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With so many different resource management solutions available, figuring out which is right for you is tough. You know you want to manage and schedule resources more efficiently, but need to figure out which tool is best. I've got you! In this post I'll help make your choice easy, sharing my personal experiences using dozens of different resourcing tools with large teams and projects, with my picks of the best resource management tools.

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We’ve been testing and reviewing resource management software since 2012. As project managers ourselves, we know how critical and difficult it is to make the right decision when selecting software.

We invest in deep research to help our audience make better software purchasing decisions. We’ve tested more than 2,000 tools for different Project Management use cases and written over 1,000 comprehensive software reviews. Learn how we stay transparent & our resource management review methodology.

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How To Choose Resource Management Software

With so many different resource management software solutions available, it can be challenging to make decisions on what resource management software is going to be the best fit for your needs.

As you're shortlisting, trialing and selecting resource management software consider:

  • What you want to use it to do - Start by identifying the resource management feature gap you're trying to fill to clarify the features and functionality the resource management software needs to provide.
  • Who will need to use it - To evaluate cost and requirements, consider who will be using the software and how many licenses you'll need. You'll need to evaluate if it'll just be your team or the whole organization that will require access. When that's clear, it's worth considering if you're prioritizing ease of use for all, or speed for your resource management software power users.
  • What other tools it needs to work with - Clarify what tools you're replacing, what tools are staying, and the tools you'll need to integrate with, such as accounting, CRM or HR software. You'll need to decide if the tools will need to integrate together, or alternatively, if you can replace multiple tools with one consolidated resource management software.
  • What outcomes are important - Consider the result that the software needs to deliver to be considered a success. Consider what capability you want to gain, or what you want to improve, and how you will be measuring success. For example, an outcome could be the ability to get greater visibility into performance. You could compare resource management features until you’re blue in the face but if you aren’t thinking about the outcomes you want to drive, you could be wasting a lot of valuable time.
  • How it would work within your organization - Consider the software selection alongside your workflows and delivery methodology. Evaluate what's working well, and the areas that are causing issues that need to be addressed. Remember every business is different — don’t assume that because a tool is popular that it'll work in your organization.

Best Resource Management Software Reviews

Below, you’ll find my choices for the best resource management software and tools. I’ve provided a detailed summary of each, including screenshots, standout features, integrations and some pros and cons.



Best all-in-one resource planning for services teams and agencies

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
716 reviews

Free demo

Pricing upon request

Kantata is a well-rounded tool that bridges the core planning, execution, project accounting, and analysis systems in a single operating environment. It has modules for project management, accounting, resource management, business intelligence, and team collaboration for services teams and agencies.

Why I picked Kantata: What appeals to me about Kantata is their system of dashboards, live time and expense tracking features, and their great documenting system. The resource management module offers real-time utilization and margins at the project and even the task level. From what I've seen, Kantata truly offers a comprehensive RM suite that even includes accounting tools like project costing, budget management, and invoicing. Despite requiring time to really master, Kantata has been widely recognized as being easy to use and learn and I believe that Kantata's benefits are worth the time.

Kantata Standout Features & Integrations

Features that are particularly impressive include Kantata's professional services. The platform makes its Kantata BI Consultants available to users, meaning you have access to a team who can build reports specifically for your business and provide training to your resources to help mitigate the risks and costs of implementation. Further worthwhile features include resource forecasting, capacity management, skills management, scenario planning, and role-based planning.

Integrations include pre-built integrations with tools like Expensify, G Suite, Netsuite, Jira, Hubspot, Xero, Salesforce, Slack, Concur, Qualtrics, Dynamics 365, and Quickbooks. They also provide an integration platform called M-Bridge to help you build your own integrations.


  • Easy capacity management
  • Distinguish between soft and firm allocation
  • Good reporting functionality for resource data
  • Resourcing fully integrated with master planning


  • Custom reports can be difficult to create without training
  • Proofing solution is an add-on
  • Advanced features are available only in the Premier and Enterprise editions of the application


Best for PS companies looking to aggregate functionality through integrations

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
2 reviews

Free demo

Pricing upon request

Parallax is a resource planning and forecasting solution that is designed to help increase utilization and is natively built for integrations. In my opinion, it is best suited for digital services firms and software development teams looking to take full advantage of modern predictive resourcing and active forecasting to discover measured growth, higher revenue rates, and stronger margins.

