{"id":27652,"date":"2021-10-28T05:52:14","date_gmt":"2021-10-28T05:52:14","guid":{"rendered":"https:\/\/toggl.com\/blog\/?p=27652"},"modified":"2024-06-15T07:41:31","modified_gmt":"2024-06-15T07:41:31","slug":"project-resource-management","status":"publish","type":"post","link":"https:\/\/toggl.com\/blog\/project-resource-management","title":{"rendered":"What is Project Resource Management? [Comprehensive Guide]"},"content":{"rendered":"\n<p>Managing resources effectively within a project is a challenge for many project managers.&nbsp;<\/p>\n\n\n\n<p>Too little visibility, limited resources, or poor communication. These can all hinder effective resource management.&nbsp;<\/p>\n\n\n\n<p>But the right strategies and tools can get you out of this tricky pit.&nbsp;<\/p>\n\n\n\n<p>In this article, you\u2019ll learn how to manage project resources correctly. You\u2019ll learn about:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Top resource management techniques<\/li>\n\n\n\n<li>6 best practices for creating a <a href=\"https:\/\/toggl.com\/blog\/resource-management-plan\">resource management plan<\/a><\/li>\n\n\n\n<li>How to use tools and software in project resource management<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>What is project resource management?<\/strong><\/h2>\n\n\n\n<p>Project resource management is the process of planning, allocating, and monitoring resources like people, budget, equipment, and materials.&nbsp;<\/p>\n\n\n\n<p>Thus it ensures a project team has everything it needs to complete&nbsp; the project on schedule and within budget.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Benefits of project resource management for agencies<\/strong><\/h2>\n\n\n\n<p>Project resource management is critical to delivering a project on time.&nbsp;<\/p>\n\n\n\n<p>Why?<\/p>\n\n\n\n<p>Managing resources correctly ensures that projects are never starved of resources and are delivered on time.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"479\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image4-1024x479.jpg\" alt=\"A graph showing the benefits of project resource management for agencies.\" class=\"wp-image-47096\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image4-1024x479.jpg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image4-300x140.jpg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image4-768x359.jpg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image4-746x349.jpg 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image4-1152x539.jpg 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image4-112x52.jpg 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image4.jpg 1280w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Here are three reasons why resource management is so important:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>1. Increases the chances of project success<\/strong><\/h3>\n\n\n\n<p>Teams can deliver projects on time when they have everything they need.<\/p>\n\n\n\n<p>Allocating the required resources ensures that a manager can estimate the <a class=\"wpil_keyword_link\" href=\"https:\/\/toggl.com\/blog\/create-project-timeline\"   title=\"project timeline\" data-wpil-keyword-link=\"linked\">project timeline<\/a> and budget more accurately.&nbsp;<\/p>\n\n\n\n<p>In addition, by assigning resources at the planning stage, a manager can ensure predictable quality.<\/p>\n\n\n\n<p>All these factors combine to help deliver a project successfully.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>2. Prevents burnout<\/strong><\/h3>\n\n\n\n<p>Without sufficient manpower, you\u2019ll often see overworked team members.<\/p>\n\n\n\n<p>Overworking leads burn out. If you don\u2019t tackle this challenge upfront, your team may have retention challenges.&nbsp;<\/p>\n\n\n\n<p>Hiring new people is always more expensive. According to a Society for Human Resource Management <a href=\"https:\/\/lrshrm.shrm.org\/blog\/2017\/10\/essential-elements-employee-retention\" target=\"_blank\">study<\/a>, finding and training a replacement costs six to nine months of an employee\u2019s salary.<\/p>\n\n\n\n<p>A clear resource plan ensures you can efficiently distribute work across your entire team.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>3. Identifies resource bottlenecks<\/strong><\/h3>\n\n\n\n<p>In small businesses, people resources are often shared across projects.&nbsp;<\/p>\n\n\n\n<p>Poor visibility into a team member\u2019s schedule leads to scheduling conflicts and project delays.<\/p>\n\n\n\n<p>In enterprise companies, a resource coordinator coordinates resource allocation across projects. They too need a clear overview of who\u2019s doing what, and when.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>The relationship between resource and project management<\/strong><\/h2>\n\n\n\n<p>Project management steers a project from beginning to end. Resource management ensures you have all the necessary resources and use them effectively to meet the project&#8217;s objectives.