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Selecting the right resource management software can help consultants to track and allocate team time and expertise, enhance visibility into workloads and availability, address scheduling complexities across projects, and improve decision-making and planning. Finding a tool that can perform all these functions in a way that works for you can be both time-consuming and frustrating. As an experienced digital project manager, I can guide you through the selection process, provide expert tool recommendations, and help you find the resource management software that best fits your needs.

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Resource Management Software for Consultants Summary

Tools Price
Kantata Pricing upon request
eResource Scheduler From $5/user/month (billed annually)
Forecast Pricing upon request
BQE Core Pricing upon request
Float From $6/user/month (billed annually)
ProWorkflow From $20/user/month (billed annually)
Projectworks From $33/user/month (billed annually)
Mosaic From $9.99/user/month (billed annually)
Asana From $10.99/user/month (billed annually)
WorkOtter From $20/user/month
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How to Choose Resource Management Software for Consultants

As you work through your own unique software selection process, keep the following points in mind:

  • Understanding Specific Needs: Before selecting resource management software, identify your specific needs. This includes understanding the size of your team, the complexity of your projects, and the types of resources you need to manage. For instance, a consultant who manages multiple teams across various locations will require software with comprehensive features for scheduling and allocation.
  • Integration Capabilities: Look for software that can easily connect with your current tools, such as CRM systems, accounting software, or communication platforms. This consideration is particularly relevant for consultants who rely on a suite of tools and need to ensure data consistency across them.
  • Scalability: As your consulting business grows, your software should be able to keep up. It's important to choose a solution that can scale with your business, accommodating more resources, projects, and users without a drop in performance. For example, a small consultancy firm planning to expand in the next few years will benefit from software that can handle an increasing workload.
  • User Experience: The software should be user-friendly to ensure that all team members can use it effectively. Consultants often work with diverse teams, so software with an intuitive interface will help in quick adoption and minimize training time. Inversely, a complicated system can lead to a steep learning curve and resistance from the team.
  • Customer Support and Training: Good customer support and comprehensive training materials can greatly impact the successful implementation and use of software. Consider the level of support provided by the software vendor, including availability and responsiveness. This is especially important for consultants who may need immediate assistance to address client needs or project deadlines.

Best Resource Management Software for Consultants Reviews

Here, I have collected overviews of my top 10 resource management software for consultants to help you discover the strengths and limitations of each tool. Each overview provides insights into the tool’s key features, functionalities and ideal scenarios for use to help you find the perfect tool for your team.

Best for resource forecasting

  • Pricing upon request
Visit Website
Rating: 4.1/5

Kantata is a resource management software designed to optimize project planning and execution. It offers a comprehensive suite of tools for managing resources, schedules, and budgets. 

Why I Picked Kantata: I like that Kantata offers advanced resource forecasting capabilities. This feature allows consultants to predict resource needs accurately, ensuring that the right people are available for the right projects at the right time. Additionally, Kantata's intuitive interface and powerful analytics provide consultants with insights into project performance and resource utilization, helping them make informed decisions and optimize their workflows.

Standout features & integrations:

Features include time tracking and tracking of billable hours, expenses, and profitability. The software also offers collaboration features, like document sharing and communication tools, as well as comprehensive Gantt chart project planning and scheduling tools.

Integrations include Salesforce, Slack, QuickBooks, Jira, HubSpot, Microsoft Teams, Asana, Trello, Zapier, Google Workspace, Xero, NetSuite, Harvest, FreshBooks, Toggl, and Dropbox.

Pros and cons


  • Real-time insights
  • Capacity management features
  • Customizable reports and metrics


  • Potential learning curve for advanced features
  • Setup process may require assistance

Best for resource and financial reports

  • 14-day free trial
  • From $5/user/month (billed annually)
Visit Website
Rating: 4/5

eResource Scheduler is a resource management software with a wide range of capabilities, including scheduling, time tracking, utilization insights, and financial reporting.

Why I Picked eResource Scheduler: I like that the software provides detailed, customizable management reports that offer insights into resource utilization, project progress, and financial metrics. These reports help consultants optimize their workload, identify potential bottlenecks, and make informed strategic decisions. Additionally, its centralized resource scheduling tool ensures optimal allocation and utilization of consultants across multiple projects.