Why I picked Parallax: Parallax gained a spot on my list because it does such a great job facilitating resource optimization for digital services companies. The tool gives you the ability to balance workloads, analyze utilization, and match the best available resources to the most suitable projects. I believe that this approach can definitely help optimize team performance and improve overall productivity. Extensive integration capabilities can further extend the platform's functionality.

Parallax Standout Features & Integrations

Features that differentiate Parallax from the other tools on this list include the predictive resource management functionality. The tool has been purpose-built for project and resource managers, providing you with the tools you need to efficiently evaluate and optimize supply and demand. With better resource optimization, you should be able to keep teams happy and satisfied, your projects and resources on track, and everyone in the team and the organization perfectly aligned on common goals. Other notable features include skills tags with an advanced database search of employees, customizable billing models, real-time project P+L reporting, and project accounting.

Integrations include Hubspot, Slack, Tempo, Salesforce, Jira, Harvest, Microsoft Teams, Asana, and Oracle NetSuite. The integrations approach of the platform ensures you can aggregate the best features of each tool in your current tech stack under one roof.


  • Excellent predictive reporting capabilities
  • No additional cost for integrations
  • Responsive customer service support team


  • No tracking for billable vs. non-billable hours
  • Non-Agile teams may struggle with it


Best for managing and tracking resources in real-time

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
42 reviews

Free trial + free version available

From $10 /person managed/month

Runn is a real-time resource, demand, and capacity planning tool with integrated time tracking and powerful forecasting capabilities. I think it is a great tool for getting a bird’s-eye view of all projects and people to instantly spot over-bookings and identify resourcing patterns.

Why I picked Runn: I chose Runn for this list because of how easy it is to create project phases and allocations. You can drag and drop assets, as well as toggle between monthly, quarterly, and 6-month views to plan for the short and long term. If you don’t have the right person at the right time, you can use placeholders instead, which I think is an excellent way to visualize when projects or teams will need to scale up and hire more team members to meet workload requirements. Planning out tentative projects also allows you to see how your resourcing plans might change if the work gets confirmed.

Runn Standout Features & Integrations

Features that make Runn stand out include its impressive visualizations of capacity, workload, availability, and billable and non-billable utilization. You can drill into different roles, teams and tags to compare trends and understand which groups are overbooked. Runn lets you track projects, view forecasts, utilization, project variance, and overall financial performance. And its built-in timesheets will help you understand how much time was worked compared to what was planned.

Integrations include apps like Harvest, WorkflowMax, and Clockify for importing project, client, and people data and syncing time entries. With Runn’s API, you can build your own integration to send data across your favorite tools.


  • Drag-and-drop resource scheduling
  • Intuitive utilization reporting and forecasting
  • Easily identify overbooked/unavailable employees
  • Over-budget predictions
  • Powerful API


  • No offline or mobile time tracking
  • Limited number of integrations


Best reporting and analytics features

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
64 reviews

30-day free trial

Starts at $25/mo for cloud. Contact sales for on-premise quotes.

Celoxis is a web-based software for managing projects, resources, issues, risks, timesheets, workflows, and collaboration.

Why I picked Celoxis: I selected Celoxis for this list because its project dashboards and reporting options are customizable, which I think is especially important for ensuring that you can see resources, tasks, and project details in a layout or format that works for your team.

Other features and capabilities of Celoxis include accurate resource loads, resource utilization management, resource capacity, and efficiency. These features are helpful for planning and decision-making around resource allocation. In my opinion, the real-time and customizable reporting options are also helpful for decision-making.

Celoxis Standout Features & Integrations

Features include project request tracking, automatic scheduling, multiple resources per task, RAG health indicators, revenue forecasting, custom financial KPIs, and portfolio management.

Integrations include Microsoft Project, Excel, Google Drive, Outlook, Salesforce, dozens of other pre-built integrations, and thousands more through Zapier.

Celoxis Plans & Pricing

There is a cloud and an on-premise license available. Pricing for the cloud solution starts at $25/user/month, and on-premise pricing is available upon request.


