How to buy out time for new projects in case all resources are packed?

Hi Prashant,
Before I decide how much time do i need to buy in from the client, and assuming that the 20% of resource capacity has been utilized, and assuming that the contract is already signed and any delay would be penalized. i believe that first thing to do is to understand the complete resource utilization over the entire project duration and meet with the technical lead in charge to evaluate the options available on what can be done internally to free up some resource time to perform the new project works and to identify what templates and modules that are common with other projects that could be used in the new project. In that case i might go negotiating with the client to adjust the schedule accordingly. Next, i might evaluate the option of utilizing external resources to perform the work and of course cost is a primary factor for this option. Once this is done, i would have a perception on how much time do i need to buy in from the client and would base my strategies accordingly. Make sure that the client completely understand the necessity of requirement gathering process and that the planning of remaining works are completely dependent on the requirements obtained from the first phase. Options available is to use the questionnaire method of requirement gathering and make sure that the questions are structured in a way that would requires a good amount of time for the client to respond to it, then use a software or website or app developed for another project and previous client as a prototype for client review and feedback as a second method of obtaining requirements.

Hi Prashant, You might need more BAs and PMs in your organization and they can do all the ground work while your development team is working on the previous projects.

The more time you spend planning, the less time you will spend developing, testing and resolving defects.

Incoming projects should be prioritized and placed in queue accordingly. Start dates are planned and resources allocated based on capacity. Those decisions are usually outside our reach, under the responsibility of leadership.

Time is the only thing you can not buy. But time does not exists, you create the time. It seems to me that you are facing the ancient situation all we have worked in the side where you to make a reality the dreams the sales people has promise to their clients. The only thing to cope this situation is to include somebody in the activity to create the proposal before it is publish to the client. On the other side, internally, you must create a quality environment to make your delivery times more client oriented. Resources are not the problem here (if I understood well your post). No matter the resource amount you always will face the same situation.