It is easy for a supplier to say "we are always ready"; really being ready, however, requires setting resources aside, and setting resources aside is a cost. A capacity commitment makes this promise concrete, but it is meaningful only if the client shares its forecast too.
Definition of the commitment
It is a promise to handle a certain volume within a certain time. The promise is written in concrete terms. A measure is set.
A concrete measure
The volume that can be handled per day or per week is written down. A vague statement cannot be audited. A number is given.
The cost of setting resources aside
Keeping capacity on standby produces a cost. The commitment is not free of charge. The fact is explained.
Reciprocity
The client's obligation to share a forecast is written down too. A one-sided commitment is unbalanced. The principle is kept.
Sharing the forecast
Upcoming jobs are notified in advance. Capacity is reserved accordingly. The information is given early.
Whether the forecast is binding
It is stated whether the shared estimate is binding. An estimate is not an order. The distinction is written down.
Commitment by language direction
Capacity is defined separately for each language direction. The total volume is misleading. Detail is given.
Limits in rare languages
In some directions the pool is narrow and the commitment is limited. The fact is stated at the outset. The expectation is set correctly.
Commitment by subject field
In fields that require narrow expertise, capacity is assessed separately. The general volume may not be enough. The distinction is kept.
Peak periods
Reporting and campaign periods produce a build-up. These periods are entered in the calendar in advance. A plan is made.
Sharing the calendar
If the client shares its own calendar, capacity is reserved in advance. The number of rush jobs falls. The gain is mutual.
When the commitment is exceeded
How demand above the promised volume will be met is written down. Additional resources may take time. The procedure is defined.
Right of priority
Priority may be given to jobs covered by the commitment. The queueing rule is written down. The practice is clear.
Backup resources
More than one specialist is kept available in each direction. A commitment that depends on one person is risky. Depth is ensured.
Absence and leave
Personal impediments should not affect the commitment. A backup arrangement is set up. Continuity is preserved.
Measuring the commitment
The volume handled is monitored periodically. The indicator is entered in the table. Data builds up.
Volume that does not materialise
If the client does not send the volume it forecast, the resources set aside are wasted. The consequence of this situation may be written down. A balance is struck.
Flexible commitment
A band can be defined instead of a rigid number. The structure becomes realistic. Application becomes easier.
Reviewing the commitment
The volume achieved is compared with the commitment periodically. The number is corrected in line with reality. The table is updated.
Keeping the commitment realistic
A capacity promise that cannot be met upsets both delivery and trust together in the first busy period; a modest commitment based on measured capacity is always worth more than a generous promise that cannot be kept. The number is given on the basis of measurement. The promise can then be kept.
Limits of legal information
What is described here is for information purposes and does not replace a legal opinion. The text is passed through the legal department before it is signed. The limit is stated.