  • In-app timer for task tracking
  • Customizable widgets for groups or individuals
  • Percentage of project tasks-per-user feature
  • Easy, interactive Gantt charts


  • Some difficulty with report building
  • Complex menu structure
  • Resource planning is not automated


easy-to-learn resource management software for agencies with powerful, visual reporting features

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
28 reviews

14-day free trial

From $11/user/month

Productive is an all encompassing agency management tool. This online resource management tool supports time tracking, employee cost rate management, budgeting and profitability reporting (among other features). You also get progress reports which show you the future revenue on every project.

Some other, standard resource management software features include multiple views (per project/person/team). Booking indicators tell you who’s overbooked or underbooked at a glance. You can also schedule people on custom events (vacation, sick leave, education, or anything else). It also factors in overheads and employee costs when calculating profitability, ensuring you can focus on improving your metrics without getting burdened by non-billable work.

One of the best things about this resource planning software is that Productive has very active development and a well defined roadmap. It was built to replace a non-integrated tool stack agencies usually struggle with, both in terms of cost and quality of reporting. All in all, Productive gives you an amazing, top-down view of your people’s capacity that also reflects on the rest of your business (reports, time tracking, profitability).

Productive’s integrations include an assortment of accounting tools such as QuickBooks Online and Xero. A Zapier integration is available too, along with an open API anyone can use.

Productive costs $9/user/month (billed annually). They also offer a fully-featured, free 14-day trial.


  • Quite easy to set up collaborative tasks
  • Plenty of custom tags to choose from
  • Built-in time management can bill multiple business entities


  • Roles/user rights are not as customizable as they could be
  • Mobile app could be faster/more responsive
  • Invoicing and quotation features are limited


Best for enterprise resource and workforce management

60-day free trial

Pricing upon request

Saviom is a resource management software that I believe is best suited to large enterprises. It's equipped to provide a visual overview of complex team needs and scheduling for projects with multiple moving pieces.

Why I picked Saviom: I chose Saviom for this list because it allows you to quickly identify which resources should be allocated where, based on factors like cost, availability, location, and competency, across the enterprise. You can easily gain high level visibility even in the presence of complicated matrices (for example, when you have verticals like domains, regions, teams, and departments, in addition to individual projects). Their project forecasting functionality helps to identify future vacancies, while keeping an eye on financials like profit margin, revenue, and costs.

Saviom Standout Features & Integrations

Features of Saviom that I find particularly impressive include their real-time BI, which allows you to meet changing demands. You can build portals, analytics, reports, and dashboards that are tailor-made for your needs, since Saviom is highly expandable and configurable. You can also control the visibility of data with filters. Other notable features include a multidimensional resource scheduler and planner, advanced forecasting and capacity planning, and real-time business intelligence.

Integrations include Outlook, Google, Salesforce, Jira, and custom integrations you can build using its data exchange framework.


  • Multidimensional resource forecasting & capacity planning
  • Highly configurable & customizable RM solution
  • Real-time resource optimization, modeling & simulation
  • Highly flexible real-time reports, analytics & dashboards
  • Seamless integration with other enterprise applications


  • There is a learning curve as the tool comes with extensive features
  • More suitable for medium to large enterprises
  • Pricing is available only on request

Resource Guru

Best resource management software for fast and flexible scheduling

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
173 reviews

30-day free trial available

From $3/user/month

Resource Guru is a dedicated resource management software that aims to make resource management user-friendly with quick scheduling tools.

Why I picked Resource Guru: I chose Resource Guru for this list because of its conflict resolution capabilities. Resource management and team collaboration are built in to make resource booking more straightforward, with clash management, leave management, and a waiting list to prevent over-booking. It helps project managers make bookings simultaneously with no chance of stepping on each other’s toes. Clashes are automatically prevented, which I hope will save you a huge headache.

Resource Guru Standout Features & Integrations

Features that really stand out to me for Resource Guru include individual resource dashboards that allow each staff member to log in and know exactly what they should be working on. To monitor business performance, powerful reports help identify which projects and clients are being over-serviced and assist you with monitoring team utilization and future capacity planning. Other notable features include drag-and-drop scheduling, equipment management, meeting room booking, capacity planning, and forecasting reports.

Integrations include calendar apps like Outlook calendar, Calendly, and Google calendar. Thousands of additional apps are accessible through Zapier.


