Ops Resource Allocation

For PLAN command — Plan allocation for upcoming work:

• List upcoming projects/initiatives:

  Use the `search_memory` MCP tool with query: "project pipeline upcoming initiative"
  

• For each project, estimate resource needs (engineering hours, design, QA, etc.)
• Match available team members to requirements
• Identify conflicts (same person needed on overlapping projects)
• Generate allocation plan with assignments and timelines

For GAPS command — Identify skill/capacity gaps:

• Analyze upcoming projects vs. available skills:

  Use the `search_memory` MCP tool with query: "needed skills project requirements"
  

• Compare to current team skills (from team/ vault files)
• Identify:
  • Skills not present on team (hiring gaps)
  • Overloaded roles (need to hire more of this skill)
  • Underutilized resources
  • Single-points-of-failure (only one person with critical skill)

Build allocation matrix — Team member × Project/Work:

| Team Member | Role | Current Allocation | Capacity Remaining | % Utilized |
|-------------|------|-------------------|-------------------|-----------|
| [Name] | [Role] | [Current tasks] | [X hours/week] | [Y%] |

Generate allocation report with sections:

• Current Allocation Summary:

  • Total team capacity (hours/week available)
  • Total allocated (hours/week assigned)
  • Utilization % (allocated / available)
  • Available capacity remaining

• Allocation by Team Member:

  Name	Role	% Utilized	Projects	Blocker?
  [Name]	[Role]	[X%]	[Project 1, Project 2]	[Overloaded/Underutilized/Optimal]

• Over-Allocated Team Members (>100% utilization):

  • Who: [Name] — [X% allocated]
  • Current projects: [list]
  • What to do: reduce scope, add resources, extend timeline

• Under-Allocated Resources (<50% utilization):

  • Who: [Name] — [X% allocated]
  • Could take on: [X additional hours/week]
  • Opportunities: [what work could they help with]

• Skills Assessment:

  • Skills on team: [list with # of people]
  • Skills gaps for upcoming work: [list what's missing]
  • Single-point-of-failure risks: [people with critical unique skills]

• Project Resource Needs vs. Supply:

  Project	Timeline	Needs	Available	Gap	Risk
  [Project]	[Dates]	[4 eng, 1 design]	[3 eng, 1 design]	[1 eng]	High

Identify conflicts and recommendations:

• Conflicts: [Person A needed on Project 1 and Project 2 simultaneously]
  • Recommendation: [prioritize, split effort, hire, or delay]
• Overload: [Person B at 150% allocation]
  • Recommendation: [move work to Person C, hire contractor, reduce scope]
• Underutilization: [Person C at 30% allocated]
  • Recommendation: [assign to Project X, grow skills in Y, develop new capability]

Save allocation snapshot to:

~/.second-brain/vault/ops/allocation/YYYY-MM-DD-allocation.md

Include YAML frontmatter:

---
date: "[YYYY-MM-DD]"
period: "[current|[start-date] to [end-date]]"
total_capacity_hours: "[X hours/week]"
total_allocated_hours: "[X hours/week]"
utilization_percent: "[X%]"
---

Create Asana tasks for resource actions:

• For over-allocated: create task to prioritize/rescope
• For skill gaps: create hiring or training task
• For underutilized: create assignment task or skill-building project

Use the `list_tasks` MCP tool (task creation via Asana API — log the action item with `log_note` instead)
  --project "Operations" \
  --name "[Resource action]: [brief description]" \
  --assignee "[manager]" \
  --due-date "[action-date]"

Add capacity review to calendar (monthly or quarterly):

Log the calendar item with `log_note` (calendar creation not yet in MCP)
  --title "Team Capacity Review & Resource Planning" \
  --date "[monthly/quarterly]" \
  --recurring "[monthly|quarterly]"

Log to daily log:

- **HH:MM** — [OPS] Resource allocation snapshot: <team-name> — Utilization: <percent>% — Gaps: <count> critical