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Thats why I said its an artificial feature to stop you from doing what you want to do. The same with the influence resource. All that is designed to do is slow your progress in the game. There is no other reason for those 2 to exist. Keeping up with technology and the expenses of maintaining a fleet and planets/stations is already enough to slow down progress without those extra unnecessary features. And also war exhaustion.
Administrative Capacity shows just how well your spaceweb works. If you are spread too wide, your Empire will struggle with exchange of information. It is a feature that is present in every such game. Stellaris does it well by not enforcing a hard cap, but a soft one. You can go over, there are just penalties for it. Which for a Wide Empire are not too troublesome.
What Admin Cap does is reward you for focusing on Alloys and Minerals over focusing on Tech and Science. I am a Tall player. Life Seeded is something I want to make work. The Civic is much weaker, than other options right now, but it is something I enjoy playing. You really have to think, about what you want to do. Bcause a Wide Empire that tries to keep up with Tech and Unity while going overboard with Admin Cap will lose against a purely Alloy focused one in sheer fleet power. And it will lose with a Tall Empire in tech level, where a much smaller fleet will demolish a more numerous one.
To all its own. The cap is just an information, not a limitation.
ck2 has demesne limit, vassal limit and de jure territory issues to worry about. these are strategy games and strategy games require you to work with limited resources of some kind and other restrictions otherwise they don't work.
your arguments are like complaining that the bishop in chess only moves on diagonals when the queen can move any direction.
EMPIRE_SIZE_BASE = 30 # No penalties at this empire size or below
EMPIRE_SIZE_FROM_DISTRICTS = 1 # Per district
EMPIRE_SIZE_FROM_SYSTEMS = 2 # Per system
EMPIRE_SIZE_FROM_COLONIES = 2 # Per planet
EMPIRE_SIZE_FROM_BRANCH_OFFICES = 2 # Per branch office
EMPIRE_SIZE_FROM_POPS = 0 # Per pop
I prefer the vanilla version here...
Influence is even easier: can't expand without claims/assassinations, and it takes time to make them happen.
To the OP, Admin Cap is there to differentiate the playstyle between various approaches to the game. You can go Devouring Swarm style with Minerals/Alloys/Massive Fleet, or you can go Peaful Explorers style, with a small and efficient bureaucracy.
Base Admin Cap is 30.
Efficient Bureaucracy raises it by 20.
Pacifist and Fanatic raises it by 10 each.
After you research Planetary Unification and Adaptive Bureaucracy, and colonise a second world, you will unlock Colonial Bureaucracy tech which raises the Cap by 20.
It has a followup with Galactic Bureaucracy for another 20.
And finally the repeatable tech Administrative Efficiency, which gives you 15 each time.
So you can start small but go wide later without risk to your Research and Unity costs.
EDIT:
I totally forgot the +20 from Expansion Traditions.
The game is set up to assign 33.3 systems to each starting empire. By simply claiming your 33.3 systems you already go well over that limit.
1. Scout chokepoints.
2. Capture chokepoints.
3. Expand to 8-10 best sectors.
3a. Grab Expansion Traditions.
3b. Fill in your space pocket.
4. Research Droids.
5. Colonise with Droids.
6. Research Admin Cap tech.
7. Research Admin Cap tech again.
8. Research Habitats.
9. Build Habitats.
10. Enjoy your insane Research while having great economy and massive chokepoint bastions.
11. Profit.
Edit:
I would have to add...
4a. In case of Baol Relic, skip Droids and go straight for colonisation.
I dont think administration is anything like tech levels in ck2. You dont even have any mainetence costs in ck2 unless you have levies raised. Demese and vassal limits is similar. But it doesnt make anything cost more if you go over. In fact the more you have the more fame you get.
But he has a plan!
You call it a "restriction" but really it's not, and the game always had a similar mechanic before that increased technology costs the wider your empire became, and other things.
And don't forget that the AI also get the same penalty.
The whole purpose of this mechanic is to prevent snowballing, so that smaller empires have a better chance to catch up with larger ones. You see that as something bothersome for your empire, but keep in mind that it also prevents the AI empires that are larger than you to become too strong as well.
Without that administrative capacity penalty, within a short time the bigger AIs would eat up the small ones, and you would quickly end up with an unbalanced galaxy where you are either overpowered and there is no more challenge, or an AI will become overpowered and you will have no way to beat it ever.
And really again, as everyone said, don't worry about going over that limit, it's quite common to go like 3x over the limit or even more, in one of my games I have an empire sprawl of 400 while my administrative capacity is 140, and my empire is quite powerful compared to my neighbors.
It's just a tradeoff you need to live with.
Regarding the basis in reality (from your earlier comment), it actually makes sense, since the larger a group of people working together becomes, the more work is needed to organize the group. Think about something like working on a task alone, and then think about how working on it with two people would require time to decide how you want to split the tasks etc... and then how much more of that is needed in a company of like 15 people, then 100 people, then 1000 people, where a big part of the employees are dedicated to organizing and managing how the others work. And then think about a whole country, about the whole mess that is a working government.