{"id":4006,"date":"2018-07-13T08:47:53","date_gmt":"2018-07-13T06:47:53","guid":{"rendered":"https:\/\/teamdeck.io\/?p=4006"},"modified":"2022-08-30T21:34:42","modified_gmt":"2022-08-30T19:34:42","slug":"resursu-pieskirsana-projektu-vaditajiem","status":"publish","type":"post","link":"https:\/\/teamdeck.io\/lv\/projektu-vadiba\/resursu-pieskirsana-projektu-vaditajiem\/","title":{"rendered":"Resursu sadale - rokasgr\u0101mata projektu vad\u012bt\u0101jiem un resursu p\u0101rvaldniekiem"},"content":{"rendered":"<div class=\"yoast-breadcrumbs\"><span><span><a href=\"https:\/\/teamdeck.io\/\">Home<\/a><\/span> \u00bb <span class=\"breadcrumb_last\" aria-current=\"page\">Resource Allocation &#8211; The Guide for Project Managers and Resource Managers<\/span><\/span><\/div>\n\n<p style=\"text-align: justify;\"><strong>Resource allocation helps you to choose the best available assets for multiple projects and manage them throughout the work, so you can avoid under or overutilization of your employees. Sadly, not all project managers use it to their advantage.\u00a0<\/strong><\/p>\n<p style=\"text-align: justify;\"><span style=\"color: #333333;\"><strong>What will you get thank to this article:<\/strong><\/span><\/p>\n<ul style=\"text-align: justify;\">\n<li>How <a href=\"https:\/\/teamdeck.io\/\" target=\"_blank\" rel=\"noopener\">resource management software<\/a> solves resource allocation obstacles<\/li>\n<li>How does it look resource allocation in project management<\/li>\n<li>Differences between resource allocation, resource scheduling, and resource management<\/li>\n<li>Common resource allocation obstacles<\/li>\n<li>How to implement efficient resource allocation in your organization<\/li>\n<\/ul>\n<p>Only 26% of companies always use resource management to estimate and allocate resources, and 36% of them do it often, according to the PMI survey (&#8220;Pulse of the Profession&#8221;).\u00a0 At the same time, less than 60% of projects meet the original budget and barely 50% of them are being completed on time, the same study says.<\/p>\n<h2><strong>The functions of resource allocation in project management processes<\/strong><\/h2>\n<h3><strong>Resource allocation in the context of project management and its process<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Many project managers who want to introduce what project management is, use the Project Management Institute (PMI) definition. According to the last one, project management is about using whatever it takes to deliver something helpful to people &#8211; as they say, to \u201cdeliver value to people\u201d.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To be more precise, the APM believes that project management is about using some competencies, abilities, talents, expertise, tools, machines, instruments, software, methods, techniques, and processes to \u201cdeliver value to people\u201d.\u00a0<\/span><\/p>\n<figure id=\"attachment_11137\" aria-describedby=\"caption-attachment-11137\" style=\"width: 1289px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-11137 size-full\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/17152221\/booking_1_manage_work_schedule.jpg\" alt=\"Resource allocation and project management process\" width=\"1289\" height=\"587\" \/><figcaption id=\"caption-attachment-11137\" class=\"wp-caption-text\">The PMI&#8217;s resource allocation definition doesn&#8217;t take into account finite time and budget [On the screen above:\u00a0 resource allocation based on skills and availability in Teamdeck]<\/figcaption><\/figure>\n<p><span style=\"font-weight: 400;\">The phrase \u201cvalue to people\u201d stimulates us to suppose that outcome of project management could be everything. A house, an app, a park, or even some social movements, including a crusade, LGPT, or religion. Anything which is useful for some digit of individuals.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The above-mentioned comments are the reason why we &#8211; the business-embedded people &#8211; use the definition proposed by the Association for Project Management (APM). The proposed understanding of project management contains criteria that help with splitting just management from project management. Let\u2019s take a look:<\/span><\/p>\n<blockquote>\n<p><i><span style=\"font-weight: 400;\">Project management is the application of processes, methods, skills, knowledge, and experience to achieve specific project objectives according to the project acceptance criteria within agreed parameters. Project management has final deliverables that are constrained to a finite timescale and budget.<\/span><\/i><\/p>\n<\/blockquote>\n<figure id=\"attachment_11126\" aria-describedby=\"caption-attachment-11126\" style=\"width: 1424px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-11126 size-full\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14150637\/5-Project-Management-Phases.png\" alt=\"Why resource allocation important is? Good managing resources help with bringing the project success\" width=\"1424\" height=\"687\" srcset=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14150637\/5-Project-Management-Phases.png 1424w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14150637\/5-Project-Management-Phases-300x145.png 300w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14150637\/5-Project-Management-Phases-1280x618.png 1280w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14150637\/5-Project-Management-Phases-768x371.png 768w\" sizes=\"auto, (max-width: 1424px) 100vw, 1424px\" \/><figcaption id=\"caption-attachment-11126\" class=\"wp-caption-text\">Resource planning (it\u2019s an alternative term for resource management) it\u2019s a wide discipline that includes not only resource allocation but defining team roles and monitoring team performance as well.