What is the utilization rate in agency project management?

Utilization rate definition 

The utilization rate is a vital metric that signifies the percentage of billable hours out of the total available hours. It's an insightful measure of how efficiently an agency's workforce is being utilized, giving a clear picture of the time spent on revenue-generating tasks versus non-billable tasks. Maintaining an optimal resource utilization rate is pivotal for agency profitability, ensuring resources are being used effectively, and providing insights into capacity planning.

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How to calculate the utilization rate

Calculating the utilization rate is a straightforward process, but it's fundamental in gauging agency performance. To determine the utilization rate, one must divide the number of billable hours worked by the total available hours and then multiply the result by 100 to get a percentage.

Utilization Rate = (Billable Hours / Total Available Hours) x 100

For instance, if an employee works 30 billable hours out of a possible 40 in a week, their utilization rate would be 75%.

How to use the free Agency Utilization Rate Calculator

  1. To find out your team’s utilization rate, enter your team’s total capacity over one month (in hours) into the Agency Utilization Rate Calculator below. For example, one employee working 40 hours per week would equate to 160 hours in total for the month.

  2. Then input how many billable hours were tracked in this one month period and hit enter to find out your unique score. 

  3. The ideal agency utilization rate is 70%. See how you stack up!

What is a good utilization rate?

In the agency world, a utilization rate of around 70% to 80% is often considered healthy. This implies that the majority of an employee's time is dedicated to billable tasks, while still leaving room for administrative duties, training, and personal development. However, it's essential to strike a balance, as consistently high rates might indicate overservicing, leading to burnout, while consistently low rates may signal inefficiency or underutilization of resources.

By integrating a comprehensive platform like, agencies can effortlessly monitor and manage utilization rates. The platform provides real-time insights, helping to allocate resources more efficiently, maintain optimal utilization, and ensure that the agency remains both productive and profitable.

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