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With the vast array of resource management software on the market, selecting the perfect fit for your professional services can be a daunting task. You want to allocate and utilize your resources with greater precision, you are struggling to find the most suitable tool. Rest assured, I'm here to simplify this decision for you. Drawing from my extensive background in digital project management and hands-on use of numerous resource management platforms, I'll guide you to the right choice. Here are my picks for the best  resource management software for professional services. 

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Best Resource Management Software For Professional Services Summary

Tools Price
Kantata Pricing upon request
eResource Scheduler From $5/user/month (billed annually)
Parallax Pricing upon request
Accelo From $24/user/month (billed annually)
Asana From $10.99/user/month (billed annually) + free plan available
ProjectManager From $13/user/month (billed annually)
ProofHub From $45/month (billed annually)
Adobe Workfront Pricing upon request
ProWorkflow From $20/user/month (billed annually)
Clarizen Pricing starts at $45/user/month
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How to Choose Resource Management Software for Professional Services

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

  • Understanding Specific Needs: Before selecting resource management software, it's crucial to identify the specific needs of your professional services firm. Consider the size of your team, the complexity of your projects, and the types of resources you manage. For instance, a large firm with a diverse portfolio will require software with robust features such as multi-project management and advanced reporting capabilities.
  • Integration Capabilities: The software should integrate with existing systems to avoid data silos and ensure a unified view of resources. For example, if your firm uses a separate accounting system, the resource management software should be able to integrate with it to provide real-time financial insights.
  • User-Friendly Interface: A user-friendly interface is essential to ensure that all team members can efficiently use the software. This is particularly important in professional services where time is billable, and non-billable hours spent on learning complex software are costly. Look for software with an intuitive design that requires minimal training.
  • Scalability: The chosen software must be able to grow with your business. For a small firm that anticipates growth, software that offers scalability will prevent the need for future migrations to more robust systems. This means looking for software that offers additional modules or features that can be added as the company expands.
  • Customer Support and Training: High-quality customer support and training are vital for the successful implementation and ongoing use of the software. A firm that is new to resource management software will benefit from a vendor that offers comprehensive training sessions and responsive customer support to address any issues that arise promptly.

Best Resource Management Software for Professional Services Reviews

Here are my detailed thoughts on each software on this list, including what they do well and best use cases for each.

Best for resource forecasting

  • Pricing upon request
Visit Website
Rating: 4.1/5

Kantata is a comprehensive project management software designed for consultants, professional services, and agencies to manage projects, financial data, team collaboration, and business intelligence in one place.

Why I Picked Kantata:

I like that Kantata offers advanced resource planning capabilities, allowing for accurate forecasting and real-time adjustments to ensure optimal utilization of team members. Its robust project management tools integrate seamlessly with financial systems, providing a holistic view of project costs and resource allocation. This integration facilitates precise budget management and financial forecasting, critical for maintaining profitability in professional services. 

Standout features & integrations:

Kantata offers many other features like time and expense tracking, allowing firms to capture billable hours and expenses. It also facilitates team collaboration through tools like task management, shared calendars, and project timelines.

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

Pros and cons

Pros:

  • Analytics and reporting features
  • Forecasting capabilities
  • Project planning and resource allocation Gantt charts

Cons:

  • Setup process can be complicated
  • Custom reports can be difficult to create

Best for utilization tracking

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

eResource Scheduler is a resource management and scheduling software designed to improve operations for a wide range of teams in different industries, including professional services.

Why I Picked eResource Scheduler:

I like that the software provides real-time visibility into resource availability and workload, ensuring that professionals are neither overburdened nor underutilized. This balance is crucial for maintaining high productivity and employee satisfaction. Additionally, detailed utilization tracking and reports help managers identify trends, allocate resources more effectively, and make data-driven decisions to optimize project delivery. This ensures that professional services firms can maximize their billable hours and enhance overall operational efficiency.

Standout features & integrations:

eResource Scheduler offers many features aside from its utilization tracking capabilities, including timesheets with approval workflows, overload indicators, financial reports, drag-and-drop Gantt chart scheduling, custom billing and rate options, and support for different currencies.

