Calculator Inputs
Tip: Use weekday presets, then fine-tune for your routine.
Example Data Table
Sample scenarios to illustrate how inputs influence capacity.
| Month | Workdays | Hours/day | Break | Meetings | Admin | Productivity | Net hours | Focus hours |
|---|---|---|---|---|---|---|---|---|
| March 2026 | 22 | 8 | 30m | 18 | 10 | 75% | 126.00 | 94.50 |
| June 2026 | 20 | 7.5 | 45m | 12 | 8 | 70% | 103.50 | 72.45 |
| December 2026 | 19 | 8 | 30m | 22 | 12 | 65% | 97.50 | 63.38 |
Formula Used
DaysInMonth= calendar days in the selected monthRawWorkdays= count of selected weekdays within the monthEffectiveWorkdays= max(0, RawWorkdays − Holidays − LeaveDays)BreakHours= EffectiveWorkdays × (BreakMinutes ÷ 60)GrossHours= (EffectiveWorkdays × HoursPerDay) + OvertimeHoursNetScheduledHours= max(0, GrossHours − BreakHours)NetAvailableHours= max(0, NetScheduledHours − MeetingHours − AdminHours)FocusHours= NetAvailableHours × (Productivity ÷ 100)
How to Use This Calculator
- Select the month and year you want to plan.
- Choose your working weekdays, then enter hours and break time.
- Add holidays and leave days to reflect real availability.
- Enter meeting and admin hours to avoid overcommitting.
- Set a productivity factor to estimate focus hours.
- Click Calculate and download CSV or PDF if needed.
What monthly available hours represent
Monthly available hours describe the realistic time you can allocate to planned work in a specific calendar month. Instead of assuming a flat 160‑hour month, the value changes with month length, selected workdays, and time-off. This calculator converts your schedule into net hours after breaks, meetings, and admin tasks. Teams often track capacity in hours, while individuals may prefer minutes for precision. Use the result to set attainable targets, estimate delivery dates, and prevent overbooking during peak periods.
Choosing workdays and calendars
Start by selecting the month and the weekdays you actually work. A Monday–Friday pattern produces a different count than a Monday–Saturday routine, especially when weekends are uneven. The tool counts each matching weekday inside the month, then subtracts public holidays and personal leave days. If your organization uses floating holidays, enter them here to keep plans honest. These inputs create a working‑day baseline that reflects your local calendar, not a generic assumption.
Breaks, meetings, and administrative load
Scheduled hours are not the same as usable hours. Unpaid breaks reduce the daily net time, while recurring meetings and operational tasks consume capacity across the month. Enter meeting and admin hours as monthly totals to keep planning consistent across teams and time zones. Many offices lose 10–25% of time to coordination, reviews, and reporting. The calculator deducts these items after converting working days into gross scheduled hours, revealing true availability.
Productivity factor and focus hours
Even after subtracting interruptions, not every hour becomes deep work. A productivity factor estimates the share of net time that can be used for focused tasks such as writing, coding, or analysis. For example, 75% converts 120 net hours into 90 focus hours. Use focus hours for backlog sizing and milestones. Keep a buffer by choosing a conservative factor when your role involves frequent support, callbacks, or urgent requests.
Using exports for staffing and tracking
Capacity planning improves when results are portable. Export CSV to compare multiple months, build forecasts, or share inputs with managers. Export PDF for approvals, client updates, or sprint planning packets. Try running scenarios: one with planned leave, and one with a worst‑case meeting load. Pair the outputs with a simple rule: planned project work should stay below focus hours, leaving buffer for unplanned demand.
FAQs
1) What does “available hours” mean here?
It is the net scheduled time you can plan for work after breaks, holidays, leave days, meetings, and admin time. Focus hours apply the productivity factor on top of that net value.
2) How are working days counted?
The calculator scans the chosen month and counts only the weekdays you tick. It then subtracts holiday and leave day totals to get effective working days.
3) Should I enter meetings as weekly or monthly hours?
Use monthly totals for consistent planning across different month lengths. If you track weekly meetings, multiply by about 4.3 to estimate a monthly value.
4) Why include a productivity factor?
Net available hours still contain context switching and small interruptions. A productivity factor estimates deep-work capacity so you can size tasks and set commitments more accurately.
5) Can net hours be negative?
No. If deductions exceed scheduled time, net and focus hours are clamped to zero. This prevents misleading negative capacity during heavy leave or meeting months.
6) How can I use the exports?
CSV is best for comparing months, dashboards, and forecasts. PDF is ideal for sharing a one-page summary in planning reviews, proposals, or client updates.