Calculator
Example data table
| Start | End | Workdays | Hours/day | PTO | Meetings/wk | Buffer | Net hours | Focus hours |
|---|---|---|---|---|---|---|---|---|
| 2026-03-02 | 2026-03-15 | 10 | 8 | 8 | 4 | 10% | 64 | 57.6 |
Formula used
Workdays = number of selected weekdays inside the date range.
Gross planned hours = (Workdays × Hours per workday × Utilization) + Overtime.
Workweeks = Workdays ÷ Selected workdays per week.
Meetings total = Meetings per week × Workweeks.
Admin total = Admin per week × Workweeks.
Total deductions = PTO + Holidays + Other leave + Training + Meetings total + Admin total.
Net available hours = Gross planned hours − Total deductions.
Focus hours = Net available hours × (1 − Buffer %).
How to use this calculator
- Pick a start and end date for your planning window.
- Select your working days to match your schedule.
- Enter hours per workday and your utilization percent.
- Add planned time off, training, and weekly commitments.
- Set an interruption buffer to protect focus time.
- Press Calculate to see net hours above the form.
- Use the download buttons to export your summary.
Capacity baseline and scheduling window
Choose a clear planning window, such as one sprint or a pay period. The calculator counts only selected working weekdays inside that range. Set the end date inclusively to capture the last workday. A two‑week Monday–Friday window typically contains 10 workdays, so a standard 8‑hour day produces 80 gross hours before adjustments. Shorter windows highlight variability; longer windows smooth out one‑off absences.
Utilization tuning for part-time and shared roles
Utilization scales planned capacity when someone is not fully available for core delivery. Common settings are 50% for half‑time, 80% for shared support roles, and 100% for dedicated work. Using 80% on 80 gross hours yields 64 planned hours, which is a realistic baseline for multitasking roles without inflating commitments. For contractors, enter expected billable days only and validate monthly afterward.
Meeting and admin load as predictable overhead
Recurring meetings and administrative duties behave like fixed overhead. Many teams see 3–8 meeting hours per week and 1–4 admin hours per week, depending on reporting and coordination needs. The calculator converts weekly values into totals based on workweeks, helping you forecast overhead consistently across partial weeks and irregular schedules.
Leave, holidays, and training as hard constraints
Time off and training reduce capacity directly and should be entered as totals for the window. For example, 1 day of PTO at 8 hours and a 4‑hour training session remove 12 hours from available time. Treat holidays the same way to avoid planning work that cannot be executed. These inputs are especially important around seasonal breaks.
Interruption buffer to protect deep work
A buffer reserves time for unplanned tasks, support pings, and context switching. Typical buffers range from 10% for stable work to 25% for highly interrupt‑driven environments. Applying a 15% buffer to 60 net hours yields 51 focus hours, which better matches the time needed for concentrated delivery and reduces late‑week overload.
Interpreting net, focus, and per-day metrics
Net available hours indicate capacity after all known deductions. Focus hours show the portion you can schedule for high‑value tasks after reserving a buffer. Per‑day and per‑week values make planning comparable across different calendars, so you can translate a net figure into daily targets and spot over‑commitment early.
FAQs
How are workdays counted?
Workdays are counted inclusively between the start and end dates, but only on the weekdays you tick. This models non‑standard schedules like Tuesday–Saturday without changing the date range.
Should I enter meetings as totals or weekly?
Enter meeting and admin time as hours per week. The calculator scales them by the number of workweeks in your window, so partial weeks are handled automatically.
What if net available hours are negative?
A negative result means planned deductions exceed planned capacity. Reduce leave or commitments, lower meeting assumptions, add overtime, or extend the window until net capacity becomes positive.
How should I choose a buffer percentage?
Start with 10% for stable project work. Use 15–25% if you handle support requests, frequent reviews, or context switches. Track interruptions for two weeks, then adjust the buffer to match reality.
Can I plan for multiple people?
Yes. Run the calculator per person and export each summary. For a team view, add net or focus hours together in a spreadsheet and compare to the planned workload.
Why does utilization allow values over 100%?
Utilization above 100% can represent deliberate overload, such as approved overtime or a short crunch period. Use it carefully, and pair it with a buffer so the focus estimate still reflects sustainable scheduling.