weekly capacity worksheet

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CRITICAL PATH BY QUADRANT WORKS — WEEKLY CAPACITY WORKSHEET
Version: 2026-09-21
Guide: https://www.quadrant.works/guides/weekly-capacity-planning

A private planning worksheet. Copy it into your notes or print it.
It does not upload data, connect to a calendar, or import settings into the app.
Examples below are fictional. No signup is required to use this document.

1. SET THE BOUNDARIES
Week beginning: _____________________
Owner: ______________________________
Timezone: ___________________________
Working days and windows: _________________________________________________
Leave / travel / unavailable periods: _____________________________________

2. CALCULATE YOUR TASK BUDGET
Count every interval once. Use hours consistently (15 min = 0.25 h).

A. Working hours within your chosen boundaries:             ______ h
B. Existing meetings:                                    - ______ h
C. Routine work not already counted elsewhere:            - ______ h
D. Transitions / preparation gaps not already counted:    - ______ h
E. Deliberate reserve for uncertain incoming work:         - ______ h
F. Task effort available to commit (A - B - C - D - E):       ______ h

If F is negative, resolve the overload before adding task commitments.
Do not manufacture availability by treating leave or evenings as free time.

Fictional example: 40 - 18 - 4 - 3 - 3 = 12 task hours.
If lunch or preparation is already excluded from A or counted in B, do not
deduct it again. A buffer and an uncertainty reserve are different purposes.

3. LIST ACTUAL USABLE WINDOWS
For each window, check existing events and the needed transition gaps.
Four 15-minute openings are not automatically one usable hour of focus work.

Day       | Window(s)                  | Usable task time | Constraints
Monday    |                           |                  |
Tuesday   |                           |                  |
Wednesday |                           |                  |
Thursday  |                           |                  |
Friday    |                           |                  |
Other     |                           |                  |

Keep at least 15 minutes between action-item sessions and neighboring
action items or meetings when applying the Critical Path scheduling policy.
Longer preparation or travel needs must be represented separately.

4. CHOOSE COMMITMENTS
Action / intended result | Owner | Due date | Effort | Feasible windows
                         |       |          |        |
                         |       |          |        |
                         |       |          |        |
                         |       |          |        |
                         |       |          |        |
                         |       |          |        |

Total allocated effort: __________ h
Budget F:               __________ h
Uncommitted balance:    __________ h

Work that does not fit: ___________________________________________________
Decision needed (scope / owner / timing / deadline): _______________________
Who must agree, and by when: ______________________________________________

5. VERIFY THE PLAN
[ ] Every commitment has an owner and an observable result.
[ ] Estimates do not count the same work twice.
[ ] Calendar windows fit the required session lengths, not just the total.
[ ] Buffers and unavailable periods remain protected.
[ ] Calendar connection and relevant reservations have been checked.
[ ] Unplaced work is visible and has an explicit decision owner.
[ ] The capacity setting finished saving; any conflict notice was resolved.

CRITICAL PATH NOTE
Weekly capacity is a task-allocation budget, currently 5–80 hours in
half-hour increments. Task allocations use 15-minute increments. The current
scheduler searches weekdays, 09:00–17:00 in the user's timezone; increasing
the budget does not expand that window or remove existing meetings.
The capacity summary groups active task estimates by their due/start week,
not by each calendar session. Review actual Calendar placements as well.

6. END-OF-WEEK REVIEW
Result completed / evidence: ______________________________________________
Work displaced and why: ___________________________________________________
Estimate changes and why: _________________________________________________
New scope accepted: _______________________________________________________
Reserve consumed: __________ h
Dependency still waiting on: ______________________________________________
Action to stop or renegotiate: ____________________________________________
One change to next week's plan: ___________________________________________

Keep confidential task titles, customer details, and calendar information
private. Share only what you deliberately choose to disclose.

Permission: you may copy and adapt this Critical Path worksheet for personal or internal team planning. No account, payment or attribution is required. Product links are optional; using the template is not enrollment in a service.