You’re probably asking – do we really need project management tools with resourcing software? The answer is probably no, and yes. No, you probably don’t need it—you could get away without it. But yes, if you had the best project management tools, you could probably run your PM team and deploy your resources more effectively and efficiently. As agencies and studios grow, the systems for scheduling management that worked for a small agency often struggle to scale. Excel and Google Docs are great, but the best project management tools and resource scheduling software out there that can help you work even smarter.
Why Are Project Management Tools Important?
Project management tools help you manage and carry out the tasks of project management throughout the entire project lifecycle. PM software typically offers modules for managing resources, time, and tasks, along with tracking and reporting functionality and a system for project communication and notifications. These provide visibility into all aspects of a project, helping PMs to plan, identify risks, balance workloads, manage schedules, provide updates and reports for stakeholders, and coordinate their team’s tasks.
What Is The Best Tool for Project Management?
- Resource Guru
- Hub Planner
This review covers the above PM software in detail, followed by a list of some additional tools to check out.
12 Great Project Management Tools With Resource Scheduling For Studios And Agencies
1. Float – https://www.float.com/
Since 2012, Float has been one of the most simple and flexible resource scheduling application for agencies and studios. Its single focus on resource scheduling allows you to use it alongside other project management tools, when you’ve already planned your projects and just need to schedule a team to do the work.
Float allows you to easily manage your staff’s workload, upcoming projects overtime and time off from a single place. Workers are updated with their weekly schedule via email and with live notifications so that everyone’s always up-to-date. They don’t need their own login information, which keeps the system simple. Float also offers an iOS app so you can make updates to your team’s schedule on the go.
There’s also a reporting component so that you can monitor your team’s utilization at any time – report on scheduled hours by an individual team member, department, client and project. Float have been evolving their product and so using their API and Zapier you can connect with 100’s of your favorite apps including Basecamp, Asana and Trello. Float offers a free 30 day trial and costs from $5/user/month (guests logins are all free).
2. Resource Guru – http://resourceguruapp.com/
Resource Guru is a dedicated resource management tool. With a great visual calendar style interface, it shows what everyone’s working on and clearly displays availability so you can maximise utilisation. The tool allows Project Managers to make bookings simultaneously with no chance of stepping on each other’s toes.
Clashes are automatically prevented. Bookings can be added to a waiting list and used for capacity planning later. Each staff member gets their own resource dashboard so they can log in and know exactly what they should be working on. And to monitor business performance, powerful reports monitor utilization of your team and help with capacity planning. Resource Guru costs from $2.50/user/month.
3. Hub Planner – http://www.hubplanner.com
Hub Planner is a sweet looking resource planning and management tool for PM’s to plan, schedule, track and book their teams of resources. The tool focusses around a high-level view of resources, their capacity and utilisation, and also gives PM’s the power to deep dive into projects to at a glance establish progress, billability and profitability.
Within the tool are some powerful tools and features for resource scheduling and planning – with drag and drop and filtering, timesheets – to analyse schedule vs actuals, and reporting – with smart report templates and custom reporting capability. Helpfully, it also has an API so you can plug it into your other systems too. Hub Planner costs from $69/10 users/month.
4. Saviom – http://www.saviom.com/
Saviom is an intuitive Enterprise Resource Management software used by PwC, DHL, Siemens, and Fujitsu that has multiple functions to both schedule resources in real time and track them in relationship with project statuses.
Along with its comprehensive forecasting reports, it also ropes in an array of different functionalities ranging from ( but not limited to) leave, cost, time and capacity management, solving most resource-centric problems of project management units. While the Gantt Chart view gives complete visibility from across the organization, the flexibility to change views enables you to make project-specific decisions as well as schedule changes. The software is highly configurable and is also well equipped to integrate with most existing software as well as ERP systems. Saviom provides interactive demos and free trials of up to 6 weeks of the solution.
