Agency Resource Scheduling Hub

Why this might help

Running an agency means juggling the same people across five different client projects at once. Someone's always needed everywhere, and it's easy to say yes before you check whether there's actually room. This hub is for teams who want to make smarter calls about who does what and when — without burning people out or dropping a client deliverable. You'll find signals to watch for, simple actions to try, and a tool to help your team talk through the real tradeoffs before they become real problems.

Does this feel familiar?

A designer is booked on three client deadlines in the same week, and nobody noticed until Monday morning.
Your project lead says they're 'fine' but hasn't taken a lunch break in two weeks.
A new client project lands and the first instinct is to pull your best person off something else.
Two account managers both scheduled kick-off calls on the same day without checking who else they'd need in the room.

Try this together

Before you say yes to a new project timeline, pull up what your team already has on their plate that week — not just their calendar, but their actual work.
Name one person on your team as the 'capacity check' for the week. Their job is to flag when someone's getting stacked up before it becomes a crisis.
When you move someone to a new project, write down what they're leaving behind and who picks it up. Even a sticky note helps.
Hold a ten-minute 'load check' at the start of each week — not a status meeting, just a quick look at who's carrying what.
If two projects need the same person at the same time, don't guess. Sit down with both project leads and decide together which one takes priority.

Resource Tradeoff Review

List every active client project your team is currently working on, even the small ones.
For each project, write down which team members are involved and roughly how much of their week it's taking up.
Identify any person who appears on more than two projects in the same time window — that's your first tradeoff to review.
For each conflict you find, name the two competing demands clearly: for example, 'Dev time needed for Client A launch vs. Client B bug fix, same Thursday.'
As a team, decide which demand takes priority, what gets delayed, and who needs to know — then write it down so everyone's working from the same picture.

Questions worth talking about

If we pull Marta onto the new pitch this week, what actually slips on the Hendricks account?

Are we saying yes to this timeline because it's realistic, or because we don't want to disappoint the client?

Who on the team is quietly overloaded right now, and how would we even know?

A few common questions

How is this different from just looking at a calendar?

Calendars show meetings. They don't show the actual work sitting behind those meetings. A designer might have one meeting on Thursday but six hours of revision work due the same day. The tradeoff review asks you to look at the work, not just the appointments.

What if our team is too small to have a dedicated capacity person?

That's actually when it matters most. In a small team, one person being overloaded affects everyone. You don't need a formal role — just agree that someone asks the capacity question out loud each week. Rotate it if that feels fairer.

Can Tindlo help with this kind of scheduling?

Tindlo lets your team see work items — including briefs, files, and context — laid out across a shared Day and Week view. That makes it easier to spot when the same person is stacked across projects. It won't make the tradeoff decision for you, but it gives everyone the same picture to work from.

Keep the story close to the schedule

A date makes more sense when you can also see the reason, the owner, and the work around it. Tindlo brings those pieces together when a calendar alone isn't enough.

See how Tindlo works →

Where would you like to go next?

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