Define the start and finish
Update the plan when a job is accepted, a prerequisite moves, or labor availability changes. Use the same weekly cutoff for demand and capacity so the comparison is meaningful.
Workflow record and acceptance checklist
| Record | Information required |
|---|---|
| Crew or skill | Separate skills that cannot substitute for one another |
| Available time | Scheduled time less leave, training, travel allowances, and other committed work |
| Job demand | Remaining effort by skill and planned week |
| Readiness | Materials, access, inspections, or other prerequisites affecting the work window |
| Decision | Resequence, add approved support, or revise a customer commitment |
Run the workflow
- Estimate remaining effort with the foreman rather than repeating the original estimate unchanged.
- Compare demand against availability for each constrained skill and key equipment item.
- Resolve overload before accepting another date; record the person authorized to change the plan.
Worked example
Illustrative example: two crews have enough combined hours, but only one foreman can supervise the next installation. Scheduling both jobs concurrently would create a supervision conflict. The planner sequences the work and confirms the revised dates with customers.
Handle the exception explicitly
Weather and unavailable prerequisites can strand capacity. Keep a small list of genuinely ready alternate work, and avoid assuming every lost hour can be recovered through overtime.
Measures to review
Review promised versus actual start dates, idle time by cause, and overtime. A fuller calendar is not an improvement if rework and missed commitments rise.
Pilot before standardizing
Test this workflow on a small set of real cases with the people who send and receive the work. Keep a record of missing information and decisions that were unclear. Assign one owner to revise the operating instructions, then review the next completed case against the revised version.
Related implementation resources
Discuss the operating problem
Elixir consulting starts at $5,000 per month, with final pricing based on scope. Bring a recent example, the current workflow, and the person who owns the result to define the appropriate implementation scope.