5. 10,000ft Plans – https://www.10000ft.com/
10,000ft Plans is a tool designed give you the big picture (hence the 10,000ft) of your business, teams, and projects. Armed with this information, you’re then able to make better strategic decisions based on this real-time, complex data. The tool is based around a project dashboard, a schedule for projects and resources, time tracking, and analytics. The project element gives top-level project information across different types, clients, and states. Custom fields can also be added for easier connection with the API.
The resource view of the schedule lets you spot who is available and update assignments. The time tracking component shows each team member which projects they should be working on and suggests hours based on the schedule. The analytics component gives a great overview of forecasted vs. actual project hours, utilization, budget tracking, and estimation accuracy. They have a great overview of the product on their site here: http://www.10000ft.com/. 10,000ft costs from $150/10 users/month.
6. Paymo – https://www.paymoapp.com
Paymo is a modern project management software that allows your team to manage projects from start to finish. Having all the features you need bundled in a modern interface will translate into cost savings – you don’t have to pay for several apps to get the projects done – less time spent juggling multiple software, along with a seamless work process, due to better module integration and consistency among features.
The advanced task management, Gantt Chart, Resource Scheduling, Automatic Time Tracking, collaboration, advanced reporting, invoicing are just the core modules that will assist you in delivering successful projects. You can try the app for free for 15 days without restrictions. Also, Paymo offers a free version ideal for freelancers. Paymo regular plans start from $9.56/user/month.
7. Forecast – http://www.forecast.app/
Forecast is a brilliantly simple combination of a resource management and project management tool built on the foundation that successful projects require a combination of short and long term planning. Forecast does not dictate how you work so you can mix scrum, Kanban and traditional Gantt scheduling.
The Artificial Intelligence (AI) built into Forecast enables you to easily spot projects that are at risk of delay or veering off track. Build and share your own powerful dashboards, reports and insights so you can put real-time information right at your team or clients’ fingertips. Effortless resource planning enables you to track utilization and capacity. In the upcoming work view the connection between prioritization and scheduling easily let’s team members focus on the most important tasks. Forecast has a free 14-day free trial and costs from $19/user/month.
8. Clarizen – http://www.clarizen.com/
If you’re looking for an enterprise level and fully tailored project management toolkit solution, check out Clarizen – a complete professional services automation (PSA) platform with a great set of tools for managing projects, tasks, resources, and budgets – wrapped in a single product.
Clarizen brings together project management, configurable workflow automation, in-context collaboration and a tailored, role-based experience that simplifies work, reduces communication overload, and provides visibility so everyone can work more effectively and adapt to changes. It centralizes release plans, release backlog data, bugs, documents, communications and more into one system, helping you to deliver releases efficiently, track and prioritize incoming tickets and schedule them for iterations with stacks of handy built-in reporting. Clarizen costs from $30/user/month.
9. elapseit – https://elapseit.com/
elapseit is a powerful, online project management software with highly connected features: time-tracking, resource scheduling, task management, invoicing, time-off management, Kanban board, dashboard, reports, document management all together in a secure user experience, through different access levels. Time-tracking includes an approval workflow and is pre-populated automatically based on allocations and you can generate multi-language invoices based on those hours. The resource scheduling integrates also vacations and bank holidays. Includes a leave planner with approval workflow and evidence of remaining vacations days.Take full control over your projects using the task management tool and the Kanban board: estimate tasks, assign & log hours, upload attachments, add comments and collaborate with your team. It suits perfectly all kind of projects: fixed fee, time & materials or internal. It’s the best option for all size companies. There is a freemium version which includes all features. The price starts at 5USD/user/month.
10. Productive – https://www.productive.io/
Productive is a well rounded project management tool that gives you resource management, as well as all a whole stack of other powerful functionality that gives you the tools and data you need to run a profitable agency. Built with over a decade of agency management experience and designed to support agency business processes, with powerful profitability insights, Productive handles your workflow from sales to invoicing and everything in between.