  • Availability bar for capacity planning
  • Very affordable per-user rate
  • Attractive and flexible UI
  • Daily resource summary emails


  • Unable to sort resources by experience level
  • No copy-paste of resource tasks

Hub Planner

Best for midsize and large companies

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
16 reviews

30-day free trial

From $7/user/month (billed annually)

Hub Planner is a resource management software with a full suite of scheduling, time entry, and reporting features. The core feature that caught my attention is the simple and usable Scheduler, which allows for project and resource planning and visualization. Users can drag and drop to plan projects and schedule resources. The tool also offers a multi-function menu, powerful filtering, and a dynamic team capacity bar. I particularly like how Hub Planner's multiple view modes allow for both high-level birds-eye views and granular views of projects.

Hub Planner has a powerful reporting engine with 70+ pre-formatted templates that I think is a great resource for teams. If you can't find what you're looking for in a template, you can create reports from scratch.

Hub Planner also has a number of inline workflows for timesheets, requesting vacation time, and a slick resource requesting & approval option. Their Unassigned Work feature is great for scheduling and forecasting ahead of the pipeline, and users can create custom fields at the resource or project level. Users can also customize schedule notifications and reminders.

They've taken a modular approach so you have the option to add or remove extensions to the base product, allowing teams to increase functionality or turn off bits they don't need. Inline integrations with Basecamp, Slack, iCal, REst API, and Zapier are available.

Hub Planner offers a pretty extensive 60 days free trial with everything included. There is an extensive knowledge base with tutorial videos, and their customer support is excellent.

Licenses begin at $7 per month, per resource with annual discounts available.


  • Powerful & precise built-in reporting
  • Excellent capacity planning & forecasting
  • Search filter for available resources with skill sets & location
  • Easy toggle between user/group


  • Need to click into modal for more details on events/projects bookings
  • Editing Custom Fields requires manual input or help from Hub Planner support
  • Need an API or intermediary for MS Teams


Best for managing projects, staffing, and capacity in one place

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
157 reviews

14-day free trial

From $10/user/month

ClickTime is a SaaS product that focuses on resource management and time tracking for businesses. With ClickTime, you can easily track employee hours, allocate resources, and gain insights into your team's performance and productivity.

Why I picked ClickTime: I chose ClickTime primarily for its ability to allow customers to manage projects, staffing, and capacity at once. I think it's perfect for businesses that need to keep a close eye on their projects and workforce. ClickTime's user-friendly interface and powerful features make it easy to track time, manage resources, and analyze data, in my opinion. However, I think the most value comes from its ability to prevent costly over-servicing mistakes, scope creep, and runaway project costs.

ClickTime Standout Features & Integrations

Features include the ability to combine billing rates, project budgets, staff vacation time, and more for a real-time view into a business. ClickTime captures both billable and non-billable tasks to ensure utilization is on target, so you can watch for wasted time or administrative overload. Another one would be budget tracking because it helps you track project budgets and expenses, making it easy to see where your money is going and identify areas for cost savings. Finally, its mobile app really helps with the software's adoption as it allows tracking on the go, making it easy for remote and field-based teams to stay connected and up-to-date.

Integrations include Sage, NetSuite, QuickBooks, Jira, BambooHR, HiBob, ADP, Zenefits, Salesforce, Hubspot, Zoho, Box, Google Drive, Slack, and task management tools like ClickUp. It also supports single sign-on (SSO) with popular identity providers like Google, Microsoft, and Okta, making it easy for your team to access the platform securely. If you want to build custom integrations, you can use its API. However, if you don’t have the resources on hand to build your own custom integrations, they have a Professional Services team who can do the integration work for you.


  • Time tracking with mobile devices
  • Closer control over project budgets
  • Supports multiple billing methods


  • Resource planning available on Premier plan and higher

Microsoft Project

Best RM software for Microsoft users

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
23 reviews

30-day free trial

From $10/user/month

Microsoft Project includes familiar management tools for assigning project tasks to team members and using different views like Grid, Board, and Timeline (Gantt chart) to oversee the resource planning. Users can view and compare how resources are used across projects to optimize assignments.

In my experience, most people have used a Microsoft platform before. If you are familiar with other Microsoft programs, in particular Excel, then the interface and navigation will be familiar to you. I believe that this can help teams on a Usability level, as familiar software makes for easier training.

