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How to Manage Development Team Capacity Planning?
How to manage development team capacity planning?
Manage capacity by calculating available hours per sprint (minus meetings, PTO, holidays), using velocity history for realistic planning, adjusting for seniority mix, accounting for support rotations, and leaving buffer for unknowns. Track planned vs actual to calibrate over time. Update capacity at sprint planning based on known absences.
Capacity calculation template
## Sprint [X] Capacity Planning
### Team Members
| Person | Available Days | Notes |
|--------|----------------|-------|
| Dev A | 10 | Full sprint |
| Dev B | 8 | 2 days PTO |
| Dev C | 10 | Full sprint |
| Dev D | 5 | On-call rotation |
| Dev E | 9 | 1 day training |
### Calculation
**Raw capacity:**
- Total person-days: 42
- Productive hours/day: 5
- Raw hours: 210 hours
**Deductions:**
- Sprint ceremonies: 4h × 5 = 20 hours
- On-call overhead: 10 hours
- Buffer (15%): 27 hours
**Net capacity:** 153 hours
**Velocity conversion:**
- Average velocity: 45 points
- Hours per point: 3.4 hours
- Sprint capacity: ~45 points
### Commitment
Committed: 42 points (94% capacity)
Buffer: 3 points for bugs/support
Capacity labels
| Label | Purpose |
|---|---|
| capacity:full | Full sprint available |
| capacity:partial | Reduced availability |
| capacity:on-call | On support rotation |
| capacity:training | Learning time |
Capacity factors
| Factor | Adjustment |
|---|---|
| PTO | Subtract days |
| Holidays | Subtract days |
| On-call duty | 50% capacity |
| New team member | 50% first month |
| Training day | 0% that day |
| Meetings | Subtract hours |
| Unknown work | 15-20% buffer |
NoteVault capacity documentation
# Capacity Planning Guide
## Standard Assumptions
- Productive hours per day: 5-6
- Sprint ceremonies: 4 hours per person
- Buffer for unknowns: 15%
## Velocity History
| Sprint | Capacity | Committed | Completed |
|--------|----------|-----------|-----------|
| Sprint 10 | 45 pts | 42 pts | 40 pts |
| Sprint 11 | 50 pts | 48 pts | 52 pts |
| Sprint 12 | 40 pts | 38 pts | 36 pts |
| Average | 45 pts | 43 pts | 43 pts |
## Capacity by Seniority
| Level | Points/Sprint | Notes |
|-------|---------------|-------|
| Senior | 12-15 pts | Independent work |
| Mid | 8-12 pts | Some guidance |
| Junior | 5-8 pts | More support needed |
## Support Rotation Impact
On-call developer: 50% sprint capacity
Reason: Interruptions, incident response
## Seasonal Adjustments
- December: 70% (holidays)
- Summer: 80% (vacations)
- Normal: 100%
Capacity planning workflow:
- Collect availability - PTO, holidays, training
- Calculate raw capacity - Person-days × hours
- Subtract overhead - Meetings, ceremonies
- Apply buffer - 15-20% for unknowns
- Convert to points - Using velocity history
- Team commitment - Not more than capacity
- Track actuals - Compare planned vs done
- Calibrate - Adjust factors over time
Common capacity mistakes
| Mistake | Prevention |
|---|---|
| 100% allocation | Always include buffer |
| Ignoring meetings | Subtract meeting hours |
| Best sprint velocity | Use average, not peak |
| Ignoring on-call | 50% capacity when on-call |
| Same for all | Adjust for experience |