The prompt
Score 10 of 10, Excellent
Use it when You need to see, person by person and week by week, whether the work planned fits the hours people really have, before you commit to dates.
- {{period}}
- {{audience_and_decision}}
- {{team_availability}}
- {{planned_work}}
Full prompt and why it works
Prompt
Period to check: {{period}} Who needs the answer, and what they will decide: {{audience_and_decision}} The team: names or roles, hours per week each has for this work after meetings and other duties, and planned leave or holidays: """ {{team_availability}} """ The planned work: tasks or projects with estimated hours, who is assigned, and when each must be done: """ {{planned_work}} """ Task: Compare the planned work with the time available, so that the decision above is made on real numbers and nobody is quietly planned at 130%. Format: 1. Summary: does the plan fit, and if not, by how many hours and in which weeks? Two or three sentences. 2. Capacity table: one row per person, one column per week, each cell showing hours planned / hours available and the percentage. Mark any week over 100% as Over and any week over 85% as Tight, since unplanned work always arrives. 3. Unassigned work: tasks with no owner, with their hours, and who has room for them according to the table. 4. Options to make it fit: for example moving a deadline, moving work to someone with the right skills, cutting or deferring a task, or getting help. For each, the hours it frees and what it costs. 5. Assumptions: every place you spread hours across weeks or read a date. Requirements: - Use only the hours and dates given. Where a task has no estimate, list it and leave it out of the totals rather than guessing hours. - Spread each task's hours evenly over the weeks between its start and due date in which its owner is available, unless the notes say otherwise, and say that you did. Work planned in a week with no available hours is Over. - Do not assume anyone can take on work outside their role; suggest such moves as questions. - Under 400 words outside the table. Example of one cell's form only: "Week of May 5: 34 / 30 h, 113%, Over." If someone's availability is missing, show them as "Availability unknown" and do not count them as free.
Variables
- {{period}}
- For example "the six weeks from May 5".
- {{audience_and_decision}}
- For example "my director, deciding whether we can take on the audit project in May".
- {{team_availability}}
- One line per person: name or role, hours per week for this work, and dates off.
- {{planned_work}}
- One line per task: name, estimated hours, owner, start and due dates.
Why it works
- What good looks like. Each week shows planned against available hours, with Over above 100% and Tight above 85%, so overload is visible before it becomes a missed date.
- If unsure. Tasks with no estimate and people with unknown availability are listed separately, never filled in with guessed hours.
- What to make. Options to make the plan fit come with the hours each frees and what it costs, giving the decision maker real trade-offs.