<\/p>\n\n\n\n<p>Poor project resource allocation leads to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Tight deadlines and heavy workloads<\/li>\n\n\n\n<li>Overworked team members who put in long hours<\/li>\n\n\n\n<li>Poor quality output as team members are under stress to deliver<\/li>\n<\/ul>\n\n\n\n<p>Thus, effective project management requires effective resource management.<\/p>\n\n\n\n<p>To plan a project, project managers must know what resources are available and when.<\/p>\n\n\n\n<p>For example, if a project manager doesn&#8217;t know when a key team member is available, they can&#8217;t effectively plan tasks for that team member.<\/p>\n\n\n\n<p>Resource managers also need to be aware of project priorities, timeline, and objectives to allocate resources effectively.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Project resource manager vs project manager<\/strong><\/h3>\n\n\n\n<p>Both project resource managers and project managers play crucial roles in project planning and development. But they have different focuses.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><thead><tr><th><\/th><th>Project manager<\/th><th>Project resource manager<\/th><\/tr><\/thead><tbody><tr><td><\/td><td>Project manager<\/td><td>Project resource manager<\/td><\/tr><tr><td>Primary focus<\/td><td>Overall project success, including scope, schedule, budget, and quality.<\/td><td>Allocation, tracking, and optimization of resources across multiple projects.<\/td><\/tr><tr><td>Key responsibilities<\/td><td>Define project scope and objectives. <br>Develop a detailed project plan. <br>Manage project risks and issues.<br>Coordinate with stakeholders.<br>Ensure the project stays on track in terms of time and budget.<br>Lead and motivate the project team.<br>Report on project progress.<\/td><td>Understand resource capabilities and availability.<br>Assign resources to projects based on priorities and skill requirements.<br>Monitor resource utilization and performance.<br>Resolve resource conflicts and over-allocations.<\/td><\/tr><tr><td>Key skills<\/td><td>Leadership<br>Risk management <br>Time management<br>Communication<br>Problem-solving<\/td><td>Works with project managers and team lead to allocate resources appropriately.<\/td><\/tr><tr><td>Interaction with team<\/td><td>Directly manages and leads the project team, ensuring they have the resources and guidance needed to complete their tasks.<\/td><td>Works with project managers and team leads to allocate resources appropriately.<\/td><\/tr><tr><td>End goal<\/td><td>Successful project completion within scope, time, quality, and budget.<\/td><td>Efficient and effective use of resources across projects to meet organizational goals.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Types of resources<\/strong><\/h2>\n\n\n\n<p>You need various resources to achieve your project goals. These resources serve as the foundation of any task you undertake.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"630\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image8-1024x630.jpg\" alt=\"A graph showing the different types of resources.\" class=\"wp-image-47097\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image8-1024x630.jpg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image8-300x184.jpg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image8-768x472.jpg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image8-657x404.jpg 657w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image8-1152x708.jpg 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image8-112x69.jpg 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image8.jpg 1280w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Here&#8217;s a breakdown of the different resource categories:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Finance<\/strong><\/h3>\n\n\n\n<p>Finance relates to the money you set aside for a project.&nbsp;<\/p>\n\n\n\n<p>This includes project budgets, investments, and other funds that keep your project running smoothly. Manage these project costs well to optimize all other resources.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Human resources<\/strong><\/h3>\n\n\n\n<p>Human resources are the people on your project team including external consultants.&nbsp;<\/p>\n\n\n\n<p>Their skill sets and expertise move the project forward. Make sure you assign the right roles to the right people.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Facilities and space<\/strong><\/h3>\n\n\n\n<p>Every project requires a physical space, be it an office, a construction site, or a workshop. Choose a space where your team can work efficiently and safely.