Team Capacity & Alignment Planner

So Everyone Knows Exactly What They Own.

Why Optimising Your Team Capacity and Alignment Matters for Growth Without the Waste

As your business grows... so does the complexity of managing your team.

You start out wearing every hat, doing every task yourself, but as your business scales, you bring people in to share the load.

At first, this feels like progress - until the cracks begin to show.

Suddenly...

deadlines are missed.
key projects stall because no one knows who's truly responsible.
Your team feels overwhelmed while you're stuck constantly putting out fires.

This is how waste creeps in...

Wasted time on duplicate work or tasks that shouldn't exist at all.
Wasted energy as your team becomes frustrated and burnt out.
Wasted opportunities because your team is focused on the wrong things.

The Team Capacity & Alignment Planner stops this chaos.

It gives you a clear, visual way to see how much capacity your team has and exactly who owns what, so everyone can move forward with clarity and confidence.

When your team is aligned... you gain back control and free yourself to focus on the bigger picture - growth without the waste.

What The Team Capacity & Alignment Planner Does for You

This planner helps you bring order to your team and clarity to your growth.

With it, you will...

See Team Capacity Clearly - No more guessing who's at breaking point or who has room to take on more.
Clarify Ownership - Each task has a single, accountable owner, eliminating confusion and overlap.
Balance Workloads - Prevent burnout by ensuring responsibilities are spread in a sustainable way.
Align Priorities - Ensure your team is focused on the right things that directly fuel growth.
Make Smarter Hiring Decisions - Spot gaps in skills or bandwidth before they become urgent problems.

The result?

A team that's focused, capable, and ready to execute without the hidden waste that slows growth.

Why Founders Often Get Stuck Without Aligning Team Capacity

Most founders delay formalising team alignment because they believe 'we'll figure it out as we go'.

But... this approach often leads to frustration and stalled growth.

Here's what usually happens...

Everyone assumes someone else is handling a critical task - until it's too late.
You feel guilty assigning work because you don't know who has capacity to handle it.
Your best people burn out because they silently carry too much of the load.
Important growth-driving work gets pushed aside for endless firefighting.

When no one has clarity, you, as the founder, become the bottleneck - constantly dragged back into day-to-day tasks instead of leading the business forward.

How to Use the Team Capacity & Alignment Planner

This tool is designed to be simple, practical, and fast to implement...

Step 1: Map Out Your Team

List every team member and their role.

Include freelancers, contractors, and anyone with ongoing responsibilities.

Step 2: Identify Core Responsibilities

Document the major areas of ownership for each role.

Avoid vague job descriptions - be specific.

Step 3: Track Current Capacity

Allocate a realistic percentage of each person's available time to their core tasks.

Highlight where workloads exceed 100% - these are pressure points that need attention.

Step 4: Assign Growth Priorities

Add upcoming projects or growth initiatives.

Clearly mark who is accountable for each and how much of their capacity will be used.

Step 5: Review and Adjust Weekly

Use the planner as a living document.

Regularly review capacity to prevent bottlenecks and wasted effort.

Download Your Team Capacity & Alignment Planner

This Excel file includes everything you need to bring total clarity and alignment to your team.

>>> Download the Team Capacity & Alignment Planner →

What's inside the file?

Instructions Sheet
- Step-by-step guidance on how to use the planner effectively.
- Colour code reference to quickly identify workload balance:
  - Green - 0–80% capacity (Good balance)
  - Yellow - 81–100% capacity (At risk of overload)
  - Red - Over 100% capacity (Immediate action required).
Blank Planner Sheet
- Ready for you to enter your team members, roles, tasks, and time allocation.
- Simple layout for clarity and easy updates.
Demo Planner Sheet (Fully Populated Example)
- Pre-filled with realistic team data so you can see exactly how to use the tool.
- Demonstrates how overloads are flagged automatically.
Summary Sheet
- Quick reference showing what the different capacity levels mean.
- Helps you easily interpret your team's status.

This tool gives founders a clear visual of who owns what, ensuring no wasted time, duplicated effort, or hidden capacity issues.

The Downloadable Team Capacity & Alignment Planner

This planner is ready for you to use in Excel, Google Sheets, or your preferred spreadsheet tool.

When populated, your planner will look something like...

Next Steps After Filling in Your Team Capacity & Alignment Planner

Once you've downloaded and filled in your team capacity & alignment planner...

>>> Follow 'Step 2: Strengthen Your Systems' on the 'Strengthen' page →

Or visit the Founders Resource Hub to download other tools to help you to grow without the waste.