Integrations include Google Calendar, Trello, Slack, Jira, Microsoft Outlook, and more. Custom integrations are also available.

Pros and cons

Pros:

  • Easy-to-use drag-and-drop scheduler
  • Timesheet tracking with approvals
  • Financial and resource reporting capabilities

Cons:

  • No mobile app available for scheduling on-the-go
  • Limited integrations

Best for margin-focused resource management

  • Free demo
  • Pricing upon request
Visit Website
Rating: 4.5/5

Parallax is a strategic operations solution designed for professional service organizations. It offers tools for capacity forecasting, resource planning, project financials, and operations intelligence. 

Why I Picked Parallax:

Parallax stood out to me for its ability to provide snapshots of original project deals and resource plans and real-time insights into current project costs compared to projected revenue. This feature helps users keep a closer eye on their margins. I also like that it can auto-generate resource plans based on available team members and skills needed to complete a project. These plans are easily customizable.

Standout features & integrations:

Features include capacity visualization, scenario planning, real-time updates and financials, revenue and margin forecasting, budget tracking, critical project alerts, and hiring insights.

Integrations include Salesforce, HubSpot, Copper, Pipedrive, Zoho, monday.com, Clockify, Harvest, Tempo, Toggl, Jira, Microsoft Teams, NetSuite, Notion CRM Lite, Slack, and Teamwork.

Pros and cons

Pros:

  • Automates various aspects of resource planning
  • Robust forecasting tools
  • Valuable data insights into utilization

Cons:

  • Customization limitations with dashboards
  • Setting up projects and employees can be time consuming

Best for service operations automation

  • 14-day free trial + free demo available
  • From $24/user/month (billed annually)
Visit Website
Rating: 4.4/5

Accelo is a platform that automates service operations for professional service businesses.

Why I Picked Accelo:

I selected Accelo because it excels in automating service operations, integrating client work from initiation to payment. I judge Accelo to be best for service operations automation due to its comprehensive suite that manages client work efficiently, providing visibility into business performance and facilitating smoother service delivery.

Standout features & integrations:

Accelo's key features include robust client relationship management, project management, time tracking, billing, and client communication. These features are designed to work together to improve workflow efficiency. Accelo integrates with Google Workspace, Xero, QuickBooks Online, Salesforce, HubSpot, Jira, Slack, Microsoft 365, Mailchimp, and Zapier.

Pros and cons

Pros:

  • Customizable to fit various service delivery workflows
  • Real-time insights into business performance
  • Comprehensive set of features for service operation management

Cons:

  • May have a learning curve for new users
  • Some advanced features are only available in higher-tier plans
  • Entry-level plan may be costly for small teams

Best for work management with AI

  • 14-day free trial
  • From $10.99/user/month (billed annually) + free plan available
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Rating: 4.3/5

Asana is a work management platform designed to help teams organize, track, and manage their work. It is best for work management with AI because it leverages artificial intelligence to enhance project planning and execution, providing smart features like predictive task-setting and progress tracking.

Why I Picked Asana:

I chose Asana for this list because of its comprehensive set of features that facilitate project management and its use of AI to streamline workflows. Its ability to integrate with a wide array of tools and services makes it a versatile choice for various professional services. I believe Asana is best for work management with AI due to its intelligent features that help teams plan, execute, and track work more efficiently, making it easier to meet project deadlines and objectives.

Standout features & integrations:

Asana's standout features include project management, task management, goal tracking, reporting, automation, and a suite of integrations with other apps. It offers a free Personal plan for individuals and small teams, and more advanced options for larger teams and organizations. Asana integrates with over 100 apps, including popular tools like Microsoft 365, Google Workspace, Slack, and others, which enhances its functionality and allows for a more connected workflow.

Integrations: Google Drive, OneDrive, Microsoft Teams, Slack, Zoom, Salesforce, Tableau, Power BI, Jira Cloud, Adobe Creative Cloud.

