Beyond 100%: Why Full Capacity Breaks Teams and What to Do Instead

Beyond 100%: Why Full Capacity Breaks Teams and What to Do Instead

Author: Kevin Pannell March 23, 2026 Duration: 5:47

Most teams plan to 100% capacity and call it efficiency. In reality, that’s where things start to break.

In this episode, I walk through a better way to think about capacity, not as a percentage on a heatmap, but as a balance between people, workload, and real-world unpredictability.

You’ll hear how experienced and developing project managers handle workload differently, why not all work should be treated as a project, and how shifting repeatable work back to operational teams can free up meaningful capacity.

I also break down the difference between planning for what you know, like PTO, training, and admin work, versus creating space for what you don’t know, like escalations and unexpected priorities that derail even the best plans.

This isn’t about tools or systems. It’s about awareness, leadership, and better conversations.

If you’re leading projects, programs, or teams, this episode will help you move from tracking utilization to actually improving performance.


Kevin Pannell has operated in environments where a single decision carries immense weight. As a former Navy Hospital Corpsman in critical care, a Firefighter/EMT, and now an Enterprise IT PMO leader, he’s learned that meticulous plans are only as good as the moment they fall apart. His People, Process, Progress podcast explores what happens next. This isn't theoretical management advice; it's a deep dive into the frameworks that actually function under pressure. Each episode draws direct lines between the sterile intensity of an ICU, the unpredictable chaos of a 911 call, and the complex political landscapes of modern corporate projects. You'll hear concrete stories and dissected strategies about guiding teams through uncertainty, adapting processes in real time, and finding a path forward when the expected one vanishes. The conversations are built on a simple, powerful premise: true progress isn't about avoiding failure, but about mastering your response to it. For anyone leading teams, managing careers, or simply interested in the mechanics of decisive action, this podcast offers a rare, grounded perspective. Tune in for honest discussions on resilience, leadership, and the practical tools that turn breakdowns into breakthroughs.
Author: Language: English Episodes: 100

OWN. MOVE. ANCHOR.
Podcast Episodes
Fighting for the Gray Matter | Men's Mental Health Month 2026 [not-audio_url] [/not-audio_url]

Duration: 9:55
At 52 years old, Kevin Pannell could absolutely kick his 30-year-old self’s ass, both physically and mentally.In this premier episode of Season 11, Kevin strips away the tough-guy illusions of midlife and confronts the m…
The Art of Letting Go [not-audio_url] [/not-audio_url]

Duration: 6:32
There is a fine line between helping someone and stealing their growth. On this episode of the Own, Move, Anchor podcast, we dive into the discipline of stepping back so the people we lead, mentor, and parent can find th…
Why So Many People Feel Off Right Now [not-audio_url] [/not-audio_url]

Duration: 10:07
In this episode of OWN. MOVE. ANCHOR., Kevin Pannell reflects on why so many people feel mentally overloaded, emotionally fragmented, physically disconnected, and spiritually exhausted right now.After standing at attenti…
50 Second Friday | The Internet Lied to You [not-audio_url] [/not-audio_url]

Duration: 0:49
Most real progress is not flashy.The internet sells nonstop motivation, hacks, shortcuts, and perfect routines. Real life usually looks different.This morning my phone died overnight. I overslept, missed Jiu Jitsu, and m…
Systems Under Pressure | Organized Urgency vs. Wasted Calories [not-audio_url] [/not-audio_url]

Duration: 9:23
What do ICU medicine, Incident Management Teams, PMO leadership, coaching soccer, fatherhood, Brazilian Jiu Jitsu, and fitness all have in common?More than most people think.In this episode, Systems Under Pressure | Orga…
When the System Fails, Your Skill Shows [not-audio_url] [/not-audio_url]

Duration: 5:46
When the System Fails, Your Skill ShowsIf technology, dashboards, and systems disappeared tomorrow, could you still do your job?This episode explores why core skills, communication, and fundamentals matter more than tool…
What You Say Yes To | Five-Minute Friday [not-audio_url] [/not-audio_url]

Duration: 3:19
What You Say Yes ToTrying to do everything spreads your attention thin. This episode focuses on choosing the right things to say yes to so your time, energy, and effort actually lead to results.In this episode:Why doing…