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Equipment and tools<\/strong><\/h3>\n\n\n\n<p>The right tools and equipment can define your project&#8217;s success.&nbsp;<\/p>\n\n\n\n<p>These may mean machinery for construction or software for IT tasks.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Tech and materials<\/strong><\/h3>\n\n\n\n<p>Tech resources might include software or digital platforms, while materials can be different, including construction supplies or textiles.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>What\u2019s the project resource management process?<\/strong><\/h2>\n\n\n\n<p>Here are five essential steps for a simple project resource management workflow:&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"622\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image10-1024x622.jpg\" alt=\"A graph showing the project resource management process.\" class=\"wp-image-47098\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image10-1024x622.jpg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image10-300x182.jpg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image10-768x466.jpg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image10-666x404.jpg 666w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image10-1152x699.jpg 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image10-112x68.jpg 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image10.jpg 1280w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Let\u2019s look closely at each step.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step #1: Analyze your resources<\/strong><\/h3>\n\n\n\n<p>Begin by taking stock of what you have.&nbsp;<\/p>\n\n\n\n<p>List out all available resources, be it people, technology, money, or materials. Then, understand the skills, expertise, and capabilities of your team members.&nbsp;<\/p>\n\n\n\n<p>This initial analysis sets the groundwork for future resource planning and allocation.<\/p>\n\n\n\n<p>With Toggl Plan, you can set up and oversee unlimited Team timelines. You create teams by project, competencies, or department.<\/p>\n\n\n\n<p>A Team timeline shows a team member\u2019s schedule across projects and planned time off. The availability overview panel gives you an overview of a team member\u2019s capacity and workload.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-1-1024x640.png\" alt=\"A screenshot of the Availability Panel in Toggl Plan.\" class=\"wp-image-47099\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-1-1024x640.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-1-300x188.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-1-768x480.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-1-646x404.png 646w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-1-1152x720.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-1-1290x806.png 1290w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-1-112x70.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-1.png 1440w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>The Team timeline and the Availability Overview together gives you a clear overview of&nbsp; who can take on more work.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step #2: Create a resource plan<\/strong><\/h3>\n\n\n\n<p>Next, you can start drafting your <a href=\"https:\/\/toggl.com\/blog\/create-resource-plan\">resource plan<\/a>.&nbsp;<\/p>\n\n\n\n<p>A resource plan outlines what resources you&#8217;ll need at different stages of the project.&nbsp;<\/p>\n\n\n\n<p>To create a resource plan:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Define resource requirements based on the project scope.<\/li>\n\n\n\n<li>Identify resources and their availability with reference to the project\u2019s timeline.<\/li>\n\n\n\n<li>Assign resources to tasks on the project timeline.&nbsp;<\/li>\n\n\n\n<li>Identify resource risks and bottlenecks.<\/li>\n<\/ol>\n\n\n\n<p>Using a <a href=\"https:\/\/toggl.com\/blog\/resource-planning-tools\">resource planning tool<\/a> like Toggl Plan is a fast and efficient way to create a resource plan.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step #3: Allocate resources<\/strong><\/h3>\n\n\n\n<p>Based on the project plan, look at the existing resources and team members to identify who\u2019s available and can take on work.<\/p>\n\n\n\n<p>Allocate these people and resources to the project.<\/p>\n\n\n\n<p>You may also need to initiate hiring or outsourcing if a necessary resource is unavailable.<\/p>\n\n\n\n<p>With Toggl Plan, it is super easy to assign tasks to team members. You can even assign a task to multiple team members\u2026<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"766\" height=\"850\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image1.png\" alt=\"A screenshot of Toggl Plan showing how to assign a new task to a team member.