Pros and cons

Pros:

  • Flexible pricing plans with a free option for small teams
  • Extensive integration options with over 100 apps
  • AI-powered features for smart task management

Cons:

  • Advanced plans can be costly for smaller teams or startups
  • Monthly billing is more expensive than the annual option
  • The free plan has limitations on file storage size and advanced features

Best for real-time project insights

  • 30-day free trial
  • From $13/user/month (billed annually)
Visit Website
Rating: 4.4/5

ProjectManager is a comprehensive tool designed for project and work management. It is best for providing real-time insights into projects, enabling teams to plan, track, and collaborate effectively.

Why I Picked ProjectManager:

I chose ProjectManager for its robust feature set that caters to a variety of industries and use cases, from manufacturing to IT to professional services. Its versatility and ability to provide real-time data on work progress make it a standout choice for gaining insights into projects. I believe ProjectManager is best for real-time project insights because it offers live dashboards, detailed reporting, and advanced resource management, which are essential for making informed decisions quickly.

Standout features & integrations:

ProjectManager boasts a suite of features that enhance project visibility and control. Gantt charts, Kanban boards, task lists, and workflow automation are among its most important tools. These features facilitate project planning, scheduling, and execution, while promoting transparency and collaboration among team members.

ProjectManager integrates natively with over 1,000 business and project management apps, including Google (for task management within Gmail, syncing to Google Drive and Google Calendars), Microsoft (for importing and round-tripping of Microsoft Project plans, Excel files, and CSV files), Zapier (for connecting with Salesforce), Slack (for sharing project conversations), Jira (for task updates), and offers a custom API for more advanced integrations.

Pros and cons

Pros:

  • Extensive app integrations for enhanced productivity
  • Versatile feature set suitable for various industries and project types
  • Real-time dashboards and reporting for instant project insights

Cons:

  • Enterprise pricing is not transparent and requires direct contact
  • Annual billing required for the best pricing
  • Higher cost compared to basic project management software

Best for work management integration

  • Free demo available
  • Pricing upon request
Visit Website
Rating: 4.1/5

Workfront is adept at facilitating team collaboration and project completion. It stands out for its ability to integrate work management across various business functions.

Why I Picked Workfront:

I selected Workfront because it excels in unifying work management tasks and processes, which is crucial for maintaining consistency and efficiency across departments. Its integration capabilities are particularly impressive, setting it apart from other project management tools. 

I judge Workfront to be best for work management integration due to its comprehensive system that aligns with strategic objectives, streamlines collaboration, and boosts productivity through its ability to connect with key applications.

Standout features & integrations:

Workfront's key features include strategic planning tools, task prioritization, and work process automation. It supports a variety of work methodologies, such as Agile and Scrum, and integrates natively with a suite of applications, including Adobe Creative Cloud, Marketo Engage, and more, to facilitate efficient workflows.

Pros and cons

Pros:

  • Supports various work methodologies like Agile and Scrum
  • Integrates with Adobe Creative Cloud and other enterprise applications
  • Centralized management of work across different functions

Cons:

  • Implementation could be complex for smaller teams
  • May require a conversation with sales to understand all features
  • Pricing is not transparent on the website

Best for streamlining professional services

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

ProWorkflow simplifies the management of professional service projects. It is recognized as best for streamlining professional services because it centralizes project information and enhances team collaboration.

Why I Picked ProWorkflow:

I selected ProWorkflow for its comprehensive approach to project management, which is particularly beneficial for professional services. Its ability to centralize project details, communication, and files distinguishes it from other resource management software. I judge ProWorkflow to be best for streamlining professional services due to its robust feature set that supports efficient project delivery and effective resource management.

Standout features & integrations:

ProWorkflow offers key features such as detailed project tracking, resource management, and client collaboration tools. These features are essential for keeping projects on schedule and facilitating clear communication. 

ProWorkflow natively integrates with QuickBooks Online, Xero, KashFlow, MYOB AccountRight, Box Storage, Dropbox, Google Drive, Microsoft OneDrive, Google Calendar, and Microsoft Outlook.

