Plan who is working on what and when

Create an Airtable base with two linked tables: People and Projects. In the People table, add columns for Name, Role, Available Hours Per Week, and a linked field to Projects they are assigned to. In the Projects table, add columns for Project Name, Status, Estimated Hours Per Week, Start Date, End Date, and a linked field to the assigned People. Create a Rollup field in the People table that sums all estimated project hours to show Total Committed Hours. Add a formula field showing Available Hours minus Total Committed Hours to instantly see who has capacity and who is overloaded.

Create a Notion page called Project Pipeline with a database of upcoming, active, and completed projects. Add columns for Project Name, Phase (Discovery, Design, Build, Launch), Estimated Start, Team Size Needed, and a link to the Airtable base. Each quarter, review the pipeline and use the Airtable capacity tracker to pre-assign team members to upcoming projects before they officially start. This prevents the common problem of discovering a resource conflict the week a new project kicks off.

Have each team member log their hours in Toggl Track using project names that match your Airtable Projects table. At the end of each month, export a Toggl report and compare actual hours per project to your Airtable estimates. Use the difference to improve future estimates. If someone consistently logs more hours than estimated on their projects, that is a signal to either reduce their project load or revisit your scoping process. Share the monthly summary in your team Notion page to build a shared understanding of where time actually goes.