<\/figcaption><\/figure>\n<p><span style=\"font-weight: 400;\">When we compare both the APM and the PMI definitions, we see some nearness. Both are about running things and using knowledge, experience, methods, etc get the things done.\u00a0<\/span><span style=\"font-weight: 400;\">But only the last characterization of project management is &#8211; we&#8217;d like to say &#8211; businesslike.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The time, budget, and \u201cproject acceptance criteria\u201d are the aspects of &#8211; let\u2019s say &#8211; the real project management (and of course, resource management or resource allocation processes). All we know is that in the business relations world any project has its objective. And any has to be done at a certain time, within a given budget, and must be endorsed by the principal &#8211; whether a customer or a director in your company.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And here is the main distinction between management and project management. Just management is a continuous, ongoing process. Project management has its final outcome provided within a finite time span and budget.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This distinction has the consequence that project management is not just a process, but a structured process. It is called the project management life cycle and it usually takes the form of 5 phases.\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Initiation and conception<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project planning<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Launch and execution (including resource planning and resource allocation)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Monitoring and controlling<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Project closure<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Just like the Ganntic company &#8211; our competitor in the resource allocation systems market &#8211; resource allocation and <a href=\"https:\/\/teamdeck.io\/project-management\/resource-planning-in-project-management\/\">resource planning<\/a> (its an alternative term for resource management) are aspects of the project management life cycle process. They are responsible for planning, organizing resources (employees), and measuring their productivity (yes, it\u2019s the 4th phase of the project management process mentioned above).\u00a0<\/span><\/p>\n<h3><strong>Resource allocation &#8211; the most difficult part of the project management process<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Now we know where to find resource management in the context of the project management life cycle. It\u2019s time for understanding resource management. Why? Because resource allocation is part of resource management, and resource management &#8211; as you already know &#8211; is part of project management processes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Thanks to the APM Body of Knowledge, we know resources are understood very widely. Money, tools, machinery, technology, and &#8211; the most important one &#8211; people and their skills. Resources mean everything that is requested to finalize a task and project.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So what\u2019s the connection between resource allocation and resource management (resource planning)? Let\u2019s take a look at the definition given by the APM. For them, resource management is:\u00a0<\/span><\/p>\n<blockquote>\n<p><i><span style=\"font-weight: 400;\">(...) acquiring, allocating and managing the resources(...) required for a project. Resource management ensures that internal and external resources are used effectively on time and to budget.<\/span><\/i><\/p>\n<\/blockquote>\n<p><span style=\"font-weight: 400;\">As we see, identical to the definition of project management, time and budget are those aspects that are critical in this process. And we shouldn\u2019t exclude \u201cacceptance criteria\u201d as well.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Nevertheless, resource management is understood as the process of planning, selecting, scheduling, and allocating resources to meet the acceptance criteria and finish the project.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In resource management and resource allocation as the element is about identifying available and sufficient resources, and matching them with appropriate tasks at the right time. And the function of the resource or project manager is to identify the employees with relevant skills and experience (so-called, resources) to deliver the work, (its part of planning), and decide when the particular resources will be required (via resource allocation or resource scheduling).<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This article could force some less experienced ones to think it shouldn\u2019t be difficult to do. So, at the end of this chapter, we\u2019re going to use the annual report that comes from Wellington company.