Most accounting firms do some form of capacity planning, but proper resource planning? That’s much less common. And that’s a shame, because the firms that do put in the effort consistently see better results: smoother workflows, happier teams, and more satisfied clients.

Accounting is one of the few professional services where resource planning actually makes sense. A lot of our work, especially compliance, is predictable and repeats year after year, which gives us a major advantage when it comes to planning ahead. Unlike lawyers or consultants who deal with new projects all the time, accountants can forecast workloads with surprising accuracy.

What is resource planning?

So, what is resource planning? It’s the process of estimating how many hours are needed for each client (or group of clients) and mapping that work across the year. You match the work to the right person based on their skills, seniority, and availability. Once it’s all laid out month-by-month, you can see who’s overloaded and who’s got space. Then you can rebalance the workload before it becomes a problem.

But here’s a really important point: don’t plan to 100% capacity. Aim for around 80%. That extra 20% gives you flexibility. No matter how good your plan is, unexpected things will happen—clients will send in late paperwork, emergencies will pop up, and jobs will run longer than expected. If your schedule is packed to the brim, there’s no room to move when that happens. Planning to 80% gives your team the breathing space to absorb the unplanned without falling behind.

Involve your clients

Client involvement is also key. The best resource plans are built with clients, not around them. It’s about working with clients to agree in advance on when their work will be completed. You’ll always have some clients with immovable deadlines—say, the bank needs a report by a certain date. Schedule those first. Then slot in the more flexible work around them. Most clients are happy to agree to a timeline if it’s part of a clear and professional process, and they love the quicker turnaround that comes with it.

The payoff? It’s big. When work is better distributed throughout the year, your team avoids the burnout that comes from crushing peak periods. Morale goes up. Turnaround times improve. Clients get faster service. And from a financial point of view, you reduce write-offs and improve efficiency. Everyone wins.

Of course, getting a solid resource plan in place isn’t quick or easy. You need the right systems, accurate estimates of job timing, and a culture that supports proactive scheduling. But once you’ve got it working, it fundamentally changes how your firm operates, for the better.

And with the end of the financial year fast approaching, now is the perfect time to start building your resource plan for the 2025 compliance season. Use this planning window to get ahead, engage with clients early, and set your team up for a more balanced, productive year.

In short, resource planning isn’t just a scheduling tool—it’s a strategy for building a healthier, more efficient firm. With the right plan (and some breathing room built in), you can deliver better outcomes for your clients, your team, and your bottom line.

David will be presenting a session on resource planning at the 2025 Young Guns Workshop on the Gold Coast from 20 – 21 October. The full program and registrations will open later this month.