\" class=\"wp-image-47100\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image1.png 766w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image1-270x300.png 270w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image1-364x404.png 364w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image1-685x760.png 685w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image1-726x806.png 726w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image1-101x112.png 101w\" sizes=\"auto, (max-width: 766px) 100vw, 766px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step #4: Create a resource schedule<\/strong><\/h3>\n\n\n\n<p>Based on your resource plan, you may need to adjust the project schedule to match resource availability.&nbsp;<\/p>\n\n\n\n<p>A resource schedule is published once team members or other resources are booked for a project. This schedule shows the dates on which a resource is unavailable for other projects.<\/p>\n\n\n\n<p>This helps project teams:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Prevent scheduling conflicts with other projects<\/li>\n\n\n\n<li>Plan vacations and time off better<\/li>\n\n\n\n<li>Manage team member workloads better<\/li>\n<\/ul>\n\n\n\n<p>Toggl Plan\u2019s Team timelines and Availability overviews are automatically updated if a project\u2019s schedule changes. This ensures that your resource schedule is always up to date.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step #5: Track resources<\/strong><\/h3>\n\n\n\n<p>Your last step is to monitor resource utilization and workloads.&nbsp;<\/p>\n\n\n\n<p>Resource utilization measures how efficiently a project\u2019s resources are used. Resource workload refers to the amount of work or tasks assigned to a particular resource over a specific period of time.<\/p>\n\n\n\n<p>These metrics tell you if your team members and other resources are over or under-utilized.<\/p>\n\n\n\n<p>Together you can use these metrics to spot potential resource risks. This insight gives you enough time to adjust your project and resource plans even in case of emergency changes.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Resource management techniques<\/strong><\/h2>\n\n\n\n<p>Here are three essential project resource management techniques that you should know about.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Resource allocation<\/strong><\/h3>\n\n\n\n<p>Resource allocation is the process of finding the best available resources and assigning them to projects.<\/p>\n\n\n\n<p>With resource allocation, managers look at the available skills and capacity to book project resources.<\/p>\n\n\n\n<p>However, most project managers don\u2019t have a clear overview of their project resources. According to <a href=\"https:\/\/www.pmi.org\/-\/media\/pmi\/documents\/public\/pdf\/learning\/thought-leadership\/pulse\/pmi-pulse-2020-final.pdf\" target=\"_blank\">PMI<\/a>, this results in wastage of up to 12 percent of project resources.<\/p>\n\n\n\n<p>With a <a href=\"https:\/\/toggl.com\/blog\/free-online-tools-resource-capacity-planning\">resource capacity planning tool<\/a> like Toggl Plan, you get a bird\u2019s-eye view of your team\u2019s work allocation plans.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-2-1024x640.png\" alt=\"A screenshot showing a bird's-eye view of a team's work in Toggl Plan.\" class=\"wp-image-47101\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-2-1024x640.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-2-300x188.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-2-768x480.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-2-646x404.png 646w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-2-1152x720.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-2-1290x806.png 1290w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-2-112x70.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image7-2.png 1440w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>&nbsp;<em>Toggl Plan\u2019s Team timelines make it easy to visualize your team\u2019s work schedule. Learn more about <\/em><a href=\"https:\/\/toggl.com\/plan\/use-cases\/resource-planning\"><em>resource planning<\/em><\/a><em> in Toggl Plan.<\/em><\/p>\n\n\n\n<p>Visibility into your team\u2019s long-term capacity helps you:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Identify team members who can take up more work so you can allocate them to projects<\/li>\n\n\n\n<li>Identify resource bottlenecks and manage <a href=\"https:\/\/toggl.com\/blog\/project-risks\">project risks<\/a>&nbsp;<\/li>\n\n\n\n<li>Make hiring or outsourcing decisions to make up for the skills and capacity that your team lacks<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Workload management<\/strong><\/h3>\n\n\n\n<p>Once you\u2019ve allocated team resources to a project, the next step is workload management.<\/p>\n\n\n\n<p>What is workload management?<\/p>\n\n\n\n<p>**Quotation** \u201cWorkload management is the process of distributing work efficiently across your team members.