How Klee Group’s IT Department Gained Control of Capacity Planning with Teambook

Capacity Planning

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Clear Resource Allocation for a 50-Person Team

Klee Group replaced fragmented spreadsheets with Teambook to manage resource allocation visually, eliminate scheduling conflicts, and give the team clear visibility into workload and availability.

Overview

Company: Klee Group

Scope: IT Department (~50 people out of 1200 employees)

Industry: IT Services

Challenge: Lack of scalable and reliable capacity planning

Key Result: Improved planning reliability, better arbitration capabilities, and stronger management visibility

Context

Within Klee Group, the IT Department operates in a complex environment, managing a wide range of activities including:

Project delivery (infrastructure, security, managed services, modern workplace, etc.)
Recurring activities (support, governance, control, etc.)

As both the number of teams and activities increased, the challenge was no longer just about staffing projects, but about maintaining a clear, reliable, and shared view of overall capacity over time.

Today, more than 120 activities (projects and recurring work) are managed in Teambook.

Initial Challenges

As Klee Group expanded its operations and teams, the need for more advanced planning capabilities and better visibility across resources became increasingly important. While Excel had supported the organization for years, growing operational complexity highlighted the need for a more collaborative, scalable, and reliable planning solution. Several limitations began to impact efficiency, visibility, and long-term planning accuracy:

Difficult collaboration across multiple stakeholders
Time-consuming and error-prone maintenance
Increasing complexity to add new resources or activities and maintain consistency
Limited ability to produce reliable KPIs

Over time, capacity planning became unreliable and costly to maintain. Planning was mostly monthly, and attempts to move to weekly planning failed in Excel. This prevented precise workload anticipation and made arbitration more reactive.

Why Teambook?

The Klee Group team evaluated several resource management tools, including Runn, but they needed a solution that was simple, intuitive, and easy for teams to adopt quickly.

Teambook stood out thanks to its fast onboarding, clear visual representation of workloads, and ability to support planning without adding unnecessary complexity.

The decision was driven not only by functionality but also by the importance of ensuring consistent adoption across the organization.

How Teambook Is Used at Klee

After implementing Teambook, Klee Group established a more structured and centralized approach to capacity planning across the organization.

The platform is now used to manage both project-based work and recurring activities, helping teams maintain a more complete and realistic view of workloads and resource allocation.

Planning is now done weekly or even daily, allowing better precision.

Governance has also been structured with a shared RACI and naming conventions, improving consistency and collaboration across teams.

Key Benefits

With Teambook, Klee Group improved planning accuracy, visibility, and collaboration across teams. The platform helped standardize resource management processes while reducing the manual workload previously required in Excel.

Increased planning reliability with better projections and improved consistency.
Stronger arbitration capabilities with faster prioritization and resource balancing.
Enhanced management visibility with clearer anticipation of overstaffing and understaffing situations.
Significant time savings by reducing manual Excel maintenance.
High adoption across teams, especially in transversal management contexts.

While initially chosen for its simplicity, Teambook proved more powerful over time, enabling advanced usage and governance practices. Technical integration includes SSO with Microsoft Entra ID, upcoming Lucca integration, and planned API usage for advanced reporting.

Conclusion

Teambook enabled Klee Group’s IT Department to move from a fragile Excel-based process to a shared, reliable, and scalable capacity planning approach. The platform helped improve planning accuracy, strengthen workload visibility, and reduce the time spent maintaining resource plans manually. It also provided a more structured foundation for collaboration, governance, and long-term capacity management across teams.

Discover how Teambook can help your team simplify resource planning and gain clearer visibility into capacity and workloads.

''Teambook allowed us to significantly improve the reliability of our capacity planning, while reducing the time spent maintaining it and giving us much better visibility to anticipate and arbitrate workload.''