When Capacity Collides with Critical Deadlines: Navigating Resource Challenges in Go-Live Projects

In every project journey — especially those building up to a major go-live event — there’s an unspoken expectation: the team will rise to the occasion, every moving part will click into place, and deliverables will land on time like clockwork.

But sometimes, reality throws a curveball. A key individual, despite their skills and intentions, simply doesn’t have the capacity to complete a critical task.

What Happened?

Picture this: you’re just days away from a long-anticipated go-live. Final preparations are underway, stakeholders are aligned, and momentum is high. Then, a team member — someone responsible for configuring a vital component or delivering a final sign-off — raises their hand and says, “I can’t complete this. I don’t have the bandwidth.”

Cue the collective sigh, and perhaps a moment of panic.

Capacity Is Not the Same as Capability

Here’s a critical distinction: capacity and capability are not the same thing.

Often, the person absolutely can do the work — they simply can’t do it right now. Whether it’s due to competing workloads, unforeseen personal circumstances, or burnout from being stretched too thin, this is a capacity issue, not a competence one.

Recognizing this difference is essential to responding with empathy and effectiveness.

The Real Risk

Ignoring this red flag can have serious consequences. Rushing work, cutting corners, or pressing ahead without a clear plan can trigger mistakes, missed deadlines, and ultimately jeopardize the entire go-live.

In the final stages, even one delayed task can ripple out — affecting testing, training, documentation, and the rollout itself.

How to Respond (Instead of React)

When faced with a capacity issue, leadership shines through in how we choose to respond. Here’s a framework to help:

1. Pause and Reassess

Don’t rush. Take a step back. Can the task be delegated? Is there someone else who can step in with support or guidance? Does the timeline allow for a minor adjustment?

2. Open Communication

Create space for honest conversations about workload and capacity early and often. Encouraging transparency helps avoid last-minute surprises and builds a stronger, more resilient team.

3. Look at the Bigger Picture

A short delay now could prevent major problems later. It’s far better to launch with stability and confidence than to rush through and face bigger issues post-go-live.

4. Document and Learn

After the go-live dust settles, take time to reflect. Was the original task assignment realistic? Were there early warning signs you missed? What changes can be made to prevent this situation next time?

Conclusion

Go-lives are high-pressure by nature. But when someone doesn’t have the capacity to deliver, it’s not a failure — it’s a reminder that we work with humans, not machines.

The true test of leadership isn’t whether everything goes perfectly. It’s how we respond when things don’t. Showing understanding, flexibility, and strategic thinking in these moments speaks louder than any checklist ever could.