Standout features & integrations:

Features include detailed timesheets with approval workflows and financial management with cost and billing rate features. It also has planned versus actual reporting, Gantt chart schedules, overload indicators, and support for different currencies.

Integrations include Google Calendar, Jira, Microsoft Outlook, and more.

Pros and cons


  • In-depth reporting features
  • Real-time availability views
  • Drag-and-drop Gantt schedule


  • Does not have a mobile app
  • Limited integrations

Best for AI project planning

  • Free demo available
  • Pricing upon request
Visit Website
Rating: 4.7/5

Forecast is an AI-powered platform that simplifies project and resource management. It is a great tool for organizations and consultants that require AI to accurately predict project timelines and project resource needs.

Why I Picked Forecast: I selected Forecast for this list because its AI-driven approach provides intelligent insights that differentiate the platform from other project management software. I believe Forecast to be the best tool for AI project planning as it empowers organizations to utilize AI for precisely forecasting resource needs, optimizing resource allocation, and improving project planning and utilization, all of which are essential for successful project outcomes.

Standout features & integrations:

Features include AI-driven project planning, resource allocation, and financial management. These tools are essential for improving project outcomes and ensuring efficient resource utilization.

Integrations include Sage Intacct, Hubspot, Salesforce, Pipedrive, Okta, Azure Active Directory, Microsoft Teams, Slack, Google Calendar, Harvest, and Timelog.

Pros and cons


  • Positive feedback from users on its effectiveness
  • Comprehensive suite of management features
  • AI-driven functionalities for enhanced project planning


  • Extensive features may require a steep learning curve
  • Limited customization options

Best for professional services

  • 15-day free trial
  • Pricing upon request
Visit Website
Rating: 4.5/5

BQE Core positions itself as a comprehensive solution designed specifically for professional services firms, enabling efficient management of projects, time, expenses, and billing. Its targeted approach supports consultants, as well as other professionals, such as architects and engineers, in optimizing project delivery and firm management.

Why I Picked BQE Core: I chose BQE Core for its deep understanding of the needs of professional service firms. Its tailored features, including automated time and expense tracking and real-time project performance insights, cater specifically to the complexities these firms face, setting it apart from more generalized resource management tools. I believe it's the best tool for professional services due to its specialized functionalities that align closely with the daily operations and challenges of these industries.

Standout features & integrations:

Features include customizable dashboards for real-time project tracking, reporting and analytics tools to help consultants gain detailed visibility into resource utilization and profitability, and financial management tools designed to maximize firm profitability​​.

Integrations include QuickBooks, Google Workspace, Dropbox, Xero, Microsoft BI, OneDriveMicrosoft 365, and several other platforms through customizable APIs. 

Pros and cons


  • Extensive customization and integration options
  • Comprehensive project management and financial tracking capabilities
  • Tailored specifically for professional services like architecture and engineering


  • May have a learning curve due to its extensive features
  • Pricing can be complex and higher tiers may be expensive

Best for visual planning

  • From $6/user/month (billed annually)
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Rating: 4.4/5

Float is a resource management software designed for planning and scheduling team time. It is particularly useful for visual planning, offering a clear and intuitive interface for managing team schedules and project capacities.

Why I Picked Float: I chose Float for its strong visual planning capabilities, which differentiate it from other resource management tools. Its user-friendly interface allows for easy visualization of team schedules and capacity. Moreover, I believe Float is best for agencies and studios because its visual tools are specifically designed to manage team workloads and project timelines effectively.

Standout features & integrations:

Features include capacity planning, project scheduling, and time tracking. It integrates with a variety of tools to streamline workflows and enhance project management.

Integrations include Outlook, Calendar, Google Calendar, Slack, Zapier, Asana, Jira, Trello, and Teamwork.

Pros and cons


  • GDPR and SOC2 compliant with a strong focus on data security
  • Wide range of integrations with popular tools
  • Intuitive visual scheduling interface


  • Limited information on advanced features for the Enterprise plan without contacting sales
  • Pricing for larger teams is not transparent (Enterprise plan requires contact)

Best for time management

  • 14-day free trial
  • From $20/user/month (billed annually)
Visit Website
Rating: 4.2/5

ProWorkflow is a resource management tool designed to enhance project management efficiency by offering comprehensive tools for time tracking, task management, and workload visualization, particularly suited for consultants needing planning and workflow oversight.

