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Project success often relies on a solid plan for allocating and managing resources throughout your project. Whether you have a small team or extra resources at your disposal, our easy to use, customizable project resource planning templates will help you better allocate resources, track availability, and keep the team on track to deliver their work on time and on budget. 

These templates are compatible with both Microsoft Excel and Google Sheets. The first two templates on this list are free, and to access the others, you’ll need to sign up for our membership community.

1. Resource Allocation Spreadsheet

Completing a resource allocation spreadsheet during resource planning will help you visualize how your resources are distributed and deploy them effectively across various tasks and projects.

This allows you to see the broader picture and make informed decisions about where to allocate and adjust your project team’s time and budget.

Benefits

  • Make sure human resource utilization is optimal
  • Improve agility, flexibility, and transparency
  • Prioritize tasks and make strategic decisions 
  • Improve communication among team members
resource allocation spreadsheet example template screenshot
This resource allocation spreadsheet will help you keep track of hourly rates, total hours work, and costs.
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2. Work Breakdown Structure

A work breakdown structure (WBS) is used to divide a project into smaller, manageable components within a hierarchy. This makes planning, executing, and monitoring the team’s work easier, and makes sure that every aspect of the project is accounted for and no essential tasks are overlooked.

Benefits

  • Project scope visualization 
  • Better communication and collaboration among team members 
  • Increased clarity about project objectives and deliverables
  • Improved task estimation
  • Increased accountability among team members
  • Better risk management
work breakdown structure template screenshot
Break down your project into smaller tasks and assign them to your resources with this work breakdown structure template.

3. Team Availability Chart

A team availability chart gives you a visual overview of resource availability for specific periods. You can use this chart to allocate tasks based on dependencies, available resources, and timing, as well as balance your team’s workload (which is made easier when you have a better understanding of team members' schedules).

This planning tool is handy when team members have varying work hours, schedules, or other commitments.

Benefits

  • Clarity and structure in resource management
  • Improved workload distribution
  • More communication about availability
  • Increased productivity
  • Clarity about each team member's capacity
  • Improved planning and execution of project tasks
Team Availability Chart Sample Screenshot
A team availability chart template is an easy way to track the team's working hours, time zones, and the best way to reach them.

4. Project Estimate

A project estimate helps you forecast the resources, project timeline, and costs required to complete your project successfully, which is essential for setting realistic expectations and making sure projects are delivered within budget and on time.

This template provides a roadmap for current and future projects when allocating resources effectively and making informed decisions throughout the project life cycle.

Benefits

  • Greater clarity and direction
  • Improved budgeting
  • Better resource allocation
  • More thorough understanding of the project requirements
  • Enhanced stakeholder satisfaction
  • Greater trust among stakeholders and clients
  • Improved risk management
  • Increased success rates
Project Estimate (Simple) Template Screenshot
Project estimates help you determine what resources are required and how you'll deploy them throughout the project.
💡Tip

💡Tip

Remember also to leverage the capabilities of robust resource management software to plan, manage, and adjust your resources throughout your project.

Join For More Resource Management Insights

When it comes to meeting your resource needs, The Digital Project Manager community is the perfect place to go for templates, tool roundups, and tips. We have hundreds of active and experienced project managers who can share best practices or additional resources.

Moira Alexander

Moira Alexander is a recognized thought leader and the founder of PMWorld 360 Magazine and Lead-Her-Ship Group, a digital content marketing agency where she helps companies create, market, and lead with engaging digital content. With over 25 years of business, information technology, and project management experience, she's been named one of the top global female thought leaders and influencers on project management, SaaS, and the future of work.