11 Top Capacity Planning Software for Agency Project Managers

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If you’re starting a new project, the first question you should be asking yourself is: Do I have the adequate capacity to do this?

Capacity planning plays a key role in ensuring the smooth functioning of agencies by optimizing resource allocation, managing workloads, and maintaining productivity levels. In today’s fast-paced business environment, it can be hard to implement the right capacity planning strategy due to a number of reasons. Adopting tools and technologies has become crucial for any organization that wants to grow. Whether it’s a project management tool, a resource capacity planning tool or an all-in-one tool, there are many options to choose from and assessing your agency’s needs will help you pick the right one.

What Is Capacity Planning Software for Agencies?

We’ve already mentioned some benefits of capacity planning, but that in itself is no easy feat. That’s exactly where capacity planning solutions come into play.

Capacity planning software for agencies is a solution designed to assist businesses in effectively managing and optimizing their resources. That sounds pretty straightforward, so you might wonder why you’d even want a tool like that in the first place?

Effective resource capacity planning requires a lot more than just scheduling resources on projects. Resource planning tools allow agencies to forecast resource requirements, allocate work efficiently, monitor progress, and ensure that projects are completed within the specified time frame. By using such software, agencies can improve productivity, reduce bottlenecks, and achieve their business goals.

In this article, we’ll explore the significance of capacity management tools for agencies and provide an overview of eleven popular tools that can help agencies streamline their operations.
 

1. Productive – One of The Best Capacity Planning Tools for Agencies

Productive is an all-in-one agency management tool that’ll help you run a profitable agency. It offers a wide variety of features that help with workforce capacity planning, meeting business demands, achieving optimal resource utilization and gaining 360-degree visibility of your agency operations.

Productive is a tool meant for the entire team, from an agency CEO to designers and developers.  It’s meant to make everyone’s job easier.

Resource Planning

With the Resource Planning feature you can make sure work is equally distributed amongst your project teams. You’ll be able to align your capacity with demand to ensure adequate capacity and achieve optimal utilization rates. You’ll be able to forecast capacity for any future projects you might have and be sure you’ll meet the capacity requirements.

You can also see who’s on vacation or sick leave so you’ll be able to plan accordingly.


Achieve optimal utilization with productive

Project Management

The Project Management feature is able to handle complex projects, from start to finish. You can have an unlimited number of projects active and they can be broken down into tasks and to-dos that are then assigned to people that need to do them. Delivering client projects on time is of essence to any agency, so being able to track progress step-by-step is helpful.


track complex projects from start to finish with productive

Time Tracking

Time tracking in Productive was made to be easy. There’s a built-in timer that you can start once you get to work on a specific task and it will track your time automatically. You can also do your time sheets manually at the end of the day. From a resource scheduling perspective, you can book people on specific projects for a period of time so you know who’s available and when.

Budgeting and Reporting

With Budgeting you can be sure you’re on top of your project financials. You can keep track of project budgets individually, or get a broader picture of your agency’s financial indicators.


gain valuable data with insights

Reporting let’s you create insightful reports from already available templates, but you can also customize your own reports that suit your agency’s needs. With real-time data you’ll be able to make data-driven decisions that can improve your business development.

Billing

With Productive, you can separate billable and non-billable work which makes it easier to invoice clients. You can generate invoices by tracking time on billable services and those billable hours will then be transferred to the corresponding invoice.

Additional features include Docs and Sales. Productive also has active integrations with Xero, QuickBooks, Jira, Slack, Hubspot, and many more.

Pricing

  • Plans start with the Essential plan at $9 per user per month, which includes all the key features mentioned above.
  • The Professional plan includes custom fields, recurring budgets, advanced reports, billable time approvals and many more for $24 per user per month.
  • The Ultimate plan has everything that Essential plan and Professional plan offer, along with the HubSpot integration, advanced forecasting, advanced custom fields, overhead calculations and more for $32/user per month.
  • You can also check out the Enterprise Plan with custom pricing for companies that would include more than 50 active users per month.

You can go for a free 14-day free trial before you decide to check out a paid plan.

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2. Smartsheet – A Collaborative Capacity Planner Platform

Smartsheet is a collaborative work management platform that offers features for resource planning, task tracking, and project management.