Why I Picked ProWorkflow: I chose ProWorkflow for this list because of its standout time management features, which can be especially important for consultants. This software facilitates better project planning and oversight, enabling consultants to optimize their resource allocation and project timelines. Overall, I believe that ProWorkflow is the best tool for time management due to its ability to meticulously track and manage time across tasks and projects, ensuring that everything stays on schedule and directly contributing to higher productivity and project success. 

Standout features & integrations:

Features include time tracking, task assignments, project timelines, collaboration tools, resource utilization reports, budget management, and mobile app access. 

Integrations include QuickBooks, Xero, FreshBooks, Box, MYOB Essentials and AccountRight, Dropbox, Kashflow, OneDrive, Sharepoint, and Google Workspace.

Pros and cons


  • Robust task and resource management
  • Comprehensive integration options
  • Detailed time and task tracking


  • Can be complex to fully utilize without proper training
  • Minimum of 5 seats needed, not ideal for very small teams

Best for service businesses

  • Free trial available
  • From $33/user/month (billed annually)
Visit Website
Rating: 4.5/5

Project Works offers effective control of consultant workloads by providing detailed insights and tools for resource allocation and project management. This improves operational efficiency by streamlining processes and ensuring that resources are utilized optimally across all projects.

Why I Picked Projectworks: I selected Projectworks for this list because it addresses the specific needs of service businesses, offering a dedicated solution for project accounting and resource management and providing firms with the tools necessary to manage their projects and finances effectively. Projectworks is therefore the best tool for service businesses due to its comprehensive approach to managing the intricacies of professional services, ensuring that all aspects of project and financial management are covered.

Standout features & integrations:

Features including time tracking, expense management, resource allocation, revenue forecasting, and invoicing. 

Integrations include Xero, QuickBooks, MYOB, HubSpot, 12d Synergy, Jira, Azure DevOps, Zapier, Direct Data Connection, and API Connection.

Pros and cons


  • Broad integration capabilities
  • Robust project and financial management features
  • Designed for professional service firms


  • Custom pricing needed for larger organizations
  • Additional onboarding fee for setup

Best for AI-driven insights

  • 30 days free trial
  • From $9.99/user/month (billed annually)
Visit Website
Rating: 4.4/5

Mosaic improves project planning and resource allocation with AI-driven insights, making it the best solution for consultants requiring intelligent assistance to manage their projects effectively.

Why I Picked Mosaic: I selected Mosaic for its unique AI-driven capabilities that differentiate it from other resource management tools. Its predictive analytics and intelligent recommendations for project staffing are particularly impressive. I believe Mosaic is best for consultants because it provides actionable insights that help in making informed decisions about project planning and resource allocation, ultimately aiming to improve efficiency and profitability.

Standout features & integrations:

Features include AI-driven resource planning, predictive workload forecasting, and intelligent project team assembly. These features are designed to help consulting firms manage their operations more effectively.

Integrations include QuickBooks, Xero, Slack, Microsoft Teams, Google Workspace, Microsoft Office 365, Asana, HubSpot, and Jira.

Pros and cons


  • Real-time visibility into project and team performance
  • Integrations with popular accounting, communication, and project management tools
  • AI-driven resource planning and forecasting


  • Custom pricing for the Enterprise plan may lack transparency for potential buyers
  • Annual billing may not be flexible for all businesses

Best for workflow customization

  • 30-day free trial + free plan available
  • From $10.99/user/month (billed annually)

Asana is one of the best resource management platforms for consultants, helping you to manage resources and projects effortlessly. Overall, Asana is user-friendly and powerful, making teamwork smoother and projects more successful.

Why I Picked Asana: I selected Asana for its comprehensive approach to work management, which allows for significant customization of workflows and enables teams to plan, assign, track, and manage resources effectively through visual project timelines and task dependencies. I also believe Asana to be the best tool for workflow customization due to its flexibility in allowing teams to design their project management practices to fit their unique requirements, which is essential for effective progress tracking and accountability.

Standout features & integrations:

Features include customizable project management, goal setting, reporting dashboards, and resource management tools. The platform also provides Asana Intelligence, an AI-powered feature to enhance work clarity and impact. 