<\/span><\/p>\n<figure id=\"attachment_11129\" aria-describedby=\"caption-attachment-11129\" style=\"width: 1384px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-11129 size-full\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14151120\/Screenshot-2022-05-16-at-17.04.28.png\" alt=\"\" width=\"1384\" height=\"1034\" srcset=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14151120\/Screenshot-2022-05-16-at-17.04.28.png 1384w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14151120\/Screenshot-2022-05-16-at-17.04.28-300x224.png 300w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14151120\/Screenshot-2022-05-16-at-17.04.28-1280x956.png 1280w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14151120\/Screenshot-2022-05-16-at-17.04.28-768x574.png 768w\" sizes=\"auto, (max-width: 1384px) 100vw, 1384px\" \/><figcaption id=\"caption-attachment-11129\" class=\"wp-caption-text\">Poor resource management &#8211; and resource allocation as its element &#8211; is the largest challenge in the project management processes [Source: \u201cThe State of Project Management\u201d annual report, Wellington 2020].<\/figcaption><\/figure>\n<p data-pm-slice=\"1 3 []\">\u00a0<\/p>\n<h2 data-pm-slice=\"1 3 []\"><strong>Very serious and very various images of resource allocation in project management<\/strong><\/h2>\n<p>Before we will talk about the meaning of resource allocation in project management, let&#8217;s begin with an understanding of one of the most important terms in this article &#8211; resources. Thanks for this introductory paragraph you will better feel the differences between some definitions of resource allocation mentioned in the paragraph below.<\/p>\n<p>As you can imagine, resources can be absolutely different &#8211; from material to non-material. And is no different in the context of resource allocation but understanding what &#8220;resource&#8221; means depends on the industry where is in use.<\/p>\n<ul>\n<li><span data-color=\"#BEE3F8\">Budget<\/span><\/li>\n<li><span data-color=\"#BEE3F8\">Equipment and tools<\/span><\/li>\n<li>Software<\/li>\n<li><span data-color=\"#BEE3F8\">Facilities (workspace, offices, etc.)<\/span><\/li>\n<li><span data-color=\"#BEE3F8\">Materials (gas, fuel, desks, cars, etc.)<\/span><\/li>\n<li>An employee, a <strong>team member, and her\/his skills<\/strong> &#8211; here are the resources in project management<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-10297 size-full\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/15104313\/Project-planning1-1.png\" alt=\"Resource allocation in project management and project schedule it's the main role of project management tool\" width=\"2512\" height=\"1292\" srcset=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/15104313\/Project-planning1-1.png 2512w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/15104313\/Project-planning1-1-300x154.png 300w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/15104313\/Project-planning1-1-1280x658.png 1280w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/15104313\/Project-planning1-1-768x395.png 768w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/15104313\/Project-planning1-1-1536x790.png 1536w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/15104313\/Project-planning1-1-2048x1053.png 2048w\" sizes=\"auto, (max-width: 2512px) 100vw, 2512px\" \/><\/p>\n<p data-pm-slice=\"1 1 []\">\u00a0<\/p>\n<h2 data-pm-slice=\"1 1 []\"><strong>Resource allocation &#8211; the meanings&#8217; comparisons and propositions<\/strong><\/h2>\n<p><span data-color=\"#BEE3F8\">In this chapter, you&#8217;ll see many brands &#8211; including our business competitors.\u00a0<\/span><span data-color=\"#BEE3F8\">We compare a few definitions and meanings presented by Brittanica Dictionary, but also our well-recognizable competitors &#8211; Wrike, Resource Guru, or TeamGantt company. The meanings from more general to more exact and related to project management activities.<\/span><\/p>\n<p><span data-color=\"#BEE3F8\">Cambridge Dictionary informs that resource allocation is<\/span><\/p>\n<blockquote>\n<p>a process of dividing money, skills, etc. between departments of an organization.<\/p>\n<\/blockquote>\n<p><span data-color=\"#BEE3F8\">More strict in another very recognizable Brittanica Dictionary, that suggests the economical background of our term. Allocation of resources is understood as an:<\/span><\/p>\n<blockquote>\n<p>apportionment of productive assets among different uses. (Brittanica Dictionary)<\/p>\n<\/blockquote>\n<figure id=\"attachment_10292\" aria-describedby=\"caption-attachment-10292\" style=\"width: 2396px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-10292 size-full\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14223002\/Zrzut-ekranu-2022-04-12-o-13.00.02-1.png\" alt=\"An effective resource allocation process assume a great resource allocation plan to avoid resource conflicts\" width=\"2396\" height=\"1166\" srcset=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14223002\/Zrzut-ekranu-2022-04-12-o-13.00.02-1.png 2396w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14223002\/Zrzut-ekranu-2022-04-12-o-13.00.02-1-300x146.png 300w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14223002\/Zrzut-ekranu-2022-04-12-o-13.00.02-1-1280x623.png 1280w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14223002\/Zrzut-ekranu-2022-04-12-o-13.00.02-1-768x374.png 768w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14223002\/Zrzut-ekranu-2022-04-12-o-13.00.02-1-1536x747.png 1536w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/14223002\/Zrzut-ekranu-2022-04-12-o-13.00.02-1-2048x997.png 2048w\" sizes=\"auto, (max-width: 2396px) 100vw, 2396px\" \/><figcaption id=\"caption-attachment-10292\" class=\"wp-caption-text\">Good skills recognition of employees and matching them to projects are fundaments of efficient resource allocation processes [Source: Skills-based matching available resources with a project in Teamdeck app]<\/figcaption><\/figure>\n<p><span data-color=\"#BEE3F8\">But &#8211; as a part, let&#8217;s say, a project management industry &#8211; we will be focusing on meaning connected to this branch. So, Float &#8211; our competitor and well-known resource allocation in project management software provider &#8211; informs us in one of its blog articles that r<\/span><span style=\"font-size: revert; color: initial; font-family: -apple-system, BlinkMacSystemFont, 'Segoe UI', Roboto, Oxygen-Sans, Ubuntu, Cantarell, 'Helvetica Neue', sans-serif;\">esource allocation is the process of appointing and handling assets to help a team&#8217;s tasks, projects, and strategic objectives.