Improving turnaround times, boosting team productivity, enhancing client satisfaction, and increasing firm profitability all start with a solid resource plan. This session will highlight the importance of resource planning, outline its key components, and provide actionable steps to help you create a plan that works for your firm.

Presented By: David Smith, Smithink

Key Takeaways:

Resource Planning Can Transform Your Firm

Firms that implement structured resource planning often report it’s the most impactful change they’ve made, improving efficiency, reducing stress, and unlocking growth capacity.

Plan Every Job by Person, Timing and Hours

Effective planning involves assigning each job to the right person at the right time with the appropriate number of hours. Focus on recurring compliance work first.

Prioritise Fixed Deadlines and Use Flexible Clients as Fillers

Schedule jobs with fixed deadlines first. Clients who don’t mind when work is done can be slotted in around others to smooth capacity across the year.

Only Allocate 80% of Capacity

Leave 20% of team capacity unallocated to manage urgent jobs, client delays, and internal projects. This buffer protects workflow and improves flexibility.

Client Engagement is Essential

Explain the benefits of planning to clients and agree on when their work will be done. Follow up proactively and use tailored checklists to gather complete information up front.

Don’t Start Until Everything is In

Firms that wait until all client data is received before starting jobs are consistently more efficient, with fewer write-offs and less rework.

Pre-Job Briefings Drive Accountability

Hold a short briefing before each job to agree on deliverables, time allowed, and deadlines. Follow up with a debrief to improve accuracy for future planning.

Keep It Simple to Succeed

Avoid overcomplicating the process. Plan at job level (not task level), use client groups, and manage via spreadsheets or simple tools to begin with.

Team Leads Must Drive the Process

Team leads are best placed to estimate time and allocate work effectively. Admin can assist with spreadsheets, but leadership must come from those closest to the work.

Track, Review and Improve Over Time

Year one is about building base data. Use actual hours to refine future plans. Over time, planning becomes more accurate and impactful.

Technology is Evolving, But Excel Still Rules

Most firms use Excel today, though some tools like FYI and Kloud Connect are developing planning features. AI may play a role in future optimisation.

David will be presenting a session on capacity and resource planning at our 2025 Young Guns Workshop, coming up on 20-21 October on the Gold Coast. Click here to view the full program and register.