Capacity Planning: How Many Appointments Should You Actually Buy?
More appointments is not automatically better. Past a certain point, additional volume degrades response time, which degrades close rate, which makes the additional volume unprofitable.
Start from estimator hours
Count how many inspections one estimator can complete in a day at realistic drive times inside your territory, then multiply by working days and headcount. That is your true ceiling.
Subtract for reschedules and no-shows
Even confirmed appointments reschedule. Build a realistic buffer into the plan rather than discovering it as chaos in week three.
Check install capacity behind it
Signed contracts you cannot install for ten weeks generate cancellations and poor reviews. Sales capacity and production capacity have to be sized together.
Scale in increments
Increase monthly appointment volume in steps, holding response time constant. If response time slips, you have found the ceiling and the next investment is people, not marketing.
Key takeaways
- Derive your ceiling from estimator hours and drive time
- Budget for reschedules explicitly
- Size sales and install capacity together
- Scale volume in steps, using response time as the signal
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