<\/span><\/p>\n<p><span data-color=\"#BEE3F8\">But when continuing reading and being more accurate, Float emphasizes two aspects of resource allocation. The first is the matching. Allocation means matching employees&#8217; or team members\u2019 competencies, and experience to the right projects or tasks. And (relevant) matching is one of two key elements of its resource allocation understanding.\u00a0<\/span><\/p>\n<p><span data-color=\"#BEE3F8\">And secondly, ensure each team member, and each employee taking part in the project is able to execute every assignment and any task in the pipeline.<\/span><\/p>\n<p><span data-color=\"#BEE3F8\">From Saviom&#8217;s perspective, another software that is aimed at helping project managers in resource management processes:<\/span><\/p>\n<blockquote>\n<p>Resource allocation, also known as resource scheduling, recognizes and assigns resources for a specific period to various activities.<\/p>\n<\/blockquote>\n<p>These activities &#8211; as we read in other places written &#8211; can be related to the project or cannot. Admin, support, operation, etc. Here Saviom draws attention to recognition as the first important element of a resource allocation process. Second &#8211; like many others &#8211; assigning. The third element is &#8220;specific period&#8221;.<\/p>\n<figure id=\"attachment_4010\" aria-describedby=\"caption-attachment-4010\" style=\"width: 1432px\" class=\"wp-caption alignnone\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-4010 size-full\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13083945\/resource-management-calendar.png\" alt=\"Poor resource allocation software won't help in the implementation of any project plan\" width=\"1432\" height=\"732\" srcset=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13083945\/resource-management-calendar.png 1432w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13083945\/resource-management-calendar-300x153.png 300w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13083945\/resource-management-calendar-768x393.png 768w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13083945\/resource-management-calendar-960x491.png 960w\" sizes=\"auto, (max-width: 1432px) 100vw, 1432px\" \/><figcaption id=\"caption-attachment-4010\" class=\"wp-caption-text\">Employee bookings, timesheets, availability, and days off in the resource planning software.<\/figcaption><\/figure>\n<p><span data-color=\"#BEE3F8\">On the website projectmanager.com we&#8217;re informed that the resource allocation term means the same as resource management and resource scheduling (more about that in the next paragraph). And actually, from their perspective, resource allocation is just a resource scheduling that takes into account available resources required by a task or project to be finished with expected results.<\/span><\/p>\n<p>Closing this chapter, we would say simply:<\/p>\n<p><span style=\"color: #000000;\"><strong>Resource allocation simply means assigning resources (mostly people, their skills, including their availability, current or previous performance, and time management skills) across various tasks in a project to work toward your deadlines in the most effective and economical way possible.<\/strong><\/span><\/p>\n<p><span data-color=\"#BEE3F8\">Resource allocation de facto involves the availability of resources, current and expected skills, (participating in processes that will ensure the use of available resources, either alone or in cooperation with HR or an external company), experience (both project managers and employees), estimations, dependencies, priorities, and change requests that appear during the whole journey of product development or project management.<\/span><\/p>\n<p><span data-color=\"#BEE3F8\">From this point is entitled to say that the last one meaning suggests that resource allocation is a result of many choices behind it. The last decision of choosing the right resources is preceded by micro-decisions that influence team performance and determine the project&#8217;s success.<\/span><\/p>\n<p>\u00a0<\/p>\n<h2 data-pm-slice=\"1 1 []\"><strong>Resource allocation vs a few other terms<\/strong><strong>\u00a0&#8211; they aren&#8217;t the same?<\/strong><\/h2>\n<p><span data-color=\"#BEE3F8\">This part could be also the part above but because of its importance, we&#8217;ve decided to talk about this topic in a separate paragraph. Why?\u00a0<\/span><\/p>\n<p><span data-color=\"#BEE3F8\">Treating &#8220;resource allocation&#8221; as a synonym for &#8220;resource scheduling&#8221; (i.e. Saviom) and even &#8220;resource management&#8221; (i.e. Project Manager) isn&#8217;t quite new. But the project manager&#8217;s environment and university representative, there is no consent to equate one term with another or a third. For some of them, allocation of resources is a resource management process.