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Most teams plan to 100% capacity and call it efficiency. In reality, that’s where things start to break.

In this episode, I walk through a better way to think about capacity, not as a percentage on a heatmap, but as a balance between people, workload, and real-world unpredictability.

You’ll hear how experienced and developing project managers handle workload differently, why not all work should be treated as a project, and how shifting repeatable work back to operational teams can free up meaningful capacity.

I also break down the difference between planning for what you know, like PTO, training, and admin work, versus creating space for what you don’t know, like escalations and unexpected priorities that derail even the best plans.

This isn’t about tools or systems. It’s about awareness, leadership, and better conversations.

If you’re leading projects, programs, or teams, this episode will help you move from tracking utilization to actually improving performance.

43:T42e,Why do some teams consistently move forward while others stay busy but struggle to make progress? People. Process. Progress. explores leadership, organizational effectiveness, project and program delivery, communication, prioritization, change, and the realities of helping people and organizations move forward. Hosted by Kevin Pannell, an IT PMO leader, former healthcare leader, Navy Corpsman, EMS Captain, emergency manager, author, and speaker, the podcast focuses on the lessons that appear across industries, teams, and life itself. Whether the topic is project management, organizational change, leadership, fitness, resilience, customer alignment, or team performance, the same principles often emerge. People matter. Process matters. Progress matters. Each episode examines what gets in the way of progress, what creates alignment, and what leaders can do to help individuals, teams, and organizations achieve meaningful outcomes. No buzzwords. No corporate theater. No silver bullets. Just practical conversations about people, process, and progress.