Pros and cons

Pros:

  • Provides a free trial to test the software
  • Offers a suite of tools for project tracking and resource management
  • Centralizes project details for better management

Cons:

  • May lack some integrations needed by certain users
  • Enterprise plan pricing is not immediately available
  • Advanced plan has a minimum user requirement

Best for scalable project management

  • Pricing starts at $45/user/month

Clarizen is a collaborative work management software designed to enhance cross-company project management and workflow automation. It stands out as the best for scalable project management due to its ability to bring together project management, configurable workflow automation, and in-context collaboration on a secure, scalable enterprise platform.

Why I Picked Clarizen:

I believe Clarizen is best for scalable project management because it offers a flexible and configurable system that can grow with an organization. Its platform is designed to manage large-scale projects across various departments and teams, ensuring that as a company expands, its project management capabilities can scale accordingly without compromising on efficiency or control.

Standout features & integrations:

Clarizen's most important features include its AI-powered work management bot for Microsoft Teams and Slack, real-time data access, project prioritization, and timesheet reporting. The software also allows for project status, cost, and revenue reports, and task completion updates, all facilitated through natural language processing.

Clarizen integrates natively with a range of tools, including Microsoft Teams, Slack, Box.com, Google Drive, Jira, Proof HQ, and has mobile apps for both Android and iOS. It also offers an open API for custom integrations, catering to the specific needs of different organizations.

Pros and cons

Pros:

  • Easy to navigate with a quick setup process
  • Includes a chat app for quick communication
  • Comprehensive project and work management platform

Cons:

  • Considered expensive, especially for smaller businesses
  • Considered expensive, especially for smaller businesses
  • Not as fast or responsive as some competitors

Other Resource Management Software For Professional Services To Consider

Below is a list of additional resource management software for professional services that I shortlisted, but did not make it to the top list. They are definitely worth checking out.

Selection Criteria For Resource Management Software For Professional Services

When selecting resource management software for professional services, it is crucial to consider functionality and how well each tool addresses specific use cases that are vital for buyers. Having personally tried and researched various resource management tools, I have developed a set of criteria that are essential for evaluating these solutions. The following criteria are directly tied to the needs and challenges faced by buyers and are reflective of what resource management software is intended to accomplish.

Core Functionality: 25% of total weighting score

  • Efficient allocation and scheduling of human resources
  • Real-time visibility into resource availability and utilization
  • Forecasting of resource demand to guide hiring and project planning
  • Integration with project management and financial systems
  • Reporting capabilities for resource usage, productivity, and profitability

Additional Standout Features: 25% of total weighting score

  • Identify unique features that set a product apart from competitors, such as advanced analytics or AI-driven recommendations.
  • Evaluate tools that offer innovative approaches to resource management, like predictive modeling for resource allocation.
  • Test for additional functionalities that enhance the standard offerings, such as mobile app availability for on-the-go resource management.
  • Look for integrations that are not commonly found in other tools, which can provide a more cohesive workflow.
  • Assess the adaptability of the software to various professional service industries and their specific needs.

Usability: 10% of total weighting score

  • Assess the balance between powerful features and a user-friendly interface.
  • Look for intuitive navigation and clear, logical layout of information.
  • Evaluate the design aesthetic for its clarity and ability to facilitate a smooth user experience.
  • Determine if scheduling tools include drag-and-drop calendars and if asset management features offer easy filtering or tagging.

Onboarding: 10% of total weighting score

  • Check for the availability of training videos and templates that facilitate learning.
  • Evaluate interactive product tours and the presence of chatbots for immediate assistance.
  • Look for webinars and other educational resources that help users maximize the tool's value.
  • Assess the overall ease with which a new user can migrate to and start using the tool effectively.

Customer Support: 10% of total weighting score

  • Compare the responsiveness and availability of customer support teams.
  • Evaluate the range of support options, such as live chat, email, and phone support.
  • Look for a comprehensive knowledge base or FAQ section for self-service support.
  • Assess the quality of technical support and the ability to resolve issues promptly.