\u00a0\u00a0<\/span><\/p>\n<figure id=\"attachment_10202\" aria-describedby=\"caption-attachment-10202\" style=\"width: 760px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-10202 size-full\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/11101522\/Resource-Management-Process-Infographic-1.png\" alt=\"Systematic resource allocation process and working on existing resources help with finishing project tasks\" width=\"760\" height=\"609\" srcset=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/11101522\/Resource-Management-Process-Infographic-1.png 760w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/11101522\/Resource-Management-Process-Infographic-1-300x240.png 300w\" sizes=\"auto, (max-width: 760px) 100vw, 760px\" \/><figcaption id=\"caption-attachment-10202\" class=\"wp-caption-text\">Capacity planning, resource planning, and resource scheduling in the resource management process.<\/figcaption><\/figure>\n<p>In Wikipedia, we witnessed such information which isn&#8217;t quite close to PMI suggestions:<\/p>\n<blockquote>\n<p>In project management, resource allocation or resource management is the scheduling of activities and the resources required by those activities while taking into consideration both the resource availability and the project time.\u00a0<\/p>\n<\/blockquote>\n<p>From the Project Management Institute&#8217;s perspective, it&#8217;s not quite true. A few of the aspects presented above definition are true: availability of resources and project time. But what about the budget? Mostly the budget determines the time when something can be done. Because, if you have the budget, you can get decide the accessibility of resources &#8211; people participating in the project and any other resources (tools, equipment, etc.).<\/p>\n<p><span data-color=\"#BEE3F8\">Resource allocation also takes into account the availability, capacity, and utilization of resources across a firm but should not be confused with resource scheduling.<\/span><\/p>\n<p><span data-color=\"#BEE3F8\">From the visual-planning.com perspective:<\/span><\/p>\n<blockquote>\n<p>Resource scheduling refers to the set of actions and methodology used by organizations to efficiently assign the resources they have to jobs, tasks, or projects they need to complete, and the schedule starts and ends dates for each task or project based on resource availability.<\/p>\n<\/blockquote>\n<p><span data-color=\"#BEE3F8\">Float suggests <a href=\"https:\/\/teamdeck.io\/project-management\/resource-scheduling-software-tools-mistakes-solutions\/\">resource scheduling<\/a> is a process used by teams to organize and structure their employees so the tasks they need to complete are scheduled based on availability and capability.<\/span><\/p>\n<p>But <span data-color=\"#BEE3F8\">Resource Guru emphasizes the role of recognizing or identifying the accurate wink when resources should be assigned. They understand resource scheduling as a <strong>process of identifying precisely which resources are required<\/strong> and then scheduling when they&#8217;re needed. From this perspective, properly allocated resources are the result of very good identification of employees with relevant skills (or just suitable skills among available employees) that assure the project will be done with expected requirements. Of course, this assumes a project or <a href=\"https:\/\/teamdeck.io\/project-management\/project-manager-vs-resource-manager\/\">resource manager<\/a> that can perfectly, or at least very well, assess employees&#8217; potential and their helpful role in a particular project.\u00a0<\/span><\/p>\n<p>Nevertheless, keeping the above considerations in mind and those about resource allocation in project management, it&#8217;s hard to resist the feeling that understanding the role of allocation of resources has appeared many times as a part of <a href=\"https:\/\/teamdeck.io\/project-management\/project-resource-management-guide\/\">project resource management<\/a> or even the resource scheduling process. But treatment as a synonym is also legitimate.<\/p>\n<h2><strong>The most important metrics for resource allocation in project management?<\/strong><\/h2>\n<ul>\n<li><span data-color=\"#BEE3F8\">Availability\u00a0<\/span><\/li>\n<li><span data-color=\"#BEE3F8\">Capacity<\/span><\/li>\n<li><span data-color=\"#BEE3F8\"><a href=\"https:\/\/teamdeck.io\/project-management\/how-to-measure-resource-utilization\/\" target=\"_blank\" rel=\"noopener\">Resource utilization<\/a>&#8211; the utilization rate planned for employees to be realized during the project against their total capacity.<\/span><\/li>\n<li><span data-color=\"#BEE3F8\">Estimated vs. actual cost per team member (aka resource cost variance)<\/span><\/li>\n<li><span data-color=\"#BEE3F8\">Estimated vs. actual hours worked per team member<\/span><\/li>\n<li><span data-color=\"#BEE3F8\">Billable vs non-billable hours<\/span><\/li>\n<\/ul>\n<h2 style=\"text-align: justify;\"><strong>Problems faced by r<\/strong><strong>esource allocation in project management\u00a0<\/strong><\/h2>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Resource management is prone to several challenges that you need to be aware of to properly allocate resources and manage them throughout the project.