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A specialist supporting several trials may appear available in each project's individual plan while deliveries conflict in the combined schedule. Sponsors should assess portfolio capacity through the type of decision, required expertise and actual available time rather than headcount alone.
Decision framework
Identify critical roles and approaching workload peaks first. Routine reporting and specialist review are not interchangeable units of capacity. Link prioritisation to participant consequences, external dependencies and the effect of delay instead of allocating time to the loudest request. Preserve any necessary boundaries around independent assessment.
Worked example
For example, a medical writer has two report reviews due in one week. Separate teams have promised fixed dates without checking shared capacity. The portfolio owner examines input readiness and finds missing analyses for one report. Expert time is allocated to the ready output while the information gap becomes a separate action for the other team.
Implementation checks
- Connect critical specialists' workloads and delivery dates to the readiness of the inputs needed for meaningful review.
- Explain the rationale and a workable revised plan to affected project owners whenever priorities change.
- Assess competence, study-specific training and independence when considering a backup specialist for the assigned work.
Acceptance and boundaries
Accept the plan when capacity conflicts are visible and decision ownership is clear. Full utilisation is not proof of effective work; appropriate allowance may be needed for urgent issues and review. Hidden constraints should not lead to unrealistic sponsor commitments or superficial assessment of important outputs.
Frequently asked questions
- Should every project have equal priority?
- Make the rationale explicit; critical participant and scientific consequences should not be judged by commercial size alone.
- Can a backup be assigned immediately?
- A name change does not create capacity until competence, training and necessary access are addressed.