\u201d<\/p>\n\n\n\n<p>This process ensures that no one in your team is over or underworked.<\/p>\n\n\n\n<p>In a study, <a href=\"https:\/\/www.indeed.com\/lead\/preventing-employee-burnout-report\" target=\"_blank\">Indeed.com<\/a> found that more than half of the respondents felt burned out and struggled to find work-life balance.&nbsp;<\/p>\n\n\n\n<p>The Availability Overview in Toggl Plan provides a quick glimpse of available resources. With this data, you can distribute tasks more effectively.&nbsp;<\/p>\n\n\n\n<p>Toggl Plan also helps you manage workloads through:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>The Team Timeline:<\/strong> See your team&#8217;s daily tasks with the Team Timeline. You can easily spot who&#8217;s free and who&#8217;s busy for the day. <\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1023\" height=\"461\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/toggl-plan-tean-timeline-daily-workloads.png\" alt=\"A screenshot of Toggl Plan showing the daily workload for team members.\" class=\"wp-image-47102\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/toggl-plan-tean-timeline-daily-workloads.png 1023w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/toggl-plan-tean-timeline-daily-workloads-300x135.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/toggl-plan-tean-timeline-daily-workloads-768x346.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/toggl-plan-tean-timeline-daily-workloads-746x336.png 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/toggl-plan-tean-timeline-daily-workloads-112x50.png 112w\" sizes=\"auto, (max-width: 1023px) 100vw, 1023px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Drag &amp; drop functionality:<\/strong> If tasks change or need shifting, use the drag and drop feature. Move Gantt chart timelines easily to balance your team&#8217;s work and avoid overallocation.&nbsp;<\/li>\n\n\n\n<li><strong>The Progress Overview feature:<\/strong> Compare estimated vs. actual effort to see how your project is doing. This helps you monitor project progress and change what doesn\u2019t work before it becomes an issue.&nbsp;<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"471\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image6-1-1024x471.png\" alt=\"A sreenshot of Toggl Plan showing a progress overview for a project.\" class=\"wp-image-47103\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image6-1-1024x471.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image6-1-300x138.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image6-1-768x354.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image6-1-1536x707.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image6-1-746x343.png 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image6-1-1152x530.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image6-1-1500x691.png 1500w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image6-1-112x52.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image6-1.png 1972w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>You can also use Toggl Track to manage workloads better:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Real-time workload tracking: <\/strong>With Toggl Track, you see how long tasks really take. No more guessing. If something takes extra time, you&#8217;re the first to know.<\/li>\n\n\n\n<li><strong>Improve future projects: <\/strong>Use time data from old projects to plan new ones. This way, you get a clearer idea of how long things take and can plan smarter.&nbsp;<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"258\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11-1024x258.jpg\" alt=\"A screenshot of past project data in Toggl Track.\" class=\"wp-image-46853\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11-1024x258.jpg 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11-300x75.jpg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11-768x193.jpg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11-1536x386.jpg 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11-746x188.jpg 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11-1152x290.jpg 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11-1500x377.jpg 1500w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11-112x28.jpg 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11.jpg 1999w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>The two techniques you can use to manage your team\u2019s allocation and workloads are:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/toggl.com\/blog\/resource-leveling\"><strong>Resource leveling<\/strong><\/a><strong>:<\/strong> The process of planning your work schedule according to the available resources is called resource-leveling. It gives you a clear overview of what you can achieve with the available resources.