Getting a deal, sending a proposal, scheduling your team, tracking hours, and ultimately getting paid should come with a clear and transparent track record. Profitability is key, and Productive gives you the power of not just analyzing it at the end of the project but looking at the potential revenue too. Productive offers a full featured, free 30 day trial and costs $12/user/month.
11. Synergist – https://www.synergist.co.uk
Synergist is a UK based agency management system used by leading agencies of between 15 and 600 users. Synergist is renowned for its outstanding customer service and its ability to deliver total project visibility and control. It delivers on all the core needs of an agency, but has particular strengths in staff scheduling and work planning. Coupled with Synergist’s flexibility, it ensures work flows smoothly through all departments.
Both project and agency financials are also a strength, with a complete suite of standard and drag-and-drop reporting tools along with visual dashboards. Available in the cloud or on premise, it has an intuitive browser UI, native Android / iOS apps, integration to many accounts systems and an extensive API. Choose Synergist if you want a comprehensive and flexible agency management system with great resource scheduling that will quickly meet your core needs, but scale to support your growth. Pricing is from $25 – $65/user/month.
12. Teamdeck – https://teamdeck.io/
Teamdeck is a complete resource management solution for teams, offering resource scheduling, time tracking & timesheets, leave management and customizable reports. The tool makes it easier for project managers to allocate resources, optimize employee utilization and forecast the capacity.
What’s important, Teamdeck not only helps with running current projects but also gives you a high-level control over the company resources. You can use it to compare workload with available resources, track employee’s work hours and then assess the project’s value. You can try Teamdeck for free with a 14-day trial to see if the tool suits you. What’s more, it is free for teams of up to six people. Business Plan, on the other hand, covers all of the functionalities, integrations, support and custom onboarding, and comes for $3.99/user/month.
Summary Of The Best Project Management Tools With Resource Scheduling
It’s easy to be overwhelmed by the baffling array of project management tools with resource scheduling out there. Below, we’ve put together a reader-friendly table neatly summarizing basic info about the tools described in this article. There is no single “best scheduling software” out there—a lean, free project scheduling software might be a perfect fit for a small in-house agency, while scheduling software for small business with 30 remote employees needs more functionality.
Other project management tools with resource scheduling solutions:
Below is a list of additional project management tools with resource scheduling software we didn’t take a look at in the list above:
- Harvest Forecast – https://www.getharvest.com/features/scheduling
- Workamajig – http://www.workamajig.com/
- At Task – http://www.attask.com/
- Streamtime – http://streamtime.net/ca/
- ProjectorPSA – http://www.projectorpsa.com/
- Podio – https://podio.com/
- Open Air – http://www.openair.com/
- Teamweek – https://teamweek.com/
- Traffic Live – http://trafficlive.com/
- PPM Roadmap – http://www.ppmroadmap.com/
- Ganttic – http://www.ganttic.com/
- nTask – https://www.ntaskmanager.com/
- in-STEP BLUE – https://www.microtool.de/en/products/in-step-blue/
Work smarter with project management tools and resource scheduling software
Project management tools can help plan, organise, and manage projects as well as your agency resources – whether they’re people, rooms, or phone lines. Project management tools can be used to develop resource plans and create resource requirement forecasts. Depending on the sophistication of the software, they can also include tools for estimation and planning, scheduling, cost control and budget management, resource allocation, and document storage.
The challenge with resource scheduler software is that there’s often a lot of overlap with other business functions. Resource management, time tracking, project communication, expenses, storage, Professional Services Automation (PSA) and Services Resource Planning Software (SRP) can all find themselves bundled together—this can be good, but if you need to integrate with or replace legacy systems, things can start getting complicated.
What do you think?
What do you think we’re missing? What else is there to project management tools and resourcing scheduling software? We’d love to hear if you’ve got any suggestions, tips or thoughts on using this kind of software – why not share them using the comments below?