# How Much Time Should You Spend Managing Your Agency?: Editable Worksheet

This worksheet accompanies [the Agency Field Guide article](https://agencyfieldguide.com/guides/how-much-time-to-spend-managing-an-agency) by Tim Kilroy.

Copy this document into your preferred editor. Replace the bracketed prompts with your details, remove inapplicable items and agree on the result with the people responsible for the work. Keep confidential information in an appropriately controlled location.

## Use this capacity worksheet.

Estimate each role's commitment and compare it with the person's real availability.

- [Role] must perform [task] to support the agreed scope.
- The task occurs [frequency] and takes approximately [time], based on [experience or planning assumption].
- Preparation and follow-up require an additional [time].
- [Person] has authority to make [decisions] and must escalate [other decisions].
- During setup or launch, we expect additional work for [tasks and period].
- We currently spend avoidable time on [repeated issue], which [owner] will investigate.
- We will compare planned and actual effort on [date].
- If capacity is insufficient, we will change [scope, staffing, timing or delegation].

Discuss the estimate with the agency before treating it as a commitment. If the arrangement consistently demands more supervision than agreed, use [the underperformance process](https://agencyfieldguide.com/guides/how-to-address-an-underperforming-agency) to identify a specific correction.