Put the missing eight hours on the table
https://keyorganization.com/overcommitting-at-work/

A capacity discussion needs a common unit. Count the time available for delivery after recurring commitments, then estimate the smallest useful outputs. Use ranges when an estimate is uncertain; a neat total is not evidence that the work fits.

A worked capacity budget

In this fictional week, 35 agreed working hours include 10 hours of support and 5 hours of reviews. That leaves 20 hours for delivery. Three requests need 12, 10 and 6 hours: 28 in total, with an eight-hour gap. Do not solve that gap by silently adding unpaid evenings.

One person, one week; illustrative estimatesCommitmentOriginalAgreed alternative

Required launch page12 h12 h, retain scope

Dashboard10 h8 h, two measures only

Research memo6 hMove to a later agreed date

Delivery total28 h20 h



The conversation and its acceptance check

Send the recipient the outputs, estimates and missing inputs before proposing a new promise.

Offer the smaller dashboard and a later memo, stating who loses which information and when it will become available.

Ask the people entitled to set priorities to accept the trade-off. A proposal is not an agreed deadline.

Record the recipient, new scope, due date and review point. Re-estimate if the launch depends on unavailable approval.



Try: “I have 20 delivery hours available and these requests need about 28. I can retain the launch, reduce the dashboard and move the memo. Which change can you approve?” If none can change, the unresolved gap remains visible and needs a management decision. HSE includes achievable workload within agreed hours in its Demands standard; this worksheet is an editorial planning aid, not a health assessment.



Text equivalent: 35 h agreed → 15 h recurring → 20 h delivery → 28 h requested → 8 h gap

Agreed hours: __________________________

Recurring work: __________________________

Delivery range: __________________________

Recipient and output: __________________________

Scope/date alternatives: __________________________

Decision owner: __________________________

Accepted change: __________________________

Review point: __________________________

An original capacity ledger. Numbers are fictional estimates, not measured productivity.
https://www.hse.gov.uk/stress/standards/demands.htm