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NT-010 / Decision pack

Retainer capacity planner

Reserve enough time to honour recurring work.

Compare available monthly hours, retained commitments, administration and contingency for each role. Keep quoted capacity separate from actual time consumption.

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Editable .xlsxPDF guideNo macros

Start with the decision

How much delivery capacity remains after recurring work and a deliberate buffer?

Freelancers and agencies planning recurring client commitments.

From input to next step.

  1. 01

    Choose a planning month

    Use one month and a realistic availability figure after leave. Assess each role separately so spare design time does not mask an account-management shortage.

  2. 02

    List real commitments

    Enter hours reserved for signed retainers, expected administration and a buffer you can explain. Exclude work that is merely an unconfirmed enquiry.

  3. 03

    Choose a response

    If capacity is negative, adjust start dates, scope or staffing before promising further work. Compare actual use with the plan at month-end.

A look inside

The example, in plain sight.

Fictional values from the workbook. Amounts are illustrative currency units, not a market rate or a customer result.

Role / month
Designer / example month
Available hours
120
Retainer hours
75
Admin hours
15
Buffer hours
12
Total reserved
102
Remaining hours
18
Reserved share
85.0%

Before you use the result.

  • Reserved hours are not measured utilisation.
  • Do not add different roles into interchangeable capacity.
  • A negative result is a real shortfall, not zero.

A monthly capacity model, not a time tracker, staffing guarantee or contractual availability promise.

A few useful answers.

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What will I receive?

Each product includes a PDF guide, an editable Excel workbook, a fictional worked example, a blank worksheet with 50 prepared rows and a decision log. Working kits also include an implementation plan and an adaptable message. The exact file list is on each product page.

What software do I need?

A PDF reader and spreadsheet software that supports standard .xlsx formulas. The workbooks contain no macros or external data connections. Formula results depend on your inputs and your spreadsheet software recalculating them. No paid AI account is required.

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