Define the start and finish
Review capacity before adding a retainer, changing a service package, or approving leave during a busy period. Count recurring obligations even when individual tasks have not yet been created.
Workflow record and acceptance checklist
| Record | Information required |
|---|---|
| Client commitment | Deliverables, service frequency, and agreed response responsibilities |
| Role demand | Preparation, production, review, and client communication effort |
| Timing pattern | Monthly peaks, deadlines, and known seasonality |
| Available capacity | Role hours after leave, internal work, and existing commitments |
| Acceptance decision | Start date, staffing change, adjusted scope, or waitlist decision |
Run the workflow
- Translate service packages into recurring work by role and period.
- Compare actual effort with planned effort for a representative client sample.
- Test the next client against the constrained role, including onboarding and review demand.
Worked example
Illustrative example: junior staff have spare capacity but the senior reviewer is fully committed. Selling another recurring package without adjusting review capacity creates a bottleneck despite apparent headcount availability. The firm changes the start date or adds qualified review coverage.
Handle the exception explicitly
Client delays can bunch work into the same week. Record input deadlines and the effect of late inputs on scheduling; do not assume all deferred work can be completed at once.
Measures to review
Track backlog by role, deadline reliability, and review corrections. Compare recurring fees with delivery effort under a consistent cost method before assuming every additional client improves contribution.
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.