Integrations include a wide array of tools such as Slack, Google Drive, Dropbox, Microsoft Teams, Salesforce, Jira, GitHub, Zoom, Adobe Creative Cloud, and Tableau.

Pros and cons


  • Extensive native integrations
  • AI-powered features for smarter work
  • Highly customizable workflows


  • Initial learning curve for new users
  • Requires annual commitment for best pricing

Best for simplicity and ease of use

  • Free demo
  • From $20/user/month

WorkOtter is a cloud-based resource, project, and portfolio management tool. It's designed to help organizations streamline their processes and enhance productivity without the complexity typically associated with such systems.

Why I Picked WorkOtter: I chose WorkOtter because it strikes an excellent balance between functionality and user-friendliness. It includes resource management features such as dynamic resource allocation, real-time workload balancing, and detailed utilization reporting, making it ideal for consultants to manage project resources efficiently. Additionally, it is less cumbersome than many other project and resource management solutions, making it ideal for teams that want powerful features without a steep learning curve. 

Standout features & integrations:

Features include customizable dashboards and reports that can be tailored to different roles within the organization, providing critical data and insights at a glance. The tool also supports resource management with capabilities like forecasting, which allows consultants to allocate resources efficiently. 

Integrates with Microsoft Project, Jira, Box, Dropbox, OneDrive, Project Libre, Excel, and Google Drive.

Pros and cons


  • Effective resource management features
  • Comprehensive integration capabilities with other tools
  • Intuitive and customizable dashboards


  • Priced on the higher side compared to some alternatives
  • Requires a minimum of 10 Manager Licenses to get started, which could be a high entry point for smaller teams

Other Resource Management Software for Consultants

Below is a list of additional resource management software for consultants that did not make it onto the top list, but are still definitely worth checking out.

If you still haven't found what you're looking for here, check out these other related tools that we've tested and evaluated: 

Selection Criteria for Resource Management Software for Consultants

Selecting resource management software for consultants requires careful consideration of both the features that address common use cases and the specific needs of consultants. As a project management professional, I have personally tried and researched various tools and have developed a set of criteria that reflect the most important capabilities to look for in these solutions. Additionally, I weighted each criteria to reflect its importance to my overall evaluation.

Core Functionality (25% of total weighting score): To be considered for inclusion in this list, each solution had to fulfill these common use cases first: 

  • Allocating consultants to projects based on expertise and availability
  • Monitoring project timelines and consultant workloads
  • Managing budgets and forecasting resource needs
  • Reporting on resource utilization and productivity

Additional Standout Features (25% of total weighting score): To help further narrow down the competition, I also look for unique features, such as:  

  • Innovative approaches to collaboration and communication among team members
  • Advanced analytics and reporting capabilities that provide deeper insights into resource allocation and efficiency
  • Integration with other systems, such as CRM and ERP, to centralize data and processes
  • Mobile accessibility, allowing consultants to manage resources and projects on the go
  • Customization options that tailor the software to the unique needs of the consulting firm

Usability (10% of total weighting score): To get a sense of the usability of each system, I consider the following: 

  • Intuitive navigation that allows users to find and use features without extensive training
  • Clean and clear interface design that enhances the user's ability to focus on tasks
  • Interactive elements, such as drag-and-drop scheduling tools, that simplify complex operations
  • Visual representations of data that aid in quick comprehension and decision-making

Onboarding (10% of total weighting score): To evaluate the onboarding experience for each platform, I consider the following: 

  • Comprehensive training materials, such as videos and documentation, that facilitate self-learning
  • Interactive product tours and tutorials that guide new users through the software's features
  • Access to customer service representatives or chatbots for immediate assistance during setup
  • Templates and best practices that help new users quickly adopt the software

Customer Support (10% of total weighting score): To assess each software provider’s customer support services, I consider the following: 

  • Multiple channels for support, including phone, email, and live chat
  • A knowledgeable support team that understands the nuances of resource management for consultants
  • Prompt resolution of issues and proactive communication regarding updates and fixes
  • A community or forum where users can share tips and solutions

Value For Money (10% of total weighting score): To evaluate the value for money of each platform, I consider the following: 

  • Transparent pricing models that align with the value delivered
  • Comparison of feature sets against the price to ensure competitive positioning
  • Long-term ROI, including efficiency gains and potential for revenue growth
  • Flexible pricing plans that accommodate the size and scale of the consulting practice

Customer Reviews (10% of total weighting score): To get a sense of overall customer satisfaction, I consider the following when reading customer reviews:

  • Consistency in positive feedback across various user demographics
  • Specific stories of how the software has solved challenges or improved operations
  • Analysis of any recurring complaints or issues and how they are addressed by the provider
  • Overall satisfaction ratings that reflect the software's reliability and performance

As the consulting industry continues to evolve, resource management software is becoming increasingly essential for facilitating efficient work. In 2024, several key trends are shaping resource management technology, offering consultants innovative solutions to manage their resources more effectively.

