You Can't Lead if You Don't Know Your Team's Workload

This brings us to why capacity planning can transform a firm's growth capabilities and why these planning tools give leaders the visibility, agility, and confidence they’ve been craving.

Here’s the real question that often turns my client’s head: How can you lead your team, shape workflow, or protect profitability if you can’t see where people are overloaded or underutilized?

Let’s go deeper.

Capacity Planning is the Leadership Advantage Accounting Firms Need

Hey, it’s me Liz Scott, I’m back to share more insights with my fellow accounting colleagues. This time it’s the question every firm leader bumps into: An overwhelmed team with unclear capacity.

Despite all the effort, when there is a lack of structure, no amount of trying harder will resolve the burnout and this is where most firms get stuck and stall out. This crushes any dreams of streamlining and growing. What’s even more frustrating is hearing other firms brag about growth and an inspired, flourishing team. You're glad for them, but you still wonder, why not me?

But there’s a secret. Firm growth is a formula and if you know it, you can implement it.

I’ve been lucky enough to be inside many accounting firms as they work through the same struggles. There’s always a visionary with big dreams and a team who wants that dream too… but eventually crumbles under the pressure. Because no matter how many hours they put in or family events they skip, there never seems to be enough energy or time to move the dream forward.

This cycle wears people down. It leaves team members feeling like they’ve failed and if only they were “better,” they could make the dream happen. Some get bitter and shut down. They stay, but they stop pouring into a dream that keeps them deflated.

I know, Debbie Downer vibes. So, let’s get to the good part --- the formula.

“Create a client-facing questionnaire for preparing Form 1040. Include sections for filing status, dependents, income types, deductions, and credits, with conditional logic that only surfaces follow-up questions when a user indicates relevant income or life events. Add conditionally required file-upload requests (e.g., W-2s, 1099s, mortgage interest statements) whenever supporting documents are needed.”

The Formula is Clarity! There are several key ingredients to this secret sauce

1. A Shared Goal

If the goal is growth, for example, you need a way to track workload. Which brings me to…

2. A Task Tracker

Everyone must know their role and when it’s their turn to take the next task. I like to call it the McDonald's approach.

I know that it oversimplifies. But the key is for everyone to understand their role so they can rely on the next person and together they can process more orders. They can work as a team to improve both quantity and quality without burning out. You must have a system and set clear expectations.

3. Automation, the Non-Negotiable

Here’s where it gets trickier. Accountants never lack work, and many are poor communicators. Relying on someone to manually email or notify another team member creates bottlenecks instantly.

Why? Because there’s rarely a standard method for passing the baton. People get stuck on what to share, and communication gets delayed for days.

This is why automation matters. Your workflow should let a team member hit “finish” and instantly notify the next person. Your management workflow tool should let every team member post notes for all to see, eliminating ambiguity and guesswork.

4. Capacity Planning is Where Most Firms Get Stuck

Although each task comes with an expected timeframe, things often turn out differently from what was planned. A tiny chore can triple in time. Bottlenecks appear. People get behind. This even happens to me, which makes me scramble to meet deadlines.

The opposite happens too: sometimes everything clicks, and your project moves at light speed, freeing you up for more. A workflow tool that lets you see and share the workload is the difference between teams that burn out silently and teams that lift each other across the finish line.

5. Leaders Need Performance Insights

Not just task status but reporting and clarity around capacity, profitability, underpriced service items, and which work sits outside your sweet spot.

Bottom line: most firms aren’t lacking effort; they’re lacking clarity. When I help firms implement workflow solutions, I often discover the foundation was never fully set up: roles, service items, templates, automation. Without the foundation, they miss the true benefits of having a workflow system.

Why Capacity Planning Is the Turning Point

This brings us to why capacity planning can transform a firm's growth capabilities and why these planning tools give leaders the visibility, agility, and confidence they’ve been craving.

Here’s the real question that often turns my client’s head: How can you lead your team, shape workflow, or protect profitability if you can’t see where people are overloaded or underutilized?

Let’s go deeper.

From Gut Decisions to Data-Driven Insight

Capacity planning isn’t just an operational function. It's leadership.

At its core, capacity planning helps you:

• Forecast demand
• Assess wether your current team and tools can meet it
• Reallocate resources before bottlenecks, burnout, or financial drain
• Align operational decisions with firm-wide goals

It answers the weekly questions leaders ask:

• Who's at capacity?
• Who has room?
• Where do we need to shift work?

Without this clarity and setting expectations, you're flying blind. With capacity planning, hope turns into strategy.

How Capacity Planning Drives Profitability

Let me share a quick story I hear in firms all the time. A firm owner once told me, “Liz, everyone is slammed… so why aren’t we more profitable?” And right there was the problem: busy didn’t equal productive.

Once we looked at their actual capacity, the truth surfaced fast: One team member was drowning. Another was barely getting assigned work because they were never fully trained. A senior manager was stuck fixing errors and the firm was leaking profits.

That’s when it clicked: Profitability isn’t about doing more work; it’s about managing energy, time, and tools with intention.

Capacity planning reveals operational waste, underutilized staff, which equals lost revenue, and overworked staff, leading to rework that destroys margins.

Capacity Planning Lifts Productivity and Team Morale

When I interviewed Whitney Kisner, Director of Operations at Papin CPA, she emphasized how operational choices shape culture. Her team thrives because they understand the flow of work together and because technology removes burdens rather than adding them.

That’s precisely what good capacity planning does.

Introducing Canopy's Capacity Planning Board 

Canopy’s Capacity Planning Board (beta) makes clarity around capacity simple. It gives leaders a clean, real-time snapshot of team workload so you instantly know who’s overloaded and who has room without spreadsheets or guesswork.

You can drag and drop work, and the estimated time budgets update automatically. Bottlenecks become visible days or even weeks before they hit, giving you time to adjust instead of scrambling. The team quickly aligns what needs attention.

This equips you to lead effectively with speed and ease.

Capacity is a Mindset

The most successful firms I work with share this trait. They don’t just manage work. They manage capacity.

They think like Whitney. Centered on collaboration, efficiency, and elevating the team. They think like modern leaders. Aligning people, processes, and profitability. They think long-term, not “How do we survive this week?” but “How do we build a system that supports us for years?”

Capacity planning is how your firm makes that leap.

Your Invitation

Step into the role of capacity planner and lead your firm with intention. Your team, your clients, and your bottom line will feel the difference.

I partner with Canopy and help educate their customers because Canopy continually evolves to solve the pain points of accounting firms, who are the very heart of their client base.

Ready to learn more about Canopy?