Conducting an L&D Audit: Assessing and Calculating Team Capacity

In this part of our L&D audit series, you will learn how to calculate and audit the capabilities of your training team.
In a recent update on the time required to create training for the ongoing ATD study, the researchers added some survey questions to the study. They asked the interviewees to name the main obstacles to speeding up training production.
An overwhelming 67% of respondents cited limited resources (including time, budget, or L&D team personnel) as the biggest obstacle to speeding up training.
makes sense. No matter how advanced your learning technology stack is or how hard you work, your team’s capabilities are limited resources. There are only a limited number of hours a day and your training team only has a limited number of people. The
L&D audit is the best time to quantify team capabilities as accurately as possible, so you can make better strategic decisions and assign projects and tasks to achieve maximum efficiency.
Dr. Robyn Defelice, the researcher behind this ATD study, recently joined our webinar. View the full record on demand here:
Improve Operational Efficiency of Learning and Development: Accurate Database-Based Planning and Scheduling Methods
What is Capacity?
In terms of learning and development, competency refers to your team’s ability to meet the recommended workload. Capacity can be broken down into different metrics, depending on the metric that best applies to the way your team works.
For example, you can calculate capacity related to the number of projects that can be completed in a given period of time. Or you can calculate it based on recommended working hours and available time.
More specific parameters (such as hours) will allow you to more accurately estimate the true capabilities of the equipment, especially since it allows you to consider more variables. Based on past performance, it is easier to calculate top-level parameters, such as the number of items.
Why should you calculate the capabilities of your training team?
Calculating the capabilities of your training and development team will benefit your entire learning organization.
Capacity comparison requirements
When you have hard data to support it, it is much easier to simplify the response to training requests and prioritize specific projects over others. When the request arrives in your team inbox, you will immediately know if this is something your team can handle immediately, or if you have to wait.
Commitments to training programs and schedule deadlines
When a project needs to be scheduled, your team’s ability calculation will enable you to make an informed decision about the start and end time of the project. You will be able to assess the needs of your resources for each project and decide which projects can be run at the same time and which projects should be scheduled to run in the future.
Strategic Decision Making
Understanding the true capabilities of the team enables managers to make strategic decisions about the budget, hire additional resources, or adopt new technologies to reduce the burden.
How to calculate the ability of your training team
Calculating the ability of your team can be complicated, but this is an exercise worth completing and can be done with varying degrees of complexity.
The core elements that need to be captured and measured when evaluating capacity are:
Equipment availability (per hour)
When calculating equipment available hours, you can include full-time, part-time, contract, and autonomy. You can also take annual leave and vacation time into account to get a complete and accurate understanding of how many hours your team can put in within a given time frame.
Availability of specific skill sets at team level
Your training team may consist of different experiences and skills. Different projects require different skill sets. As part of the competency assessment, you can estimate the availability of specific skills within the department on an hourly basis. This can include design experience, skills in a specific technology set, such as authoring tools, etc.
Experience and speed
Depending on the experience level of individual team members, some people will work much faster on different tasks than others. Combining the speed and ability of each team member in different tasks, you can get a more accurate understanding of your team’s ability to meet project requirements.
Calculate the current workload of your team, regardless of whether you are capable of more training programs or have tried too many:
Interactive Ability Gap Calculator
Review and evaluate your team’s abilities
Many team L&Ds are trying to keep up Training needs. Determining project priorities and managing stakeholder expectations is a common challenge. Therefore, if your calculations indicate that your training team is overloaded or functioning well to keep up with demand, this may not come as a surprise.
Once you have some fast and reliable capacity data, you can use the data to review operational efficiency and strategic decisions, for example:
Increase or budget reallocation
Increase the number of people or skills in a specific field
Technology to unlock equipment capacity
Learn how to optimize all learning operations to maximize the output of training equipment:
Free e-book: How to optimize training operations to increase L&D output

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