  1. Integration with AI for Predictive Analytics: Resource management software is increasingly integrating AI tools to offer predictive analytics. This trend allows consultants to anticipate project needs and allocate resources more effectively.
  2. Emphasis on Real-time Collaboration: A lot of software now emphasizes features that support real-time collaboration among teams. This trend is driven by the need for consultants to work synchronously, regardless of location.
  3. Enhanced Customization and Flexibility: There has also been a move towards more customizable and flexible resource management solutions, meaning that consultants can tailor software to fit specific project requirements and workflows.
  4. Mobile Accessibility and Cloud Integration: Resource management tools are increasingly focusing on mobile accessibility and cloud integration. This allows consultants to manage resources anytime, anywhere.
  5. Sustainability and Resource Optimization: Additionally, software is now offering features for sustainability and resource optimization, with a focus on helping consultants minimize waste and improve efficiency.

What is Resource Management Software for Consultants?

Resource management software for consultants is designed to help users manage and allocate their resources efficiently. Consulting firms and independent consultants typically use it to plan, track, and manage human and material resources across multiple projects. Key capabilities include forecasting resource needs, scheduling staff for projects, tracking resource availability and utilization, and analyzing performance data to optimize future resource planning. This software can be essential for consultants who need to balance multiple client demands and ensure efficient resource use.

Features of Resource Management Software for Consultants

When choosing the right resource management software for consultants, it's important to select a tool that ensures effective project oversight and resource allocation while also catering to the specific demands of consulting. Below are some essential resource management features to look for:

  1. Real-Time Visibility: This feature can give you instant insights into available resources. This feature is vital for making informed decisions and responding quickly to changes in project demands.
  2. Skill Tracking: This feature can help you understand the competencies of your team. Knowing the skills at your disposal allows for effective matching of project requirements with the right people.
  3. Forecasting: This feature can help you anticipate resource needs for future projects. Accurate forecasting helps prevent bottlenecks and over- or under-utilization of staff, ensuring a balanced workload.
  4. Capacity Planning: This feature helps you manage the workload of your team. This ensures that you are not overburdened, which can lead to burnout and reduced productivity.
  5. Project Management Integration: This feature helps you connect resource planning with project timelines. This integration is essential for aligning resource allocation with project milestones and deadlines.
  6. Time Tracking: Time tracking tools, such as timesheets, can help you monitor the time spent on various tasks and projects. Time tracking is crucial for billing accuracy, tracking both non-billable and billable hours, and understanding project profitability.
  7. Reporting and Analytics: This feature can help you access detailed reports and performance analytics. These insights are necessary for evaluating the efficiency of resource utilization and making data-driven decisions.
  8. Collaboration Tools: This feature can help you facilitate communication and teamwork among consultants. Effective collaboration is key to the success of any project, ensuring all team members are on the same page.
  9. Mobile Accessibility: This feature can help you manage resources on the go. Mobile access also allows consultants to update and check on their resource status from anywhere, which is particularly useful for those who travel frequently.
  10. Customization: This feature can help you tailor software to your firm's specific needs. Customization ensures that the software fits the unique processes and workflows of your consulting practice.