Key Features:

  • Resource allocation and forecasting
  • Gantt charts and project timelines
  • Real-time collaboration and communication
  • Reporting and analytics

SOurce: smartsheet

Smartsheet provides a user-friendly interface and allows for easy collaboration among team members. The advanced features in Smartsheet come at a higher cost, which may not be suitable for smaller agencies or agencies with limited budgets.

3. ClickUp – A Good Choice for Agencies Looking for a Resource Capacity Planning Tool

ClickUp is a project management platform that offers capacity planning features along with task management, collaboration, and automation capabilities.

Key Features:

  • Resource capacity tracking and allocation
  • Customizable dashboards and workflows
  • Collaboration and communication tools
  • Time tracking and reporting

Source: clickup

ClickUp provides a wide range of integrations with other tools, enabling seamless workflow management. The learning curve for ClickUp can be pretty steep for new users, requiring a fair amount of time and effort to be able to use all of the features.

4. Wrike – A Good Resource Project Scheduling Tool

Wrike is a cloud-hosted work management platform that includes features for resource planning, project tracking, and team collaboration. It’s a good choice for those who work in the creative industry or design agencies.

Key Features:

  • Resource management and capacity planning
  • Task prioritization and project scheduling
  • File sharing and document collaboration
  • Customizable project workflows

source: wrike

Wrike offers comprehensive reporting and analytics capabilities, providing valuable insights into project performance. Some users find the user interface of Wrike to be less intuitive compared to other tools, requiring additional training for team members.

5. Asana – A Good Project Management Tool With Capacity Planning Features

Asana is a popular project management software that provides capacity planning tools, task tracking, and team collaboration capabilities.

Key Features:

  • Resource allocation and workload management
  • Task dependencies and milestones
  • Team communication and collaboration
  • Kanban boards and progress tracking

source: asana

Asana offers a simple and intuitive interface, making it easy for teams to get started and collaborate effectively. The reporting and analytics capabilities in Asana are relatively limited, which may be a drawback for agencies with larger teams that require in-depth project insights.

6. Parallax – A Solid Resource Capacity Planning Software

Parallax is a capacity planning software that focuses on resource allocation, scheduling, and project management for agencies.

Key Features:

  • Capacity forecasting and allocation
  • Resource scheduling tool and calendar integration
  • Business intelligence and reporting
  • Team collaboration and communication

source: parallax

Parallax provides a user-friendly interface with intuitive drag-and-drop functionality, simplifying the process of resource allocation and scheduling. Some users have reported occasional glitches and technical issues with the software, which required contacting customer support for resolution.

7. monday.com – A Fair Work Management Software With Customizable Features

monday.com is a web-based collaborative capacity management software that offers a capacity planning component, project tracking, and team coordination capabilities.

Key Features:

  • Resource capacity and workload management
  • Customizable project boards and task tracking
  • Team collaboration and communication
  • Time tracking and reporting

source: monday.com

monday.com provides extensive customization options, allowing agencies to tailor the platform to their specific workflow requirements. Pricing for monday.com can be relatively higher compared to other tools, making it less accessible for smaller agencies with budget limits.

8. Saviom – A Good Choice for Agencies Looking for a Capacity Management Software

Saviom is a resource scheduling software that includes resource planning features, workforce optimization, and project scheduling capabilities.

Key Features:

  • Resource demand and capacity forecasting
  • Skills and competency mapping
  • Project planning and scheduling
  • Reporting and analytics

source: saviom

Saviom offers comprehensive resource optimization capabilities, enabling agencies to align their resources with project demands effectively. The learning curve for Saviom can be steep for new users, requiring dedicated training and onboarding support.

9. Hub Planner – A Good Resource Capacity Planning Software

Hub Planner is a resource management and scheduling software that provides capacity planning tools, resource tracking, and team collaboration capabilities.

Key Features:

  • Resource allocation and capacity forecasting
  • Interactive scheduling and calendar integration
  • Team availability management
  • Reporting and analytics

source: hubplanner

Hub Planner offers a visually appealing and intuitive interface, making it easy for agencies to manage their resources and schedules effectively. Some users have reported occasional performance issues and slow loading times when working with larger datasets in Hub Planner.

10. Forecast – A Fair Project and Resource Management Tool

Forecast is an AI-powered project and resource management platform that includes a capacity planning component, time tracking, and collaboration capabilities.

