How to do Capacity Planning in Jira?

The ability to effectively manage your team’s capacity is one of the important areas for project managers to focus on. Capacity planning is an important aspect of project management, especially under a fixed deadline. Jira is a powerful tool that helps you to effectively manage your team’s workload.

Capacity planning is one of the most commonly written about topics in the Jira community. With thousands of users running projects in the cloud, it’s crucial to understand how to effectively plan, configure, and run your deployments. This blog post will cover some of the best practices for capacity planning in Jira, as well as a step-by-step approach for how to effectively plan and monitor the capacity of your teams.

What is a Capacity Planning?

Capacity planning is the discipline of allocating resources for optimal performance. It focuses on anticipating future resource needs based on current and future business requirements. Capacity planning can be applied to both person-related resources, such as employees, and non-human resources, such as different goods, equipment, properties, etc.

Capacity planning provides an organized approach to the orderly management of the flow of materials, information, and other resources through a facility or company. A company’s capacity planning provides the information needed to determine whether it has sufficient resources to implement its strategic plan and deliver on expected objectives.

Capacity Planning in Jira

Jira capacity planning is crucial for project management as it ensures that projects receive the resources they require to achieve goals. Many agile teams use Jira during the product development process and for the sprint planning, but Jira is also suitable for non-technical teams, as it fits the needs of teams of different types and sizes.

Jira has a lot of features for project management, but it doesn’t visualize resource utilization clearly. This makes it difficult to understand the capacity of teams&individuals, whether resources are over-, or underloaded.

Obviously, most users need a capacity planner to fill those gaps, so Jira provides a great variety of capacity planning add-ons for Jira. ActivityTimeline is a resource capacity planning app for Jira, one of the most popular add-ons in the resource planning area that facilitates capacity planning in Jira.

Resource Capacity Planning with ActivityTimeline

Capacity evaluation and project management go hand in hand. Sometimes we need to observe the whole picture of resource workloads, and sometimes we need to take a closer look at individual resource availability.

ActivityTimeline provides a lot of useful features which will help with Jira capacity planning. You want to assign tasks and track your employees, but you don't want the headache of an inconvenient dashboard? You're in luck. With a scalable dashboard, you can automatically assign and track tasks. The app is fully synchronized with Jira, so Jira workflows are reflected on timelines and vice versa.  Assign existing Jira tasks, or create new ones directly from the main dashboard. Create different events, assign specific skillsets, and assign positions to your users while tracking their work:
It's easy to get a comprehensive understanding of all workflows in one window when you have access to the cross-project view for shared resources. ActivityTimeline helps you stay on top of everything that's going on at different times. Its planning dashboard shows what tasks are related to a project and which team members are involved:
Workload/availability monitoring is quite easy with ActivityTimeline. Commonly people are bad at predicting how much capacity they have left, so the app provides a visualization of the teams & resource capacity with the help of the workload indicators:
Special workload indicators display people’s workload, so you can easily get an understanding of how much resources are utilized at a given point of time.
You can switch between various workload modes to understand the data from different perspectives:
Observe resource capacity at both individual and team levels with the help of a team panel, as every team has a separate workload indicator:
All of the aforementioned modes help to understand Jira resource utilization from different sides. Teams' workload indicator also has different workload indicator types:
When you assign tasks to separate users or to the whole teams, the workload indicators are updated automatically by the system:
Start Capacity Planning in Jira with ActivityTimeline

Capacity Reporting with ActivityTimeline

App provides numerous reports for comfortable data tracking. The Resource Workload Report is one of the most popular resource reports. It’s simple to use and helps to observe a clear picture of the Jira resource utilization for different periods. Choose the needed values and generate a quick report which can be exported as an Excel file. Generate Resource Workload Report to observe the actual/future workload and to prevent people from work over-, or underload:
The default indicator does not show the details of each task. Our team developed a detailed Person per task workload report in order to help manage users' workloads on a day-to-day basis. It also helps with prioritizing long-lasting tasks:
Users can also use an Availability Report to see what resources have available working hours and assign new tasks to them:
With the help of ActivityTimeline and its capacity planning and tracking features, managers can see everything about resources and their availability. With this data at their fingertips, they can create future plans without worrying that resources will be overloaded with work. Enjoy effortless advanced resource management and have no more worries about Jira capacity planning activities.
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