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: 50

People. Process. Progress.
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