However, you probably know as well as I do that Microsoft isn't always perfect. A few critiques that would make this solution better for resource management is that you can’t open different projects across different windows (for, say, easily comparing resources between the two) and PDF exports look messy, so if you use them for reports or printable projects you will need some manual design intervention.

Integrations include other Microsoft software, like Outlook, Excel, Skype, and more.

MS Projects costs from $7/user/month and has a free 30-day trial.


  • Can generate a Gantt chart from a spreadsheet
  • Helpful project template descriptions for guidance
  • Driver prioritization module for ranking strategies/objectives
  • Easy integration with other Microsoft software


  • Limitations on collaboration tools
  • Higher learning curve
  • Few customization options

Other Resource Management Software Reviews

These are some extra options you can pick from. Even though they did not make it to the top 10, they are still worth considering as your next resource management tool.

  1. Paymo

    Best RM tool for remote teams

  2. Forecast

    Best AI-assisted RM


    Best for resource monitoring through project dashboards

  4. ActiveCollab

    Best for built-in invoicing

  5. Planview Clarizen

    Best enterprise-grade resource management tool

  6. KeyedIn

    Best for resource management at the PMO level

  7. PSOhub

    Best RM that integrates with CRMs

  8. Mosaic

    Best for capacity planning and headcount forecast

  9. Mosaic

    Best for its recommendations based on resource skills and availability

  10. Notion

    Best for tracking non-typical resources

  11. NK Tech, LLC

    best resource management software for unlimited users

  12. Harvest Forecast

    Best for users of Harvest's time tracker

  13. Schedule It

    Best for scheduling work shifts & client bookings

Check out our video on resource management software!

Resource Management Software Selection Criteria

Using my years of project management experience, I assessed the tools based on the evaluation criteria below:

Core Functionality

I began by evaluating a wide range of resource management software and tools with positive user ratings. I made sure each had the following list of basic functionalities:

  • Allow you to schedule individuals and teams
  • Provide visibility on future utilization
  • Enable you to create customizable workflows


The amount of information related to resources can be overwhelming, especially as our projects grow. Therefore, the user interface of the software we use must make good use of white spaces and have easy-to-navigate toolbars and menus so we can find our way through the tool and schedule resources. You should have adequate access to tags (pertaining to skills and preferences) to help filter your search. Drag-and-drop features help speed up the allocation process as well.


Some cloud-based project management software on this list might not have the level of depth required to be excellent resource management software, but they use integrations to compensate for that. Integrations extend the functionality of a platform by connecting it to external tools, like a CRM, or accounting and finance programs. It makes sense that resource management, time tracking, and invoicing can be connected in order to streamline processes.

With an increasing need for remote and efficient team management, resource management software is witnessing rapid advancements. Here are some trends to watch out for in 2024:

  1. Proactive resource management: Resource management platform will incorporate more elements that help resource managers plan ahead and avoid being reactive in the way they operate. This can include new forecasting reports, features that will help request resources in advance or incorporating new technologies to understand allocation trends.
  2. Integrated Solutions: The trend is shifting towards integrating various project management aspects into a single tool – replacing standalone resource management tools. Therefore, we will see more tools adding robust resource management features as part of their offering rather than a rise in new companies that specialize in this dimension of project management.
  3. AI and Machine learning: Recent developments in AI will make their way to more SaaS tools and resource management is not the exception. Artificial intelligence will likely be used to analyze past performance and produce insights that help with trend #1 and we are seeing the first signs already in tools like

What Is Resource Management Software?

Resource management software is a tool that help teams allocate, schedule, and optimize the utilization of their resources to support project goals and objectives. Resources can include personnel, equipment, materials, and more.

The primary purpose of resource management software is to ensure that the right resources are available at the right time, in the right quantities, and in the right locations to complete project tasks efficiently and within the allocated budget and schedule.

