Free Team Utilization Calculator
Calculate individual and team utilization against the 85% benchmark. Add your team, enter weekly billable and available hours, and spot who is over, under, or on target.
Team Members (Weekly Hours)
Target: 85% billable utilization for senior IC roles
Team Utilization
Team Utilization Rate
71.3%
Target: 85%
Benchmark by role: Senior ICs 85%+, leads 65-75%, partners 30-50%. PMs rarely above 70% once client meetings, coordination, and estimating are counted as non-billable.
How to Use This Calculator
Use the default team or replace names with your actual staff. For each person, enter weekly billable hours (hours they log against client work) and weekly available hours (total working hours minus PTO). A standard full-time employee has 40 available hours per week.
Pull billable hours from your time tracking tool for the last 4 weeks, not just last week. Week-to-week noise hides trends. The individual percentages show who is carrying the load and who has capacity. The team percentage shows overall performance against the 85% target.
The gap-to-target number tells you how many billable hours per week you're leaving on the table. Multiply by your average billable rate to see the weekly revenue impact; it's usually eye-opening.
What to Do With the Results
- Team above 85%: You're at risk of burnout and quality drops. Pause new sales or hire before signing the next retainer.
- Team at 75-85%: Healthy. Keep watching for individuals drifting above 95% or below 65%.
- Team at 60-75%: Missed revenue. Check sales pipeline and resource allocation. Often a specific role (e.g., developers) has spare capacity while another (e.g., designers) is maxed.
- Team below 60%: Structural issue. Either demand is too low or too many roles are non-billable. Investigate before adding headcount.
Frequently Asked Questions
What is a good utilization rate for agency staff?
Senior individual contributors target 85%+ billable utilization. Mid-level delivery staff aim for 75-80%. Leads and senior strategists typically sit at 65-75% because meetings and mentorship are non-billable. PMs and account managers often cap at 50-65%. Partners and owners vary wildly based on billable vs business dev split.
How is utilization rate calculated?
Utilization rate = (billable hours / available hours) x 100. Available hours is the total working hours in the period (typically 40 per week for full-time), minus PTO and holidays. Billable hours are hours logged against client work you can actually invoice. Internal work, training, and admin are not billable.
Why is 85% the benchmark?
85% leaves 15% of time for the unavoidable non-billable work: team standups, one-on-ones, training, internal tooling, estimates, and the occasional fire drill. Sustained utilization above 90% burns people out. Below 70% leaves significant revenue on the table for most agency roles.
What if my team is under target?
First, check whether the gap is demand or process. If everyone is under target, you need more sold work. If some are high and some are low, it's a staffing or skills mismatch. Don't chase utilization through non-billable busywork; chase it through better resource allocation and sales pipeline.
What if someone is over 100%?
Red flag. Either they're working unsustainable overtime, over-logging time, or their available hours are being miscalculated. Sustained 100%+ utilization leads to quality issues and burnout within months. Address by rebalancing load, hiring, or turning down new work.
Stop guessing at utilization
AgencyPro tracks utilization automatically per person, role, and team, with alerts when someone drifts above or below target.