<\/span><\/p>\n<p style=\"text-align: justify;\"><strong>1. Client changes<\/strong><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">As a project manager, you might have already experienced how changes to the scope, timeline or budget can affect project delivery. With resource allocation, it\u2019s actually the same \u2013 having an up-to-date resource calendar will help you to smoothly adjust resources once the changes appear.<\/span><\/p>\n<p style=\"text-align: justify;\"><strong>2. Availability of resources<\/strong><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Starting off a new project<\/span><span style=\"font-weight: 400;\">, ideally, you could use any resources you need that are available at your company. But what if your agency is <a href=\"https:\/\/teamdeck.io\/project-management\/managing-multiple-projects-tips-for-project-managers\/\" target=\"_blank\" rel=\"noopener\">running multiple projects<\/a> and you have to negotiate over the same resources with other PMs? Or what if a given team member is out on their sick leave? Availability changes and you have to monitor it all the time to spot threats to your project\u2019s delivery.<\/span><\/p>\n<figure id=\"attachment_11134\" aria-describedby=\"caption-attachment-11134\" style=\"width: 1220px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-11134 size-full\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/17152221\/booking_2_workload_capacity.jpg\" alt=\"Resource allocation in project management\" width=\"1220\" height=\"565\" \/><figcaption id=\"caption-attachment-11134\" class=\"wp-caption-text\">Matching available resources with the project [Source: Teamdeck &#8211; the resource management solution for resource allocation and performance management objectives]<\/figcaption><\/figure>\n<p style=\"text-align: justify;\"><strong>3. Project dependencies<\/strong><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Allocating resources you need to include project dependencies, which are a form of a relationship between the tasks or activities in the project. For example, in IT projects there are tasks that can only be done after some other ones are completed, so there\u2019s no point to hog resources early on.<\/span><\/p>\n<p style=\"text-align: justify;\"><strong>4. Project uncertainties<\/strong><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Even if you\u2019ve checked all the boxes when starting off a project, and agreed on the <a href=\"https:\/\/blog.ganttpro.com\/en\/project-timeline-examples\/\">timeline<\/a>, the budget, and the scope, there\u2019re always things you can\u2019t predict. Resource management requires you to be able to respond to proje<\/span><span style=\"font-weight: 400;\">ct uncertainties, e.g. by shifting resources from other projects or re-assigning them.<\/span><\/p>\n<p style=\"text-align: justify;\"><strong>5. Priorities across the company<\/strong><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">If your company runs multiple projects simultaneously, you and your peers may have to share limited resources, very often in a similar timeframe. But even if you manage to negotiate over resources you both need, there may be a change in priorities regarding one of the projects.<\/span><\/p>\n<p>\u00a0<\/p>\n<h2 style=\"text-align: justify;\"><strong>Resource allocation in project management &#8211; how to do it better?<\/strong><\/h2>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Let\u2019s take a look at how to effectively use the resources at your disposal.<\/span><\/p>\n<p style=\"text-align: justify;\"><strong>1. Know the project and the team<\/strong><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Only by knowing the scope and resources available at your company, you can properly assign team members to your project.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Start by creating a <\/span><a href=\"https:\/\/teamdeck.io\/project-management\/high-level-planning-using-teamdeck-for-your-teams-success\/\"><span style=\"font-weight: 400;\">high-level plan of the project<\/span><\/a><span style=\"font-weight: 400;\">, consisting of its requirements and deliverables. Then, as you know exactly whom you will need to complete the project, you can use a skills matrix to discover which employees at your company to involve.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Or, if you\u2019re a Teamdeck user, you can simply filter your employees by their skills, spotting relevant employees and their existing bookings in no time:<\/span><\/p>\n<figure id=\"attachment_4011\" aria-describedby=\"caption-attachment-4011\" style=\"width: 960px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-4011 size-full\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084248\/employee-scheduling-by-skills.png\" alt=\"Resource allocation strategy includes resource scheduling\" width=\"960\" height=\"587\" srcset=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084248\/employee-scheduling-by-skills.png 960w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084248\/employee-scheduling-by-skills-300x183.png 300w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084248\/employee-scheduling-by-skills-768x470.png 768w\" sizes=\"auto, (max-width: 960px) 100vw, 960px\" \/><figcaption id=\"caption-attachment-4011\" class=\"wp-caption-text\">Team member&#8217;s schedule view in Teamdeck &#8211; an online solution developed by a software development company<\/figcaption><\/figure>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">As you\u2019re filtering by the people you\u2019d like to book for your project, check their availability to see if they are actually free to join your project. The simple availability bar helps a lot:<\/span><\/p>\n<figure