Resource scheduling is the process of arranging resources in the most efficient way possible so that the right resources are available at the right times.
Resource scheduling in project management translates into coordinating projects and resources so that there are enough of the required resources for the duration of a project. It also prevents over-allocation or under-allocation of resources, as well as ensures that employees are suited to and happy with the tasks they are being allocated.
You might be wondering if you really need special software for resource scheduling - wouldn’t a good, old-fashioned spreadsheet do just fine? And the answer to that is that many companies do get by with spreadsheets and a lot of sweat but there is a better way. Whether it’s a free resource scheduling tool or a more robust resource scheduling application, using software over spreadsheets presents the following advantages:
Online resource scheduling platforms have become increasingly popular, and any savvy agency will use one. These platforms usually come with a resource scheduling app so you can conveniently manage your resources from anywhere.
Below, I’ll define some terms commonly used in reference to resource scheduling.
If you use a good resource management and scheduling system, the above will be calculated automatically.
Not all projects are created equal, and your scheduling should reflect that. If a project is high-priority, you’ll want to assign more resources and your most skilled team members to the project. Resource scheduling software allows you to see which projects require priority and enables you to adjust accordingly.
Before starting to use resource scheduling, some project managers wonder if planning every detail in advance might reduce flexibility. The answer to this is quite simple: having your resources down pat in advance can only benefit you. If you need to adjust as you go along, that’s part and parcel of resource scheduling and can be done easily with good software.
Balance workloads & see your team’s progress
With Workamajig’s resource management scheduling software, you can view your team’s workload within the project schedule.
The staff scheduling dashboard updates as tasks are assigned and hours are logged, giving you real-time insights into current workloads and available bandwidth.
Our system also lets users mark holidays or days off and sync with calendar systems to share availability. This helps managers schedule staff appropriately and keep projects on track.
This ensures that client expectations are as accurate as possible and allows you to anticipate whether you need to offload some tasks to a freelancer or add members to your team.
Managing Materials & Information with Workamajig
For creative agencies, managing information — such as approvals, analytics, and feedback — is one of the most critical resources.
Centralize project resources and streamline team collaboration
Part of Workamajig’s task management features is the ability to consolidate communications within the platform. Within each task, you can create message threads and tag specific individuals to request feedback.
For additional reference, you can upload relevant files and content — our system supports most file types, including text documents, PDFs, images, audio files, videos, and HTML. You can also organize files into folders to keep everything in order.
Adding team members, freelancers, and clients to your workspace while managing their access helps you monitor all the conversations related to your projects and ensures everyone has what they need to move forward.
Managing Financial Resources with Workamajig
Financial management is closely tied to managing human and material resources. Timely purchasing is essential to ensure your team has what they need to complete their tasks.
Workamajig facilitates smooth project purchases by allowing you to pre-set parameters such as approvers and purchase limits for project managers. This streamlines the purchasing process and prevents approval bottlenecks.
Add purchase limits and approvers for easy coordination and recording of your team’s transactions.
For easy client reimbursements and constant spending awareness, Workamajig offers intuitive expense tracking features. You can connect expenses to specific tasks and projects for better financial oversight.
Read more: Best Creative Project Management Tools with Financial Tracking