Resource Management Software Features

In order to deliver the core functionality listed above, it's my opinion that your resource management software should offer the following features:

  • Workload resource planning: A view where you can see who is doing what, how much time it will take, potential bottlenecks, and who can handle more tasks.
  • Timesheet integration: Metrics relating to time spent, time used, and time costs are key to resource scheduling, so a timesheet integration or built-in solution is critical.
  • Resource allocation automation: Resource allocation is time-consuming, so you want to be able to automate some of the grunt work. Look for automation features that require no coding. Most resource planning tools nowadays have drag-and-drop automation builders.
  • Resource utilization alerts: Gone too far over time or cost budgets without noticing? You want a tool that monitors the relevant utilization metrics and catches this for you. Especially if you handle multiple projects.
  • Resource manager permissions: The tool should allow you to set different permissions for users depending on their required level of access.

Read more about common features of resource management.

Resource Management Software Benefits

Resource management software offers invaluable advantages to both users and organizations, particularly for project managers looking to optimize their team's productivity and efficiency. Here are five primary benefits of using such software:

  1. Efficient Resource Allocation: By providing insights into resource availability and workload, the software ensures resources are allocated optimally, minimizing bottlenecks and maximizing productivity.
  2. Real-Time Visibility: With real-time updates on resource allocation and project progress, project managers gain better visibility into project timelines and resource utilization, enabling informed decision-making and proactive adjustments.
  3. Improved Planning and Forecasting: The software facilitates accurate planning and forecasting by analyzing historical data and resource trends, helping project managers anticipate future resource needs and allocate resources effectively.
  4. Enhanced Collaboration and Communication: By centralizing resource information and enabling collaboration among team members, the software fosters better communication, coordination, and alignment of resources with project goals, leading to improved project outcomes.
  5. Optimized Project Performance: Through efficient resource management, the software helps project managers optimize project performance by ensuring the right resources are available at the right time, reducing delays, and increasing project delivery speed and quality.

Resource Management Software Costs & Pricing

Because of the range of functionalities, the pricing and plans for resource management software can vary widely, tailored to fit the diverse needs of businesses both big and small.

For small to medium-sized businesses, most software providers offer tiered monthly subscription plans starting as low as $10 per user per month. These entry-level plans typically include basis resource management features such as task assignment, team collaboration, and simple reporting. For resource management software that includes advanced functionalities like predictive analytics or AI-driven insights, the prices may typically start around $30 per user per month. These higher-tiered plans usually come with enhanced features such as advanced reporting, priority support, and increased user capacity.

For larger organizations or complex projects, premium monthly plans or custom pricing models will be more applicable. These plans generally come with a variety of integrations, high-level analytics, unlimited resources, and priority support. Enterprise plans often also include training and dedicated account managers. It's worth noting that while these plans might seem expensive, the value they provide in terms of streamlined operations and efficiency can provide significant ROI.

Resource Management Software FAQ

Find answers to common questions about resource management and resource management software.

What is resource management?

In project management, resource management refers to the practice of planning, tracking, and optimizing the utilization of resources (such as human resources, space, and equipment) in order to streamline project work and completion.

This process involves planning and managing: checking the resource’s availability, scheduling start and end dates, managing any resourcing conflicts or dependencies, and monitoring over time to adapt to changes.

How do you create a resource plan?

Here are the 3 main steps you can take to create a resource plan:

  1. Identify the different types of resources needed to complete the project.
    Resources could include team members, equipment, meeting rooms, or anything that’ll be required as part of the project process.
  2. Quantify the amount of each type of resource required.
    To quantify the resources, you’ll need to consider the resources and estimate their effort on the project.
  3. Schedule the consumption of each resource within the project.
    To schedule the resources, you’ll need a project schedule so you know who to book, when, and for how long.

You can read our full guide to creating resource management plans for more detail.

What are 3 resource management techniques?

Three common resource management techniques include resource forecasting, leveling, and smoothing.

  1. Resource forecasting is a resource management technique that creates a plan of the resources required to deliver a project. It often occurs in the initial phases of a project, even as early as the sales process. A resource forecast estimates the resources and effort that will be required for the project, which helps determine the project timeline, project budget, and the project estimate put forward to the client.
  2. Resource leveling is a technique where you have flexible start and end project dates. This flexibility comes from putting your resources first and trying to level the workload as evenly as you can given your project resources.
  3. Resource smoothing is a bit of the opposite of the leveling technique. In this one, you know you have to finish the project at a certain date and cannot change it. Because time is your priority here, what you do is try to make the most efficient use of your resources. This is accomplished by avoiding peaks and troughs of resource utilization.

