Imagine having the most competent and go-getting team but still missing the bull’s eye. Or you may have hired the most skilled and expensive resources for a critical project, but the final output is not what the client or you expected. Does that sound familiar? This happens because having the best resources may not be the only solution. Efficient resource planning and management and being aware of how you can optimally utilize each of the resources and in which job is the key.
Implementing resource planning software enables you to gain a clear and realistic picture of where your projects and resources stand in real-time. This aids the project managers in identifying and allocating the most suitable team members to the right projects and activities, tracking the time spent on different projects, and monitoring the task and project completion status. But before diving deeper into how such a tool can transform your operational efficiencies, let’s understand what exactly resource planning entails.
Resource Planning: Definition
Resource planning refers to a formal process of finding the right resources you may need to develop or execute a project efficiently. By resources, we do not mean just people. Planning for resources also includes non-human resources like machinery or tools required, equipment, finances, facilities, etc. It’s a project manager’s responsibility to allocate the best-fitting people to various tasks and sub-tasks in a manner that they can be optimally utilized and the operational efficiency is enhanced. In terms of human resources, resource planning acts like a guide that leads them on the tasks to be done, the planning for the schedule for each task and project, deliverables or milestones, and the equipment, machinery, or tools that may be needed to accomplish this goal.
To draft an efficient resource plan, you would need to:
- Find and assign the right resources to relevant tasks
- Monitor the status or progress of the project and task completion
- Adjust the plan in case of unforeseen situations after gaining stakeholder and client buy-in
- Track and control the resources
The Role of Resource Planning Software in Gaining Operational Efficiencies and Project Success
1. Detailed and efficient project and resource planning
Managing multiple projects, team members in varying locations, different stakeholders, and juggling with project execution, schedules, etc. Sounds impossible, right? Yes, it sure is very tough to manage project and resource management efficiently and not let anything slip or derail. How? Proper and detailed planning of your resources and projects is the key. To do so, implementing the right enterprise resource planning tool is the best solution. Such a tool helps you identify the ideal resources for the job, calculate feasible schedules and draft project plans, and estimate the number of resources needed and what type or skill set is needed.
2. Options to customize
Leading resource planning software provides customization options to serve the specific requirements that a business or organization may have. It allows you to add several categories and create custom views that comply with your specific requirements. You can shortlist resources as per different aspects like their name, designation, skill set, role, department, or experience. Some resource planning software such as eResource Scheduler also offers custom fields to input additional descriptions for employees, and advanced filters that offer more flexibility and customization.
3. 360-degree snapshot of the organization-level projects and resource pool
Resource planning software also allows project managers to look at the entire organization’s project and resource data in a single view. Such a summarized view allows you to know the status of various current projects and all the resources in a single frame. What’s more? You can view the entire employee pool in the company and check their utilization, availability, assigned projects, and a lot more in just a few clicks. You can also dig into some detailed data, like comparing the actual effort vs. planned effort or comparing resource planning and scheduling across different projects, so that you can plan how to optimize resource utilization. Enterprise resource planning tools like eResource Scheduler have a built-in resource overload indicator that helps to highlight any over-booking or over-allocation.
4. Availability reports
Managing multiple projects and resources isn’t easy. A project manager always depends on accurate information about various aspects of operations, such as the available cost or budget, resource availability, and what are the constraints in which they have to execute projects, so that they can develop feasible project plans. If you’re using spreadsheets, it becomes impossible to find the correct availability data about any resource. Whereas implementing the right resource planning software gives you an edge as you can get accurate insight into resource availability with detailed reports and confirm if the team members you need are available on your project’s scheduled timeline or not. These tools also update all available data in real-time, which helps you plan and assess capacity accurately.
5. Assign the most suitable resources to relevant tasks or projects
Having clarity about all the available resources helps to find and assign the best and perfect resources to projects and teams as per their competencies, availability, expertise, interest, and a lot more. In case you’ve allocated some resources on more than one project and they are now overbooked, then such a tool will flag it so that you can take the right steps. Resource planning software enables you to check the status of each team member and which project they are aligned on, their productivity or performance, and schedule in just a few clicks.
6. Role-based permission levels
The right resource planning tools provide multiple role-based access or permission levels for different team members. You can use such a tool to streamline your projects, resources, and processes as it aids you in granting permissions as per their roles, designations, and responsibilities. This way, employees can check the tasks or projects assigned to them, track the schedules and project plans, share files, or review something as may be needed. Some resources could be given view-only permission, such as your clients, as they would need to check some reports, plans, or dashboards. Whereas other resources like team leads must possess create or edit-level permission to be able to create and amend plans, timelines, design reports, etc.
7. Open and seamless communication and collaboration
Resource management software also helps to facilitate open and effective communication and collaboration with people in different geographies, teams, or departments. Such a tool offers a centralized platform with integrated communication channels, which enables team members to communicate and collaborate easily, share data or information, and remain updated on the status and progress of projects. This helps to enhance coordination and minimize miscommunication, especially in today’s remote work environment. Additionally, leveraging resource capacity planning software can further optimize the allocation of resources by providing detailed insights into availability, preventing overbooking, and ensuring that projects are executed with maximum efficiency.
8. Track productivity and cost in real-time
The right resource planning software helps you get an insight into your team or individual’s performance, productivity or resource utilization, and status of tasks on a day-to-day, week-by-week, or monthly basis. Such a tool is automatically updated and provides you with all information in real-time, which helps assess the status of your projects, allocate or re-allocate resources, and make alterations in a project plan in some clicks.
9. Removes inconsistencies and improves transparency
Resource planning software also aids in crafting a definitive structure and plan which helps you estimate the hiring requirements and prioritize the critical tasks or projects. You can also easily manage and plan projects, schedule and allocate resources efficiently, and aim for resource optimization. Such a tool also provides key data at your fingertips like resource utilization, availability reports, status reports, dashboards, etc. With automated updates taking place in real-time, you get a transparent environment that enables all team members and stakeholders to be on the same page. A resource planning software also removes the scope for inconsistencies and discrepancies and enhances customer satisfaction and overall transparency.
Optimize your Resource Efficiency and Profitability with eResource Scheduler
Opting for a top-rated cloud-based resource planning software such as eResource Scheduler will assure you of optimal resource utilization – a sure shot improvement between 18 to 30% – and efficient scheduling and staffing leading to operational efficiencies. Pick the best team members who suit the project or task with eResource Scheduler and gain real-time visibility of project status, availability of resources, utilization, and a lot more. This tool helps in leveling the load across your departments and resources, which, in turn, helps create accurate scheduling estimates. eResource Scheduler also enables the creation of hiring plans built on forecasted shortages or estimated excesses. So, what is still holding you back from nailing a perfect resource plan? Don’t wait to take a free trial and get to know the benefits and features of this tool yourself!