<\/li>\n\n\n\n<li><a href=\"https:\/\/toggl.com\/blog\/resource-smoothing\"><strong>Resource smoothing<\/strong><\/a><strong>:<\/strong> The process of planning your work schedule within the required time while avoiding peaks and troughs in demand is called resource smoothing. Generally, delaying non-essential tasks is the preferred way to smoothen out your resource workloads.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Resource forecasting<\/strong><\/h3>\n\n\n\n<p>It\u2019s critical to allocate resources and keep an eye on your workloads.<\/p>\n\n\n\n<p>But it\u2019s equally important to predict resource requirements for the future.<\/p>\n\n\n\n<p>What is resource forecasting?<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><\/p>\n<cite> \u201cResource forecasting is the process of anticipating your organization\u2019s resource needs over a future period.\u201d<\/cite><\/blockquote>\n\n\n\n<p>Forecasting helps teams:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Identify resource gaps and bottlenecks and take early action to mitigate these risks.<\/li>\n\n\n\n<li>Manage stakeholder and customer expectations by pointing out the identified people gaps.<\/li>\n\n\n\n<li>Demand resources early during a project\u2019s life cycle so that HR has sufficient time to hire new people.<\/li>\n<\/ul>\n\n\n\n<p>But resource forecasting is easier said than done.&nbsp;<\/p>\n\n\n\n<p>Many project managers struggle to get it right. This might happen due to:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Lack of past data:<\/strong> They might not have info from old projects. Without it, forecasting what&#8217;s needed is difficult.&nbsp;<\/li>\n\n\n\n<li><strong>Project scope shifts:<\/strong> Projects can change as they go. If they do, the resources they thought they needed can change too.<\/li>\n\n\n\n<li><strong>Poor communication:<\/strong> If their team doesn&#8217;t communicate well, they might miss or mix up resource needs. This makes forecasting tough.<\/li>\n<\/ul>\n\n\n\n<p>What can make resource forecasting easier is Toggl Plan\u2019s Zoom Level feature.&nbsp;<\/p>\n\n\n\n<p>Toggl Plan&#8217;s Zoom Level lets you zoom in for daily details or zoom out for a weekly, monthly, or annual view.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"505\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image12-1-1024x505.png\" alt=\"A screenshot showing the option to &quot;zoom&quot; the timeline\" class=\"wp-image-46855\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image12-1-1024x505.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image12-1-300x148.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image12-1-768x379.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image12-1-1536x758.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image12-1-746x368.png 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image12-1-1152x568.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image12-1-1500x740.png 1500w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image12-1-112x55.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image12-1.png 1999w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Adjust the zoom to see tasks up close or the entire project team simultaneously. This helps easily see the long term availability of of your resources.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>6 project resource management best practices<\/strong><\/h2>\n\n\n\n<p>Now let\u2019s look at six project resource management best practices that help your project run smoothly.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Know your team\u2019s capabilities<\/strong><\/h3>\n\n\n\n<p>Always be aware of what each member can do.<\/p>\n\n\n\n<p>It&#8217;s not just about roles. It&#8217;s also about strengths, skills, and experience. When you know what your team excels at, you can assign project tasks that fit them best.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Avoid resource overloading<\/strong><\/h3>\n\n\n\n<p>Don&#8217;t pile too much on anyone&#8217;s plate.&nbsp;<\/p>\n\n\n\n<p>If a team member is stretched too thin, they can get burned out and make mistakes. Instead, distribute tasks fairly and keep workloads manageable.<\/p>\n\n\n\n<p>A tool like Toggl Plan helps you see who&#8217;s available and when. Its Team Timeline feature shows the exact daily capacity for each member.&nbsp;<\/p>\n\n\n\n<p>Distribute tasks using this information to ensure proper resource utilization.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Keep communication sharp<\/strong><\/h3>\n\n\n\n<p>Clear communication is the backbone of any project.&nbsp;<\/p>\n\n\n\n<p>Always ensure everyone is on the same page and aware of their responsibilities.&nbsp;<\/p>\n\n\n\n<p>Use tools or platforms that encourage regular conversations and updates.