How do you calculate project resources?

A simple way to calculate the level of effort required is to look at past project performance and compare it with the current project plan to identify the current project team velocity.

You can then use the formula: current velocity/project estimate = resources required.

It’s important to calculate resources needed for a project so that you take the right amount of the team’s time. Resource too little, and they won’t have enough time to complete the work, and if you resource too much, you might inadvertently be pushing them to waste time or work slowly to fill in the time.

Do I need resource management software?

Yes, you do. Managing your team and its resources with resource management software means you’ll benefit from the right people, working on the right things, at the right time. It maximizes utilization, keeps people and projects on track, and ensures projects get the resource they need to be delivered successfully.

Should I still be using spreadsheets for resource management?

Everyone knows resource management by spreadsheet doesn’t really work. It’s not cut out for the job. Everything’s a bit of a hack, they’re clunky, and they’re horribly prone to errors. Months pass by and still, the resourcing spreadsheet somehow just about manages to keep its head above water.

At a push, your resource allocation spreadsheet might tell you how under-resourced or under-utilized your teams are, or even include forecasting, but does it include budget tracking, time tracking for billable hours, project reporting, sending staff real-time notifications, helping them collaborate, or a built-in process for requesting resources and resource allocation? Without these elements, it cannot be the solution you’re looking for.

But there’s hope. A growing number of tools have evolved in recent years to fix the problem of resource management in Excel and actually create something better than the free resource management tools—stuff that actually brings additional business value on top of keeping everything organized.

What can you do with resource management software?

Sometimes referred to as resource capacity planning software, it’s a type of project management tool that enables you to plan, allocate, and then track who’s working on what project, when, and for how long.

This software makes it easy for all stakeholders to see the resource availability and capacity of the organization and the available skills. Then, schedule and provide reporting to show historical and forecasted resource utilization.

Some software also has project management software features. These make it easy to plan, schedule, and reschedule projects, tasks, and resources in the same tool.

Learn more about the use cases for resource management software here.

What are the benefits of using resource management software?

  1. Streamline resource management and deployment to be as efficient and effective as possible, reducing downtime and increasing utilization.
  2. Provide a bird’s eye view of organizational capacity to prevent overbooking and support hiring decisions.
  3. Forecast revenue by providing reports on upcoming projects and planned resource deployment.

Here are 6 other benefits of using resource management software.

What's an example of an effective resource management system?

An effective resource management system is one that lets you see your resources, the projects and tasks they are assigned to, gives you a visual representation of how busy they are and gives you options to balance the workload. It can be as simple as an Excel spreadsheet or Google sheet. However, it’s one that enables your organization to deploy the resources at its disposal as efficiently and effectively as possible to ensure your project progresses smoothly.

An effective system enables the organization to conduct resource planning in a way that maximizes the utilization of available resources and considers the availability of staff, their skills, their preferences, their location and timezone, and maps them against projects and organizational goals.

Is Jira a resource management tool?

No. Jira is an issue and project-tracking software that is not designed as a native resource management tool. Therefore, it does not allow you to see detailed information on your team at an individual level.

However, if you are using Jira or planning to use it, here are three workarounds to Jira resource planning that Sarah Hoban uses to manage resources within the tool.

Additional Resource Management Reviews

If you're looking for a different type of resource management software, check out the reviews below:

What's Next?

Resource management tools can help you create a culture of retention by mitigating the risk of burnout. So what are you waiting for? To learn more about resource allocation, check out our complete guide to workload capacity. Or if you'd like to explore what you can do with Excel a little longer, here's an example and free template on resource allocation.

Related tool lists:

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By Ben Aston

I’m Ben Aston, a digital project manager and founder of I've been in the industry for more than 20 years working in the UK at London’s top digital agencies including Dare, Wunderman, Lowe and DDB. I’ve delivered everything from film to CMS', games to advertising and eCRM to eCommerce sites. I’ve been fortunate enough to work across a wide range of great clients; automotive brands including Land Rover, Volkswagen and Honda; Utility brands including BT, British Gas and Exxon, FMCG brands such as Unilever, and consumer electronics brands including Sony. I'm a Certified Scrum Master, PRINCE2 Practitioner and productivity nut!