Utilization Tracking
Utilization tells you how much of your team’s available time is allocated to work. It’s a simple number that answers an important question: are we overloading people or leaving capacity on the table?
Reading utilization
Section titled “Reading utilization”Under 70% — This person has capacity available. They can take on more work.
70–100% — Healthy range. Fully engaged but not overloaded.
Over 100% — Too much assigned. Something has to give—either the work gets reassigned, timelines get extended, or quality suffers.
Where to check
Section titled “Where to check”The dashboard shows a quick utilization overview. For details, go to Resource Planning where you can see each team member’s current allocation.
Look for red flags: anyone consistently over 100% is heading toward burnout. Anyone consistently under 50% might be underutilized (or their work isn’t being tracked in the system).
Balancing workload
Section titled “Balancing workload”When you spot imbalances:
Someone’s overloaded? Look at their tasks. What can be reassigned? What can be pushed back? Is the timeline realistic?
Someone’s underutilized? Maybe they have capacity for more work. Or maybe their work just isn’t being captured in the system.
Everyone’s overloaded? You might need more people, or you might need to cut scope. Either way, it’s better to know now than after deadlines slip.
Keep it realistic
Section titled “Keep it realistic”Utilization only works if the data is accurate. That means:
- Tasks need estimated effort
- Time off needs to be recorded
- Assignments need to reflect reality
If people are constantly doing work that isn’t in the system, utilization numbers are meaningless.
Related: Managing Employees for setting up availability. Planning Tasks for making assignments. Dashboard for the overview.