Vimeo Capacity Planning Process
Context
As Vimeo’s marketing organization scaled, the volume and complexity of work grew rapidly across all Marketing functions. Leadership needed a clear, reliable way to understand team bandwidth, forecast future capacity, and make informed decisions about prioritization and resourcing. Without a unified system, teams felt stretched, visibility was limited, and quarterly planning relied on guesswork rather than data.
Goal
Create a scalable, easy-to-digest framework for tracking bandwidth across all marketing functions.
Role
Capacity Planning & Forecasting
Cross-Functional Alignment
Executive Reporting & Prioritization
Approach
I designed a flexible capacity planning framework that could scale across more than 80 marketers and support every function by creating a unified, data-driven system that translated complex workloads into clear, comparable insights leadership could act on.
Developed a simple point-based matrix aligning project type, scope, and priority to a universal effort value which created a shared language for capacity across Marketing functions.
Consolidated monthly data into charts and visualizations to track real-time capacity, year-over-year trends, and upcoming workload shifts.
Established recurring leadership reviews to discuss insights, evaluate prioritization, and adjust staffing or timelines based on data rather than assumptions.
Outcome / Impact
The capacity planning model became a critical operational system bringing clarity, predictability, and strategic alignment to all of Marketing.
Reduced overwhelm and burnout by giving teams transparency into workload and maximum capacity limits.
Established monthly and quarterly alignment rituals between the PMO and executive leadership, strengthening collaboration and strategic prioritization.
Improved planning accuracy by transforming anecdotal workload discussions into data-driven forecasting.