can manage projects on the go.

Pricing

Toggl Plan has two pricing options:

• Team: $9 per user per month. Ideal for teams managing projects and resources. Includes team timelines, project boards, and recurring tasks.
• Business: $15 per user per month. Best for teams working with external stakeholders. Includes all Team plan features, plus more like availability overview, priority support, and data exports.

What Customers Say About Toggl

The most frequent feedback is about how simple and easy Toggl Plan is to use. The drag-and-drop feature and visual timelines make scheduling easy. Users appreciate the ability to see both the big picture and details of their projects, helping them avoid overwork and stress. The mobile apps and great customer support also add to the positive experience, making Toggl Plan a reliable choice for project management.

✨ Kantata  

Kantata (formely Mavenlink + Kimbler) is a complete tool for managing resources and projects, perfect for businesses wanting to improve their workforce and manage projects efficiently. This G2 Summer 2024 leader provides real-time insights into how resources are used, tracks skills, and helps with project forecasts. Its all-in-one approach covers everything from planning and scheduling to financial tracking and team collaboration.

Features

• Resource Capacity Planning. Forecast and plan resource needs ahead of time. Manage project timing, demand, and profit while preventing burnout and finding areas for improvement.
• Demand Forecasting. Kantata provides a centralized platform for real-time resource updates and smart staffing decisions. It lets managers evaluate multiple plans at once and see the impact of these decisions.
• Skills Inventory. Kantata aligns skills with project needs, identifying gaps and offering development opportunities for employees. This not only improves project delivery and profitability but also supports long-term workforce development.
• Managing Your Talent Network. Kantata allows the integration of external partners, roles, and skills into resource planning, enhancing staffing flexibility and ensuring the best team is available for every project.

Kantata scales with businesses, supporting growing teams and complex projects. Its robust integration capabilities allow businesses to connect Kantata with other systems, enhancing workflow efficiency.

Pricing

Kantata offers tailored pricing solutions based on the specific needs of each organization. For detailed pricing information, businesses should contact Kantata directly.

What Customers Say About Kantata

Uncover and solve hidden problems, providing valuable insights into their operations - that’s what people say about Kantata. Testimonials highlight Kantata's ability to enhance project delivery and optimize resource use, making it a highly valued tool in professional services.

✨ Runn  

Runn is a modern resource management software designed to help teams efficiently allocate resources, manage capacity, and plan projects. It caters to various industries such as software engineering, architecture, consultancies, and agencies. With its user-friendly interface and robust features, Runn simplifies project management and optimizes team utilization.

Features

• Resource Scheduling: Runn makes it easy for managers to assign team members to projects. It shows everyone's schedules clearly, helping spot available resources and avoid overbooking. This ensures the right people are on the right projects, increasing productivity.
• Capacity Management: Runn provides a full view of team capacity, helping managers balance workloads and plan effectively. It allows for custom work hours and includes time off and holidays, showing a clear picture of resource availability. This helps prevent burnout by evenly spreading workloads.
• Project Planning and Forecasting: Runn's tools help businesses plan, budget, and track projects with confidence. Its advanced forecasting features eliminate guesswork and allow proactive decision-making on capacity, projects, and finances.
• Real-Time Insights and Reporting: Runn provides deep insights into team workloads and usage. Its reporting features offer a detailed look at project and resource metrics, supporting data-driven decisions to monitor team health and business goals.

Runn is designed to grow with businesses. It supports various industries and offers features like timesheets, reporting, and API integrations, making it suitable for both small teams and large enterprises. Integrations with CRM systems and financial software enhance its capabilities and streamline workflows.

Pricing

Runn provides three pricing tiers:

• Free: $0, suitable for up to 5 people managed, with unlimited projects. Excludes integrations, API access, and live chat support.
• Pro: $10 per person managed per month, includes all features, unlimited users, integrations, API access, and full support.
• Enterprise: Custom pricing, offering concierge onboarding, dedicated account management, extra security, SAML SSO, and custom training.

What Customers Say About Runn

Customers love Runn for its ease of use, its a visual type of team capacity planning tools. Its real-time insights and forecasting features help in making informed decisions. Users also appreciate the flexibility in setting custom work hours and managing time off, which helps avoid burnout.

Summary

Advanced capacity planning tools can make workflows smoother, reduce costs, and ensure full use of resources.

When picking a tool, think about your business needs, like how it works with other software, if it can grow with you, and how easy it is to use. Following good practices in capacity planning and using the right resource capacity planning tools helps avoid problems like bad forecasts and missing data. By setting clear goals, making a solid planning process, and checking your plans regularly, you can adjust to new demands and support growth.

In the end, the combination of the right resource capacity planning software and careful scheduling will help your team achieve more goals. Investing time and resources in this will boost productivity, efficiency, and satisfaction.