&nbsp;<\/p>\n\n\n\n<p>This way, there&#8217;s no confusion, and everyone stays informed. A well-informed team makes fewer mistakes and meets more deadlines.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Track actual time spent on tasks<\/strong><\/h3>\n\n\n\n<p>When you know how long tasks take, you can plan better and set realistic deadlines.&nbsp;<\/p>\n\n\n\n<p>That\u2019s why it is important to track time spent on tasks. With a tool like Toggl Track, that is super simple.&nbsp;<\/p>\n\n\n\n<p>With just a few clicks, you can track all project work and get valuable metrics into how you spend your work hours.&nbsp;<\/p>\n\n\n\n<p>With this level of visibility, you can refine your planning and ensure projects stay on course.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Understand true capacity<\/strong><\/h3>\n\n\n\n<p>To easily estimate true capacity, consider the time allocated to non-project, admin tasks such as meetings, training, and reporting.<\/p>\n\n\n\n<p>Gain a complete overview of your team\u2019s time helps you gauge real work capacity.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Plan with time off in mind<\/strong><\/h3>\n\n\n\n<p>When assigning tasks, factor in vacations, holidays, and personal days.&nbsp;<\/p>\n\n\n\n<p>Toggl Plan has a handy Time Off feature. This feature lets you mark days when someone&#8217;s off to make sure no tasks overlap with breaks.\u00a0<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"544\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/timeoff-1024x544.png\" alt=\"A screenshot of the Time Off view in Toggl Plan.\" class=\"wp-image-47104\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/timeoff-1024x544.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/timeoff-300x159.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/timeoff-768x408.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/timeoff-1536x816.png 1536w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/timeoff-746x396.png 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/timeoff-1152x612.png 1152w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/timeoff-1500x797.png 1500w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/timeoff-112x60.png 112w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/timeoff.png 1999w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>This helps to easily avoid scheduling conflicts and keep projects on track even when team members are away.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Project resource management tools and software<\/strong><\/h2>\n\n\n\n<p><a href=\"https:\/\/toggl.com\/blog\/best-resource-management-software\">Project resource management tools<\/a> help allocate resources more efficiently, minimize overloads, and predict potential roadblocks.<\/p>\n\n\n\n<p>Here are some common tools for boosting resource management.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Timeline tools: These are your project&#8217;s visual maps.&nbsp;<\/li>\n<\/ol>\n\n\n\n<p>At a glance, you can see when tasks start and end, and who&#8217;s responsible. Timeline tools help you spot delays before they become big problems.<\/p>\n\n\n\n<ol class=\"wp-block-list\" start=\"2\">\n<li>Project resource planning tools: Resource planning tools show who&#8217;s available and when.&nbsp;<\/li>\n<\/ol>\n\n\n\n<p>With them, you balance workloads better and make sure no one&#8217;s swamped or has too little work.<\/p>\n\n\n\n<ol class=\"wp-block-list\" start=\"3\">\n<li>Project resource management tools: Project resource management software combines features of both timeline and resource planning tools.&nbsp;<\/li>\n<\/ol>\n\n\n\n<p>With them, you get a complete view of your project, from project timelines to resource availability.&nbsp;<\/p>\n\n\n\n<p>You can plan, track, and adjust as your project progresses.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Free project resource management templates<\/strong><\/h2>\n\n\n\n<p>A project resource management template simplifies your resource management process.&nbsp;<\/p>\n\n\n\n<p>It gives you a ready-made framework to organize and monitor project resources.&nbsp;<\/p>\n\n\n\n<p>With a project resource management template, you save time and effort when planning your resources.<\/p>\n\n\n\n<p>Here are three commonly used <a href=\"https:\/\/toggl.com\/blog\/resource-planning-templates\">resource management templates<\/a> that you can use to manage projects.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Team availability tracker<\/strong><\/h3>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"960\" height=\"471\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image14.jpg\" alt=\"A screenshot of a Time Availability Tracker template.