id=\"attachment_4012\" aria-describedby=\"caption-attachment-4012\" style=\"width: 960px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-4012 size-full\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084323\/availability-bar-resource-allocation.png\" alt=\"Resource availability in the resource allocation process\" width=\"960\" height=\"587\" srcset=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084323\/availability-bar-resource-allocation.png 960w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084323\/availability-bar-resource-allocation-300x183.png 300w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084323\/availability-bar-resource-allocation-768x470.png 768w\" sizes=\"auto, (max-width: 960px) 100vw, 960px\" \/><figcaption id=\"caption-attachment-4012\" class=\"wp-caption-text\">Efficient resource allocation in project management has to be based on easy and fast-in-use software.<\/figcaption><\/figure>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">At this point, the rule of thumb is to not get carried away and over-allocate resources for the project. Actually, resource-hogging is considered a mistake project managers make to protect themselves from uncertainties. But, in turn, it makes project estimates and long-term plans inaccurate, affecting the company\u2019s bottom line.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Always think of the big picture while allocating resources. Check the bookings already made by other PMs to spot resources you may both need, in case you should adjust your schedule to that.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Knowing when your team members have their days off helps, too. See the yellow entries below? You need to include them in your estimate, as that\u2019s exactly when these employees will be unavailable. Similarly, you can spot national holidays taking place during your project.<\/span><\/p>\n<figure id=\"attachment_4013\" aria-describedby=\"caption-attachment-4013\" style=\"width: 1440px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-4013 size-full\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084357\/leave-management-teamdeck.png\" alt=\"Leave management feature inform a project managers on available resources\" width=\"1440\" height=\"734\" srcset=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084357\/leave-management-teamdeck.png 1440w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084357\/leave-management-teamdeck-300x153.png 300w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084357\/leave-management-teamdeck-768x391.png 768w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084357\/leave-management-teamdeck-960x489.png 960w\" sizes=\"auto, (max-width: 1440px) 100vw, 1440px\" \/><figcaption id=\"caption-attachment-4013\" class=\"wp-caption-text\">Days off are color-coded in yellow once accepted. [Source: view from Teamdeck&#8217;s leave management feature].<\/figcaption><\/figure>\n<p style=\"text-align: justify;\"><strong>2. Uncover risks early on<\/strong><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">We\u2019ve talked about it a bit in the <a href=\"https:\/\/teamdeck.io\/project-management\/resource-management-challenges\/\">resource management challenges<\/a> section. As a project manager, you are well aware of risks like client reviews, delays, personal emergencies, competing projects, etc. They interfere with the allocation of resources, too.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Once one of the above-mentioned challenges occurs, you need to adjust your bookings. Having a high-level overview of resources at your organization will help you find other resources more quickly, re-allocate resources, extend or cut existing bookings, or even delete some if needed.<\/span><\/p>\n<figure id=\"attachment_4014\" aria-describedby=\"caption-attachment-4014\" style=\"width: 600px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-4014 size-full\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084439\/extending-bookings.gif\" alt=\"Extending bookings by resource allocation in project management software\" width=\"600\" height=\"305\" \/><figcaption id=\"caption-attachment-4014\" class=\"wp-caption-text\">You can drag-and-drop bookings or time entries to extend them.<\/figcaption><\/figure>\n<p style=\"text-align: justify;\"><strong>3. Keep track of the project<\/strong><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Remember how resource allocation is about improving the effectiveness of your team\u2019s utility? Now is the time to check how you\u2019re team is doing. You can do it by <\/span><a href=\"https:\/\/teamdeck.io\/project-management\/how-to-measure-resource-utilization\/\"><span style=\"font-weight: 400;\">measuring resource utilization<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Start with tracking the time and workload. In Teamdeck, you can easily spot employees with too much or too little (which can also be an issue) to do. Remember the availability bar? Overtime is marked with red color, while the unutilized time is white.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Measuring resource utilization, you can also use a simple formula:<\/span><\/p>\n<p style=\"text-align: center;\"><em><span style=\"font-weight: 400;\">Resource utilization = Busy time \/ Available time<\/span><\/em><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">This way you can quickly find out whether your team is booked to its full potential, or not.