Value For Money: 10% of total weighting score

  • Compare pricing structures and determine the cost-effectiveness of the tool.
  • Evaluate the inclusion of essential features within the base price.
  • Look for transparent pricing without hidden fees.
  • Assess the scalability of pricing plans to accommodate business growth.

Customer Reviews: 10% of total weighting score

  • Analyze overall customer satisfaction and recurring positive feedback.
  • Look for consistent praise or criticism regarding specific features or services.
  • Evaluate the credibility of the reviews and the diversity of the user base providing them.
  • Assess the impact of customer feedback on the tool's development and updates.

Here are some current and interesting trends I'm noticing in resource management software for professional services technology.

  • Integration with AI and Machine Learning: Artificial intelligence and machine learning are being increasingly integrated into resource management software. This trend allows for predictive analysis and smarter resource allocation and can significantly improve efficiency and project outcomes.
  • Emphasis on Real-Time Data: Real-time data is becoming a standard feature in resource management tools. This enables managers to make informed decisions quickly, keeping projects agile and responsive to change.
  • Enhanced User Experience Through Customization: Customization options are expanding in resource management platforms, allowing users to tailor interfaces and workflows to their specific needs. This trend is interesting, as it caters to diverse professional service practices, improving user engagement.
  • Mobile Accessibility: Mobile accessibility is on the rise for resource management software, supporting a growing remote and on-the-go workforce. This allows team members to update and access information from anywhere.
  • Focus on Collaboration Tools: Collaboration tools are being more deeply integrated into resource management software. These tools can facilitate better communication and teamwork and help break down silos within organizations.

These trends are setting the stage for more dynamic and responsive resource management in professional services.

What Is Resource Management Software for Professional Services?

Resource management software for professional services is a digital tool designed to help organizations manage and allocate their workforce and other resources effectively. It is primarily used by project managers and teams within professional services firms to match the right personnel with specific project needs, ensuring that projects are staffed appropriately to meet deadlines and client expectations.

The components of this software include features for tracking the availability of staff, skills inventory, project assignment interfaces, and reporting tools. These elements work together to provide a clear view of resource utilization, enabling managers to make informed decisions about resource allocation and project planning.

Features Of Resource Management Software for Professional Services

Resource management software is a critical tool for professional services firms, ensuring that the right resources are available at the right time to meet project demands. This type of software aids in the allocation and utilization of resources, which can include time, staff, and budget, among others. Here are some key features to consider when selecting resource management software for your professional services firm.

  • Resource Scheduling: This feature allows for the efficient allocation of personnel to projects. It is vital for ensuring that team members are not overbooked and that projects have the necessary human resources to meet deadlines.
  • Time Tracking: Accurate time tracking is essential for billing clients and understanding how much time is spent on specific tasks or projects. It helps in maintaining accountability and profitability.
  • Skill Tracking: Knowing the skills and competencies of your workforce allows for better matching of project requirements with employee capabilities. This feature is crucial for maximizing the effectiveness of your team.
  • Capacity Planning: This feature helps in forecasting resource needs and managing workload distribution. It is important for preventing resource overallocation and ensuring a balanced distribution of work.
  • Budget Management: Keeping track of financial resources and project costs is fundamental for staying within budget constraints. This feature overall supports financial health and client satisfaction.
  • Reporting and Analytics: Generating detailed reports and analytics helps in making informed decisions based on data. This feature is important for strategic planning and improving operational efficiency.
  • Collaboration Tools: Facilitating communication and collaboration among team members is essential for the timely and successful completion of projects. This feature fosters a cohesive work environment.
  • Real-Time Visibility: Having real-time insights into resource availability and project progress is important for making quick and effective decisions. This feature helps in maintaining project momentum.
  • Integration Capabilities: The ability to integrate with other software systems ensures that resource management is not siloed. This feature is important for maintaining data consistency and workflow continuity.
  • Customization and Scalability: Adapting the software to the specific needs of your firm and its ability to grow with your business is crucial for long-term usability. This feature ensures that the software remains relevant as your firm evolves.
  • Balance workloads: This feature optimizes the distribution of tasks among team members to ensure no one is overburdened.
  • Portfolio management: This feature helps users oversee and manage a collection of projects to ensure they align with organizational goals.
  • Resource planning tools: These tools are designed to assist in forecasting, allocating, and managing resources for future projects.
  • Capacity management: This feature can help teams to monitor and manage the capacity of resources to meet current and future demands.
  • Notifications: Automated alerts can be important for informing users about important updates or required actions.
  • Schedule resources: This feature assists users in planning and assigning resources to tasks or projects based on availability and need.

