Resource scheduling is critical in the project management lifecycle when discussing projects. However, it can turn out to be an intricate and time-consuming process. This is because the main objective of resource scheduling includes structuring your projects, team, and resources. Resources do not only refer to human resources or professionals but also incorporate equipment, machinery, tools, facilities, finances, and everything needed to complete the projects. The main challenge that most project managers face is that they have to execute their projects with limited resources. Therefore, a successful outcome depends on efficiently managing available resources and how effectively you schedule them. If the resource scheduling is not done efficiently, your project plan and timeline will derail. So, how can you resolve this? Implementing resource scheduling software is the best bet for all these challenges.
Planning Resources for Your Projects
As a project manager, how do you begin planning for your projects? The starting point always is by defining different procedures and processes and documenting the best practices that aid in the project’s development phase. To be able to do this, you must be aware of your stakeholders who are supposed to approve your plans, timelines, budget, etc. In this process, resource scheduling software aids you in finalizing the following:
- Resources needed: You can determine the type of resources required for your project along with the number, amount, or quantity of both human and other types of resources. You should also determine any constraints, such as the non-availability of some key resources, that can negatively affect your schedule.
- Exigencies or probable roadblocks: Consider any possible loopholes or challenges that occur in the project’s lifecycle and also determine the impact.
- Dependencies: Check the possible dependencies on any tasks, sub-tasks, or pre-requisites.
- Procedures and systems: Gauge if the business has any existing systems or procedures that should be followed and just can’t be avoided.
- Stakeholders: Find all the key stakeholders for the project, including the people who would provide final approvals on quality, schedule, and various milestones.
Top Tips for Resource Scheduling to Improve Workflows
Let’s explore a few top tips for effective resource scheduling that ensures better workflows.
1. Create a detailed list of the available resources
By creating a comprehensive list of all the competencies and expertise that the resources need, the project manager can find out the projects they are capable of developing at present. Such a list enables you to plan for future pipeline projects and find and allocate the right resources as per their availability.
2. Chunking the project into tasks and smaller sub-tasks
Have you heard of the work breakdown structure or WBS? To do this, you need to break your project into tasks and then smaller sub-tasks under them. The first step should be to identify the tasks that should be completed and then break those down into smaller chunks or sub-tasks. Each of these tasks must have individual timelines, as that enables attaining the goal with ease. Planning to allocate the entire project to a single resource isn’t possible and thus, when you divide it into pieces and milestones, it becomes easier to assign responsibilities to various team members. Once this list is created, it becomes easy to decide the type of resources needed and how many are required to complete the entire project. Using resource scheduling software can streamline this process for you with just a few clicks.
3. Determine the type of resources needed
Next, you need to determine the resources you will need for your project. For instance, human resources, tools, equipment, machinery, finances, and facilities. You need to check what you will need to complete all the tasks, maybe some particular machinery or software or a conference room or building for developing the project. Do you also need any IT or tech support during the project lifecycle? Will you be required to hire full-time employees, contractors, part-time, or freelance professionals for a short term? Deciding and listing these details enables effective resource scheduling.
4.Check your resource availability and capabilities
Another great best practice is to check who is available and has the required bandwidth to take on new projects and tasks. This not only involves checking the calendars for availability but also ensuring that the resources you have shortlisted possess the skill set and expertise to carry out certain tasks for a specific project. For instance, to create a website, you would need a content writer, a graphic designer, and a developer or programmer.
Now, when you check resource availability as per the schedule you are looking at, you must also check if the content writer and designer have the needed skills to do your project or not. Leveraging resource scheduling software is the best way to manage this efficiently. Such a system acts as a central database that has a comprehensive list of all projects and resources and also tracks the experience, competencies, availability, utilization, etc. of all the employees across the organization. This aids in quickly aligning the tasks with the right people as per their competencies, expertise, schedules, and plan the best fit for your project.
5. Implement resource leveling
Another best practice or tip for resource optimization is termed resource leveling. Implement this technique if you have enough resources at hand to complete the given tasks in the project. This approach enables the distribution of resources throughout the project in a balanced and even manner. This aids in enhancing the team’s morale and drafting a realistic and attainable schedule. One way is to shorten or loosen the timelines or amend the schedule, which should be fine because you may not be adding to the overall capacity.
6. Figure out the project constraints
In the initial design phase, it’s important to identify all the phases or milestones in the project and if your project is required to be hosted on a particular platform. It’s best to also determine if internal resources or full-time employees are enough, or if you would need to hire some contractors with specific skills. Furthermore, it’s also good to find out if the project has a fixed deadline or if there is a good-to-have deadline that has some buffer period baked in. Finding these constraints in advance enables looking for solutions too.
7. Assign the resources carefully
Finally, assigning the right resources after creating a task list and identifying the possible challenges is very important. Before assigning, check the availability of the right resources, including their leave plan, competencies, and even interests. Depending on the resources you choose to assign, the overall resource demand, total capacity, and schedule could need some changes or may be delayed. Careful and efficient resource scheduling is thus very helpful for any project’s successful outcome and implementing the right resource scheduling software is the best choice.
eResource Scheduler – Manage Resource Scheduling Efficiently with a Top Workforce Scheduling Software
If you have been on the lookout for the right workforce scheduling software that can handle your resource planning, scheduling, and utilization tracking, then your exploration is over. eResource Scheduler is the best solution, being a top-rated resource scheduling software. This tool not only streamlines project planning but also makes resource scheduling, allocation, timesheet management, utilization tracking, and productivity management seamless. By using this top-rated resource scheduling software, you can plan your resource availability, create detailed dashboards, and keep track of the productivity and profitability of your project. This best-in-class cloud-based tool offers brilliant features like an easy-to-use interface, high configurability, drag and drop functionality, and intuitive design. eResource Scheduler also brings advanced filters that enable finding the right resources with the needed skills and availability. Sign up and get a free trial today and find out the top advantages that the tool offers to your business.
