Consider this to be a “Quick Win” I quickly put together that I’m now happily sharing with all of you.

Come and see what I did to streamline a source of reference in my ClickUp that you can easily do in your business too — today!

And, I tell you, it just works. You see, I just want you to share in the positivity and joy of successfully executing this simplistic approach to quickly adding more efficiency to your business’ work… Plus, I honestly attempted to not write this piece for a full half-hour before I gave in wearing a satisfied smile on my face. So just read it! Now, let’s get straight to it:

I’m an online service provider and I regularly host consultations and calls with potential clients who are interested in purchasing some of my services. This occasionally results in a closed sale of my services, and I then begin the normal intake and onboarding process to bring that new client into our new working relationship. No problems here.

But when I do this, I’m operating under the assumption that I AM accepting new clients at that time and that I’m not already booked to my full capacity. But how can I know beforehand exactly what capacity I have (or do not have) to take on new projects for new clients in my business? How do I avoid overloading myself with work by accident?.. What is a simple and straightforward way to calculate my capacity for my own very quick reference at any time?

I quickly created my new “Revenue + Capacity Tracker” ClickUp list for this purpose. Using a simple formula and automation rule has met this need of mine, and I very clearly think that it’s just the coolest little thing, ever. This is partly because it was so EASY for me to throw together in minutes (and I wondered why I hadn’t come to do this before) and partly because it just WORKS!

Here’s how to reproduce this for yourself inside ClickUp so that you can witness the action:

• Create a new list with the Custom Fields: “Month (dropdown), Income (money), Services (tags), Capacity % (formula), and Monthly Capacity (number)”
• Make only those Custom Fields and the Time Estimate field visible in your List View.
• Determine your monthly capacity in work hours, and create an automation that makes all created tasks fill in this number in hours in the “Monthly Capacity” Custom Field.
• Set the Formula field to calculate “PRODUCT(field(“Time estimated in hours”) / field(“Monthly Capacity”), 100)”
• After creating some tasks for this list, set the bottom row of each section of your list to sum up the fields “Income, Time Estimate, and “Capacity %”

You’re done! Test your new list with some dummy tasks!

Now whenever I have client work planned for one month, I can enter a task with that client’s name, fill in the details about the value of the project and the amount of time required to complete that work, and see how much of my capacity is being taken up by that one client in the “Capacity %” Custom field for that task. Several clients for the month have a Sum row at the bottom of their own section that displays the total revenue being generated for the month as well as the total Monthly Capacity being spent on client work that month. (You can see in the example image of my template in use above that my Monthly Capacity is 60 hours, and 4 total client work hours for July equals me being at 6.6667% of my capacity that month!)

PS: You can also totally grab this same template and instantly install it into your own Workspace plug-and-play style from right here!

Please do let me know what you think, and my inbox is always open for your questions/concerns.

And don’t forget that I’m always here for all of the ClickUp build and ClickUp Action Plan needs for your own business; feel free to check out my Services page whenever you’re ready to!