Selecting the right resource management solution is a strategic decision that can significantly impact the success of a professional services firm. The features listed above are not just checkboxes to tick off, but are integral components that contribute to the smooth operation and management of resources. They help ensure that projects are delivered on time, within budget, and to the satisfaction of clients, which is the ultimate goal of any professional services firm.

Benefits Of Resource Management Software for Professional Services

Resource management software for professional services is a critical tool that can significantly improve the efficiency and effectiveness of an organization. By providing a comprehensive overview of resources and streamlining the allocation process, these tools help businesses better manage their most valuable assets: their people and their time. Here are five primary benefits that such software can offer to users and organizations:

  1. Improved Resource Allocation: Resource management software enables precise and efficient allocation of personnel to projects. This ensures that the right people are working on the right tasks, maximizing productivity and reducing downtime.
  2. Enhanced Visibility and Forecasting: The software provides a clear view of resource availability and project demands. This visibility allows for better forecasting, planning, and decision-making, helping to avoid over- or under-utilization of staff.
  3. Increased Operational Efficiency: By automating scheduling and resource allocation, the software reduces manual effort and helps eliminate errors. This leads to a more efficient operation, saving time and reducing costs.
  4. Better Collaboration and Communication: These tools facilitate improved communication among team members by providing a platform for sharing information about resource availability and project progress. This helps in keeping everyone on the same page and fosters a collaborative work environment.
  5. Data-Driven Decision Making: Resource management software offers analytics and reporting features that provide insights into resource utilization and project performance. This data-driven approach aids in making informed decisions that can improve service delivery and business outcomes.

Resource management software for professional services is an invaluable asset for any organization looking to improve its project delivery and resource utilization. By leveraging the capabilities of such software, businesses can achieve a more organized, efficient, and productive operation, ultimately leading to better project outcomes and increased client satisfaction.

Costs & Pricing Of Resource Management Software For Professional Services

Resource management software is essential for professional services firms to manage and allocate their resources effectively. For software buyers who are new to this type of software, understanding the various plan options and their associated costs is key to making an informed decision.

Here is a breakdown of the plan options and their pricing:

Plan Comparison Table for Resource Management Software For Professional Services

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.

When choosing a plan, consider the size of your team, the complexity of your projects, and the level of customer support you'll need. It's also important to think about the software's integration capabilities with your current systems.

Resource Management Software for Professional Services FAQs

Here are some commonly asked questions about resource management software for professional services.

Can resource management software integrate with other systems?

Yes, many resource management software solutions offer integration capabilities with other systems such as project management tools, accounting software, and customer relationship management (CRM) systems. This integration allows for a more cohesive workflow and eliminates the need for manual data entry across different platforms

Is resource management software suitable for small professional service firms?

Resource management software is suitable for firms of all sizes. Small professional service firms can particularly benefit from the improved organization and efficiency that these tools provide. Many software options are scalable and offer various pricing plans to accommodate the needs and budgets of smaller firms.

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 maintain project timelines and budgets.

What kind of reporting capabilities does resource management software provide?

Resource management software often comes with robust reporting capabilities that provide insights into resource utilization, project progress, and financial metrics. These reports can be customized to display specific data points and can help managers make data-driven decisions to improve efficiency and productivity.

How secure is resource management software?

Security is a critical consideration for resource management software. Reputable providers implement strong security measures, including data encryption, secure access controls, and regular security audits, to protect sensitive information. It is important to evaluate the security features of the software and ensure they meet your firm’s standards and compliance requirements.

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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.