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. with Kevin Pannell
Podcast Episodes
The People, Process, & Progress of Public Health | S4Ep18 [not-audio_url] [/not-audio_url]

Duration: 12:30
In this episode, The People, Process, & Progress of Public Health, I talk about what public health is, why it matters, and why it's crucial to protect it from political whiplash, ensuring that the critical work of keepin…
How Technical Should Project Managers Really Be? | S4Ep17 [not-audio_url] [/not-audio_url]

Duration: 15:49
Hello everyone and welcome back to The People, Process, & Progress Podcast, I’m your host Kevin Pannell. On today’s episode, How Technical Should Project Managers Really Be? | S4Ep17 I’m speaking to Project Managers, asp…
Five Focus Areas for Project Managers in 2025 | S4Ep16 [not-audio_url] [/not-audio_url]

Duration: 16:52
As a Project Manager I'm always seeking new knowledge, skills, and abilities to help me empower my team members and project partners. In Five Focus Areas for Project Managers in 2025, I'm sharing focus areas I will be di…
How we Should Reform the Federal Emergency Management Agency  | S4Ep15 [not-audio_url] [/not-audio_url]

Duration: 17:22
On today’s episode, How we Should Reform the Federal Emergency Management Agency, I’ll examine the critical role of FEMA in disaster relief and explore strategies to improving its effectivenessHow we can improve FEMA:Tho…
Five Steps to Extreme Ownership for Project Managers | S4Ep14 [not-audio_url] [/not-audio_url]

Duration: 10:02
In this audio from my video, I share lessons learned from the book Extreme Ownership written by Jocko Willink and Leif Babin and from my completion of the Echelon Front course Extreme Ownership Framework and how Project…
Seven Powerful Quotes to Help You Balance Your Life in 2025 | S4Ep13 [not-audio_url] [/not-audio_url]

Duration: 12:23
Over the past few years, I’ve pulled together seven focus areas for my life that I call the “7 Pillars”, of ownership, mindfulness, movement, boundaries, connection, sleep, and faith. Today on Seven Powerful Quotes to He…
Risk Management Lessons from the Challenger Disaster | S4Ep11 [not-audio_url] [/not-audio_url]

Duration: 6:32
The Challenger disaster serves as a stark reminder of the importance of rigorous risk assessment and the potential consequences of ignoring or downplaying warnings. In Risk Management Lessons from the Challenger Disaster…
Moving Past Paralysis During Analysis | S4Ep10 [not-audio_url] [/not-audio_url]

Duration: 11:48
In Moving Past Paralysis During Analysis I'm sharing five considerations for leaders who need to move their teams to a decision point and out of an analysis rut whether planning a disaster response or a technology projec…
Eight Steps to Effective Strategic Communication | S4Ep9 [not-audio_url] [/not-audio_url]

Duration: 9:33
On today’s Framework Friday, Eight Steps to Effective Strategic Communication, I’m going to share the National Incident Management System (NIMS) 8-step process that many Public Information Officers (PIO) use to effective…
How NOT to Brief the Public After a Disaster | S4Ep8 [not-audio_url] [/not-audio_url]

Duration: 15:03
In this episode, How NOT to Brief the Public After a Disaster, I’ll share insight from my time on an All-Hazards Incident Management Team (AHIMT) on what not to do when briefing the public and press after a critical inci…