Benefits of Resource Management Software for Consultants

Resource management software provides a consolidated platform for resource optimization and project planning, which can help consultants to improve their operational efficiency. Here are several key benefits of using resource management software for consultants:

  1. Efficient Scheduling of Resources: The software can allow for real-time visibility into employee workloads and availability, leading to an effective distribution of tasks and preventing both overbooking and underutilization of consultants.
  2. Accurate Forecasting and Capacity Planning: Consultants can anticipate future resource requirements and identify potential project roadblocks, enabling organizations to adjust their workforce in response to market fluctuations and maintain project momentum.
  3. Improved Resource Allocation: A real-time competency matrix within the software ensures that consultants are assigned to projects based on their skill sets, enhancing project quality and increasing the likelihood of successful outcomes.
  4. Valuable Business Intelligence: With its rich data and metrics, resource management software offers insights that empower managers to spot irregularities and manage project costs proactively, fostering strategic decision-making and elevating project management.
  5. Integration with Other Systems and Workflows: The ability to integrate with other systems simplifies administrative workload by centralizing data collection and analysis, thereby streamlining payroll and billing processes and reducing administrative delays.

By investing in resource management software with comprehensive features, consultants can improve their resource utilization, strategic planning, and overall project success.

Costs & Pricing of Resource Management Software for Consultants

Understanding the costs and pricing of resource management software is crucial for consultants looking to maximize their return on investment. With such a wide range of pricing models on the market, it's important to evaluate what each option offers in terms of features and scalability. Here, I give a brief overview of the various pricing plans and cost considerations for resource management software to help you choose the right solution for your budget and needs.

Here is a breakdown of typical pricing plans for resource management software for consultants. 

Plan Comparison Table for Resource Management Software for Consultants 

Plan TypeAverage PriceCommon Features
Free$0Basic resource scheduling, Limited projects, Basic reporting
Basic$10 - $20/user/monthEnhanced scheduling, Time tracking, Basic analytics
Professional$20 - $40/user/monthAdvanced resource planning, Real-time collaboration, Full project management suite
EnterpriseCustom PricingCustom integrations, Advanced security features, Personalized onboarding and support
A breakdown of plan types, costs, and features for resource management software for consultants.

When selecting a plan, it is important to consider the specific needs of your consulting practice, such as your user count, project intricacy, and required support level. It's often wise to look for a free trial to evaluate your chosen software before fully committing. You can then start with a basic plan to save costs or a professional plan for more extensive features, depending on your needs.

Resource Management Software for Consultants FAQs

Here are some common questions I get asked about resource management software for consultants.

Is resource management software suitable for all sizes of consulting firms?

Resource management software is suitable for consulting firms of all sizes. Small firms can benefit from improved organization and efficiency, while larger firms can manage complex projects and multiple teams more effectively. The key is to choose a software solution that aligns with the firm’s size, complexity, and specific business needs.

How does resource management software handle changes in project scope or resources?

Resource management software typically includes features that allow for easy adjustments to project plans and resource allocations. Users can update schedules, reassign tasks, and reallocate resources as needed to accommodate changes in project scope or availability. This flexibility helps consultants maintain control over their projects and respond quickly to any changes.

Are there any free resource management software options available for consultants?

There are several free resource management software options available that offer basic features suitable for individual consultants or small teams. However, these free versions may have limitations in terms of the number of projects, users, or the level of support provided. Consultants should assess whether the free options meet their needs or if investing in a paid solution would be more beneficial in the long run.

Can resource management software improve client satisfaction?

Absolutely! By optimizing resource allocation and improving project timelines with resource management software, you can deliver better results faster, significantly enhancing client satisfaction. This streamlined approach ensures that you are using your resources in the most efficient way possible, minimizing downtime and delays.

How can resource management software help with project overruns?

Resource management software can help you track project progress and resource allocation in real time, allowing you to identify and address potential overruns before they become costly. By providing a comprehensive view of resource usage and project milestones, resource management software enables consultants to adjust schedules, redistribute resources, and take corrective actions promptly. This proactive management helps maintain project budgets and timelines, preventing small issues from escalating into major setbacks.

Can I customize my resource management software to fit my specific needs?

Many software options allow customization to tailor features to your consultancy’s specific needs, enhancing usability and effectiveness. This customization can range from modifying user interfaces to integrating specific workflows and processes that align with your consulting practices. Furthermore, you can often add or modify data fields, create custom reports, and adjust permissions and access controls to fit the unique structure of your team.

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Hermann Fink
By Hermann Fink

Hermann Fink is a technology enthusiast and the co-founder of Rünna Advertising, a multinational digital agency that has been active for over a decade and served clients like Ford, AstraZeneca, Disney, and Didi. In addition to being a business owner, Hermann gathered corporate experience in project management during his time at Hewlett Packard in the mid-2010s.