\" class=\"wp-image-47105\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image14.jpg 960w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image14-300x147.jpg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image14-768x377.jpg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image14-746x366.jpg 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image14-112x55.jpg 112w\" sizes=\"auto, (max-width: 960px) 100vw, 960px\" \/><\/figure>\n\n\n\n<p>This template helps you visually track your team\u2019s off time, including vacations and public holidays. Once you know who\u2019s available, you can easily allocate them to a project.<\/p>\n\n\n\n<p><a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1nJbmtprfC0_nhRWTPSwJDI_xRE6bsgcAqNt-GH2HukE\/copy\" target=\"_blank\">Get this template<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Resource allocation tracker&nbsp;<\/strong><\/h3>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"960\" height=\"471\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image18.jpg\" alt=\"A screenshot of a Resource Allocation Tracker template.\" class=\"wp-image-47106\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image18.jpg 960w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image18-300x147.jpg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image18-768x377.jpg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image18-746x366.jpg 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image18-112x55.jpg 112w\" sizes=\"auto, (max-width: 960px) 100vw, 960px\" \/><\/figure>\n\n\n\n<p>Using this template, you can allocate resources to projects. Plus, you can see the dates when they have the capacity to take up more work.&nbsp;<\/p>\n\n\n\n<p><a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1poO85D-DkZEMep7XPXsFyPVT5LTejfob0Oeg35Fo86U\/copy\" target=\"_blank\">Get this template<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Resource workload tracker<\/strong><\/h3>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"960\" height=\"471\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image2.jpg\" alt=\"A screenshot of the Resource Workload Tracker template.\" class=\"wp-image-47107\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image2.jpg 960w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image2-300x147.jpg 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image2-768x377.jpg 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image2-746x366.jpg 746w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image2-112x55.jpg 112w\" sizes=\"auto, (max-width: 960px) 100vw, 960px\" \/><\/figure>\n\n\n\n<p>Track the estimated work hours of all your employees using this template. Visualize workloads to identify who\u2019s overworked and who has the capacity to take on more projects.<\/p>\n\n\n\n<p><a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1g5TbgIQhwKLVFKZe09QOMks8VCusze0N8tSVN53rixs\/copy\" target=\"_blank\">Get this template<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Start managing resources with Toggl Plan<\/strong><\/h2>\n\n\n\n<p><a href=\"https:\/\/toggl.com\/plan\/index\">Toggl Plan<\/a> is a simple, visual, online work management tool for creative agencies, consultancies, and software teams.<\/p>\n\n\n\n<p>Its timelines make it easy to visualize your project timelines and team schedules.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"668\" src=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11.png\" alt=\"A screenshot showing how to re-organize tasks in Toggl Plan.\" class=\"wp-image-47108\" srcset=\"https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11.png 1024w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11-300x196.png 300w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11-768x501.png 768w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11-619x404.png 619w, https:\/\/toggl.com\/blog\/wp-content\/uploads\/2023\/10\/image11-112x73.png 112w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Unlike spreadsheets or complex software tools, Toggl Plan is easy to get started with. And keeping project information up-to-date takes even less work.&nbsp;<\/p>\n\n\n\n<p>The result?<\/p>\n\n\n\n<p>You and your team can focus on creating successful projects. <a href=\"https:\/\/plan.toggl.com\/#signup\" target=\"_blank\">Sign up for a free Toggl Plan account<\/a> and see for yourself.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Balancing people &#038; projects is challenging. Learn how to use project resource management to overcome these challenges &#038; deliver successful projects.<\/p>\n","protected":false},"author":601,"featured_media":27661,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[995],"tags":[],"class_list":["post-27652","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-resource-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>What is Project Resource Management? [Comprehensive Guide]<\/title>\n<meta name=\"description\" content=\"Balancing people &amp; projects is challenging. 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