Key Features:

  • Resource forecasting and capacity management
  • Project planning and scheduling
  • Real-time business intelligence
  • AI-driven resource allocation recommendations

source: forecast

Forecast leverages AI and machine learning to provide intelligent resource recommendations, optimizing capacity planning and resource utilization. Some users find the initial setup and configuration to be time-consuming.

11. Mosaic – A Solid Resource Management Software

Mosaic is a comprehensive resource management software that offers capacity planning features, project tracking, and team collaboration capabilities.

Key Features:

  • Resource demand and capacity forecasting
  • Skills and competency tracking
  • Task assignment and progress tracking
  • Reporting and analytics

source: mosaic

Mosaic provides robust reporting capabilities, offering detailed insights into resource utilization, project progress, and team performance. The user interface of Mosaic may appear overwhelming for new users, requiring time and effort to become familiar with the software

Takeaway

Capacity planning software is a great choice for agencies looking to optimize resource allocation, streamline project management, and achieve optimal business performance.

The planning software that we mentioned in this article offer a range of features that capacity planning, but it’s important for agencies to consider their specific needs and choose a tool that aligns with their requirements and budget. By implementing effective capacity planning software, agencies can improve productivity, decision-making, and deliver successful projects on time.

If you’re looking for an all-in-one tool that has powerful features and is able to handle advanced planning, complex project management and provide accurate forecasting, you might want to book a demo with Productive.

FAQ

What is Capacity Planning Software?

Capacity planning software refers to a set of tools and applications that aid organizations in estimating, managing, and allocating their resources effectively. These software solutions typically have key features like resource forecasting, workload balancing, team collaboration, and reporting capabilities. By using a planning software, organizations can optimize their resource utilization, make informed decisions, and enhance overall operational efficiency.

Can Jira do capacity planning? 

Yes, Jira can be extended with various plugins and add-ons that enable capacity planning features. Plugins like Tempo Planner and Advanced Roadmaps for Jira provide capacity planning functionalities within the Jira ecosystem.

How do you do capacity planning in Excel? 

While Excel is not specifically designed for capacity planning, it can be utilized with certain formulas and functions to create basic capacity planning spreadsheets. You can use Excel to track resource availability, calculate capacity utilization, and visualize resource allocation using graphs or charts.

Does SAP have capacity planning? 

Yes, SAP offers capacity planning capabilities through its various enterprise resource planning solutions. SAP ERP systems, such as SAP S/4HANA and SAP Business One, provide modules and functionalities for capacity planning, enabling organizations to optimize resource allocation and manage production capacities efficiently.

How to do agile capacity planning? 

Agile capacity planning involves estimating the team’s capacity to take on work during an iteration or sprint. It typically includes considering factors like team velocity, individual availability, and any external dependencies. Agile capacity planning can be done by reviewing historical data, conducting team capacity discussions, and factoring in any upcoming leave or holidays.

What are the eight steps in the capacity planning process?

  • Understand Business Objectives: Align capacity planning goals with the agency’s overall business objectives.
  • Gather Historical Data: Collect and analyze past performance data to identify capacity patterns and trends.
  • Forecast Demand: Predict future demand based on market trends, customer needs, and historical data.
  • Assess Current Capacity: Evaluate the agency’s existing capacity and identify any gaps or constraints.
  • Identify Resource Requirements: Determine the resources and skills needed to meet projected demand.
  • Allocate Resources: Assign resources to projects or tasks based on availability, skills, and priorities.
  • Monitor and Adjust: Continuously track resource utilization and adjust allocations as needed.
  • Review and Improve: Regularly review capacity planning processes, identify areas for improvement, and implement changes to enhance efficiency.

What are the five capacity management strategies?

  • Demand Forecasting: Predicting future demand to anticipate resource requirements accurately.
  • Resource Optimization: Maximizing resource utilization by balancing workloads and ensuring optimal allocation.
  • Scalability Planning: Preparing for growth by evaluating and expanding capacity as needed.
  • Risk Management: Identifying potential bottlenecks and mitigating risks to maintain smooth operations.
  • Performance Monitoring: Continuously tracking and analyzing capacity metrics to identify areas for improvement and make informed decisions.

Margarita Aranza

Marketing Assistant

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