From Theory to Practice: Capacity Planning for PMOs Made Real

Capacity planning is a key component of effective portfolio management, yet it remains one of the most challenging aspects for many organizations. In this recorded webinar, industry experts Joe Pusz (Founder of The PMO Squad & The PMO Leader) and Edita Kemzūraitė (CEO of Project Management United & Sustainability Program Manager at Bentley Systems) join TransparentChoice CEO Stuart Easton to discuss the critical role of capacity planning in aligning resources, strategy, and organizational goals to deliver more successful projects.

Here's a summary of the key points discussed...

Understanding Capacity Planning

At its core, capacity planning is about looking ahead to ensure that your resources—be they people, technology, or finances—are aligned with your organization's strategic goals. This proactive approach can significantly improve project delivery outcomes. As Edita pointed out during the webinar, it’s not just about having the right people at the right time, but also about prioritizing which projects should be approved, and then leveraging technology and aligning financial resources to support project execution.

The Difference Between Capacity Planning and Resource Management

As Joe emphasized, there is a distinction between capacity planning and resource management. While both are related, they serve different purposes. Resource management is often reactive, dealing with the immediate allocation of people to tasks within ongoing projects. Capacity planning, on the other hand, is forward-looking, aiming to prevent chaos by aligning organizational capabilities with future project demands. This strategic approach helps in avoiding last-minute scrambles for resources, which can lead to inefficiencies and project delays.

The Benefits of Capacity Planning

Good capacity planning does more than just prevent chaos; it also enhances employee morale and organizational reputation. By forecasting needs and ensuring that projects have the necessary resources from the outset, organizations can avoid the pitfalls of overworked teams and underfunded projects. Joe highlighted that organizations with strong capacity planning processes tend to have better project success rates, as they can secure the necessary funding and resources well in advance.

Real-World Application: A Case Study

Edita shared a compelling case study from her experience at Bentley Systems. Faced with customer dissatisfaction in their support function, her team analyzed identify the root causes of the issues. Instead of immediately hiring more staff, they used capacity planning to improve utilization of existing resources and processes, ultimately boosting their ticket response and resolution times by 85%. This success was not just a result of better resource allocation, but also due to a strategic approach that aligned their support operations with broader company goals.

The Organizational Impact

One of the key takeaways from the webinar was that capacity planning is not an isolated activity—it’s part of a larger organizational process. As Joe pointed out, successful capacity planning requires involvement from all levels of the organization. It’s about creating transparency, improving decision-making, and ensuring that everyone from the project teams to the C-suite is aligned on priorities and resource allocation.

Tools and Technology

Modern tools and technologies are making capacity planning more efficient and effective. During the webinar, our CEO Stuart Easton discussed how AI-powered tools can now run thousands of project scenarios in minutes, providing optimal resource allocation plans that maximize organizational value. This technological advancement is making it easier for organizations to respond to changes and make data-driven decisions in real-time. The following two short videos explore how TransparentChoice's new AI-based modules can help to make a powerful difference to your portfolio optimization and project scheduling processes...

Conclusion

Effective capacity planning is essential for any organization looking to improve project outcomes and align its resources with strategic goals. By understanding the nuances of capacity planning and leveraging modern tools, organizations can enhance their project delivery processes, boost employee morale, and generate increased value, impact, and performance from their project portfolios.

Book a call to learn more

If you'd like to discuss how TransparentChoice can help your organization build a more effective capacity planning process, book a meeting with Stuart using the calendar below...

(If you can't see the meeting calendar, please click here)