Capacity Management in Klaro Cards

On June 11, 2025, at 12:30 p.m., the first Klaro Cards Session took place, a one-hour lunchtime online event to introduce you to the Klaro Cards solution. Each event offers an opportunity to present a problem encountered by our users, and how to use Klaro to solve it simply and clearly.

• The complete Youtube video of the session (in French)
• The slides presented in .pdf format (in French)
• The template Projects & Tasks with the calculation of the percentage of cumulative full-time equivalent.
• The template Projects & Needs with the calculation of the sum of hours over time

What is capacity management?

This first session was focused on Capacity Management, the difficult art of ensuring that the resources allocated to a project are enough to meet demand on time and on budget. Capacity management is a very broad topic, and we approached it from the angle of the questions a team or company might ask itself, such as :

• How to visualize the workload?
• Can we handle a new project?
• Which department is likely to be flooded?

In our point of view, traditional approaches to these issues are inadequate:

• Dedicating a team 100% to a single project assumes that the project budget will allow all key skills to be available for the duration of the project, which is rarely the case;
• Detailed modeling of projects and schedules in dedicated tools is a fragile and costly approach, and hardly applicable outside industrial processes;
• The rejection of estimates and deadlines in favor of agility and trust certainly has a certain resonance at Klaro Cards, but it tends to hide legitimate questions of workload.

The proposed solution

During this session, Bernard presented two simple models in Klaro Cards, which quantify hours or full-time equivalents on projects with shared resources. The goal is not so much to model operational reality in fine detail, but rather to offer a “wonder machine” and enable teams to raise important questions.

• A Projects & Tasks template with a simple calculation of the percentage of full-time equivalents needed to meet deadlines.
• A Projects & Needs template with a visualization of the load over time for certain skills.

In both cases, you'll find on these pages a direct link to the part of the video dedicated to modeling and the possibility of creating a Klaro Cards project based on these models.

Conclusion

The templates are simple, the equivalent of an Excel file with less than ten columns. Despite this simplicity of appearance and handling, the strength of Klaro Cards lies in its ability to look at the reality of these projects, tasks and needs from many angles, to reveal discrepancies or unspoken needs.

Our support & consultancy team will be happy to help you implement these templates in your project or company.

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