The methodology that gives you hiring confidence
Capysaurus uses a three-step approach to help you understand your team's capacity and plan for growth. This isn't just better resource management—it's a fundamentally different way of thinking about capacity.
Define your work
Map what work actually happens
Most agencies can't answer basic questions: "What does the team actually do all day?" or "How much work does Client X require?"
Capysaurus starts by helping you create a work catalog—a shared definition of all the repeatable work your team does.
Example work catalog for a digital agency:
- • Facebook: Weekly Posts (effort: 2)
- • Instagram: Stories & Feed (effort: 3)
- • LinkedIn: Company Updates (effort: 1)
- • Campaign Setup (effort: 5)
- • Monthly Optimization (effort: 3)
- • Monthly Performance Report (effort: 2)
Assign effort scores (not hours)
Here's where we diverge from typical resource management tools.
We don't track time. We measure effort—how labor-intensive is this work relative to other work?
Why effort instead of hours?
- • Hours vary wildly based on interruptions, energy, focus
- • Effort captures relative complexity and mental load
- • Effort doesn't feel like surveillance
- • Effort scoring creates shared understanding across the team
You define your own scale (1-3, 1-5, 1-10—whatever makes sense). The key is consistency and agreement.
Build collaboratively, not by decree
The best work catalogs come from collaborative definition—not managers dictating from the top.
Why? Because the people doing the work know what's actually hard. When your team defines effort scores together, you get:
Everyone agreed on what's realistic
Real experience, not management assumptions
The whole team understands scope the same way
"When we scored effort as a team, we discovered that what management thought was 'easy' was actually our most draining work. That conversation changed everything."
See the distribution
Understand who's doing what
Once you've defined your work, you can see how it's distributed across your team.
Each team member's capacity is the sum of effort scores for all their client work.
This reveals what's invisible in most agencies:
Suddenly you can see the imbalance that was just a feeling before.
Define role levels and capacity targets
Different experience levels can handle different amounts of work.
Create role levels that match your team structure:
Example for a marketing agency:
This gives everyone a growth path—they can see what they need to handle to advance.
Growth dashboard, not surveillance
Here's what makes Capysaurus different:
❌Traditional approach
- • "Are you working hard enough?"
- • Utilization percentages and productivity metrics
- • Manager assigns work, tracks completion
- • Red/yellow/green performance indicators
✅Capysaurus approach
- • "Is your workload reasonable?"
- • Capacity balance and distribution visibility
- • Team collaborates on work distribution
- • Clear view of who needs help or has room
"For the first time, my team could see that I wasn't just randomly assigning work. They could see the distribution was balanced—and when it wasn't, we could fix it together."
Plan with confidence
Forecast capacity changes
Once you understand current capacity, you can forecast how it will change.
What happens if:
- • Sales closes three deals in pipeline?
- • You hire a new mid-level specialist?
- • You invest in automation that reduces effort scores?
- • Your team improves processes and certain tasks get easier?
Capysaurus helps you model these scenarios so you can see the future instead of guessing.
Make the case for hiring
When you can show leadership:
You're not asking for headcount based on feelings. You're showing data.
Optimize before you hire
Sometimes the answer isn't hiring—it's process improvement.
If you can reduce the effort score of high-volume work, you effectively increase capacity without adding headcount.
Example:
• Monthly reporting currently scores 5 (effort)
• 20 clients = 100 capacity across team
• You build a reporting template that reduces effort to 3
• Same 20 clients = 60 capacity
→ You just freed up 40 capacity—equivalent to adding a junior specialist
Capysaurus helps you see where process improvements have the biggest impact.
Why this methodology works
Built on real-world proof
This isn't theory. This is the exact methodology I used to manage client success teams at a growing company.
What happened:
- ✓Identified imbalanced workload distribution that was invisible before
- ✓Created clear role progression and capacity targets
- ✓Team members started filling their own pipeline with upsells
- ✓Made confident hiring decisions based on data
- ✓Showed leadership exactly when and why we needed to grow
All of that was done in Excel. Capysaurus makes it easy.
Common questions about the methodology
Everything you need to know about how Capysaurus works
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