Living inside a plan’s limits
Nobody reads the limits when they sign up. Everybody meets one eventually, and almost always on the day it is least convenient.
Every plan has three kinds of ceiling — storage, people, and AI usage — and teams almost never hit them in the order they expect. Ten minutes of attention now saves an awkward afternoon later.
Find out which limit binds first
Most teams assume the AI allowance will run out and are surprised by storage. Video changes that overnight: one recorded workshop can outweigh a year of documents, and a team that starts recording meetings will cross a storage line months before it touches anything else.
Look once at where you actually are against each ceiling. Not to optimise — to know which one you are heading towards, because the answer determines whether your next action is a cleanup, a conversation about seats, or nothing at all.
Cleaning up works once, upgrading works repeatedly
When storage gets tight, the first response should be a clean-up: exports made for one meeting, duplicate uploads, video from projects that closed two years ago. That usually recovers a serious amount and costs an hour.
But it only works once. If the same pressure returns within a few months, you are not untidy, you are simply bigger than the plan — and repeating the cleanup is a worse deal than upgrading, because you are paying in attention instead of money and losing things you will later want.
Seats are the limit people manage worst
Seats accumulate the way access does: someone joins for a project, the project ends, nobody removes them. Then a real hire arrives and there is no room, and the fastest fix looks like an upgrade.
Before adding seats, go through the list once — you will usually find two or three people who left months ago. And check whether the person you are adding needs a full seat at all: someone who only reviews work may fit as a guest, which is a different and much cheaper category. Most teams never check.
Check the ceiling before the big job, not during it
The bad version of hitting a limit is at four in the afternoon with a client deadline, when your options are a rushed upgrade or a rushed deletion — and rushed deletion is how something irreplaceable disappears.
Before anything unusually large — a video project, a bulk import, an onboarding of several people — spend two minutes confirming there is room. It is the cheapest possible insurance and the only moment when the decision is calm.
Questions people actually ask
Which limit will I hit first?
Usually storage rather than AI usage, especially once you start recording meetings — one recorded workshop can outweigh a year of documents. Look once at where you stand against each ceiling to know which way you are heading.
Should I clean up or upgrade?
Clean up first: one-off exports, duplicate uploads, video from long-closed projects. But cleaning up works once. If the pressure returns within months, you are simply bigger than the plan and repeating it costs attention and loses things.
How do I keep seats under control?
Review the list before adding any — you will usually find people who left months ago. And check whether the new person needs a full seat: someone who only reviews work may fit as a guest, a much cheaper category most teams never check.