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">During the project, it\u2019s also recommended to compare estimates with actuals once in a while and re-allocate resources if you need to. Chances are that because of some changes you need to adjust bookings to avoid under or overutilization of your resources, and to meet the project\u2019s requirements.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Setting up regular check-ins with your team will help you to spot these threats, too.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">As a project manager, you may also be responsible for <\/span><span style=\"font-weight: 400;\">tracking your project\u2019s budget<\/span><span style=\"font-weight: 400;\">. You can do it based on your team\u2019s timesheets, multiplying the number of hours they\u2019ve spent on the project by the rate you charge your client per hour. Again, by comparing estimates with actuals, you can see if you\u2019re on the budget, or not.<\/span><\/p>\n<p style=\"text-align: justify;\"><strong>4. Analyze the project<\/strong><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Using the data you gathered during past projects will give you a huge advantage. Based on that data, you will be able to better plan and manage your future projects. Having a <a href=\"https:\/\/teamdeck.io\/\">resource management software<\/a> with custom reports helps a lot, as you can then organize that data to calculate different metrics, like <\/span><a href=\"https:\/\/teamdeck.io\/toolbox\/calculate-employee-payroll-based-on-their-timesheets\/\"><span style=\"font-weight: 400;\">employee payroll<\/span><\/a><span style=\"font-weight: 400;\"> or <\/span><a href=\"https:\/\/teamdeck.io\/toolbox\/calculate-sales-kpis-with-teamdeck\/\"><span style=\"font-weight: 400;\">sales KPIs<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<figure id=\"attachment_4015\" aria-describedby=\"caption-attachment-4015\" style=\"width: 960px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-4015 size-full\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084547\/resource-management-report-teamdeck.jpg\" alt=\"Systematic resource allocation process and working on existing resources help with finishing project tasks\" width=\"960\" height=\"584\" srcset=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084547\/resource-management-report-teamdeck.jpg 960w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084547\/resource-management-report-teamdeck-300x183.jpg 300w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2018\/07\/13084547\/resource-management-report-teamdeck-768x467.jpg 768w\" sizes=\"auto, (max-width: 960px) 100vw, 960px\" \/><figcaption id=\"caption-attachment-4015\" class=\"wp-caption-text\">Some tools allow sharing reports with the team, executives, or clients<\/figcaption><\/figure>\n<h2 style=\"text-align: justify;\"><strong>Benefits of resource allocation<\/strong><\/h2>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">As you can see, by following the right processes and using a complete resource management tool, you can make resource allocation easier and benefit from it in many ways:<\/span><\/p>\n<ul style=\"text-align: justify;\">\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">It improves the visibility of all resources across the company<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">You can avoid under and over-utilization easier<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">It helps to keep bookings more accurate<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">It\u2019s easier to negotiate bookings with other PMs<\/span><\/li>\n<\/ul>\n<p style=\"text-align: justify;\"><a href=\"http:\/\/app.teamdeck.io\/register\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-4626 size-full\" src=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2019\/01\/29160943\/resource-allocation-signup.png\" alt=\"Teamdeck.io - the project management tool for resource allocation process - signup\" width=\"1212\" height=\"418\" srcset=\"https:\/\/cdn.teamdeck.io\/uploads\/website\/2019\/01\/29160943\/resource-allocation-signup.png 1212w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2019\/01\/29160943\/resource-allocation-signup-300x103.png 300w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2019\/01\/29160943\/resource-allocation-signup-768x265.png 768w, https:\/\/cdn.teamdeck.io\/uploads\/website\/2019\/01\/29160943\/resource-allocation-signup-960x331.png 960w\" sizes=\"auto, (max-width: 1212px) 100vw, 1212px\" \/><\/a><\/p>\n<p>\u00a0<\/p>\n<h2 class=\"ql-align-center\" style=\"text-align: center;\"><strong>Are you looking for software to increase resource allocation in project management? <\/strong>Try Teamdeck &#8211; the dedicated solution for resource allocation<\/h2>\n<p>\u00a0<\/p>","protected":false},"excerpt":{"rendered":"Resursu pie\u0161\u0137ir\u0161ana ir vienk\u0101r\u0161a. Uzziniet, k\u0101 pieiet resursu pie\u0161\u0137ir\u0161anai, lai veidotu j\u0113gpilnas apl\u0113ses un netrauc\u0113ti p\u0101rvald\u012btu darbiniekus.","protected":false},"author":3,"featured_media":4315,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[22],"tags":[42,38],"class_list":["post-4006","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management","tag-resource-allocation","tag-resource-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v23.8 (Yoast SEO v24.3) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Resource Allocation - The Guide for Project Managers [2022] | Teamdeck.io<\/title>\n<meta name=\"description\" content=\"Resource allocation made easy. 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