Scheduling and Capacity with Xero Practice Manager: Your Scheduling Process

This article is an extract from the book 'Everything you need to know about Xero Practice Manager'
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Your scheduling process

The scheduling process is an ongoing one. There is a flurry of activity in the first two months prior to the beginning of your financial year to get all tasks assigned to staff with the appropriate time estimated. We all know, things never go to plan… new jobs pop up, jobs take longer than expected or, out of nowhere, Tom goes on an impromptu spiritual trip to Peru to find himself after meeting a shaman online. This means there is always going to be a certain amount of rescheduling required each month.

When scheduling tasks, it is important you are allocating the tasks appropriate estimates based on the job budget. Make sure the scheduling report is kept empty throughout the year to ensure that all job tasks have been allocated a due date and a staff member. Once a task is scheduled, it will be removed from the scheduling report and moved into the capacity report. If you have jobs in the scheduling report, you have work to do. If you can keep on top of this one report then you and your practice will enjoy capacity and clarity throughout the year.

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