Managing resources effectively is crucial for successful project delivery. In a dynamic business environment, project managers face numerous challenges in allocating and optimising resources. However, there are some essential project management tools that will help you overcome these challenges.
Whether you’re a seasoned project management services professional or a newcomer to the field, understanding and using these project management tools and applying them to your project management training will greatly enhance your ability to deliver projects on time and within budget.
Work breakdown structure (WBS)
The work breakdown structure is a foundational project management technique that involves breaking down the project scope into smaller, manageable tasks. Professionals use WBS as a project management tool to identify the specific activities and deliverables required for the project.
This technique is one of the more successful project management tools as it enables better resource planning and provides a clear understanding of the tasks and the resources needed for each task. By using the WBS, professionals can allocate resources efficiently, identify potential resource constraints, and ensure that resources are aligned with project objectives.
Resource breakdown structure (RBS)
One of the foundational project management tools is the resource breakdown structure (RBS). Similar to the work breakdown structure (WBS), the RBS hierarchically organises project resources, enabling better categorisation and allocation. By breaking down resources into manageable units, this project management solution allows project managers gain a clear understanding of the resources required at each level, facilitating efficient resource planning and allocation.
Gantt charts
Gantt charts are a widely-used project management tool to visualise project tasks, durations, and dependencies. However, they are also valuable for resource management. A Gantt chart illustrates work completed over a period of time in relation to the time planned for the work. By incorporating resource information into Gantt charts, project managers can identify resource bottlenecks and optimise resource allocation. These charts are effective project management tools as they provide a clear overview of resource availability and ensure that the right resources are assigned to tasks at the appropriate time.
Resource histograms
Resource histograms are great project management tools as they offer a graphical representation of resource usage over time. They provide a visual understanding of resource demand and availability, allowing project managers to identify periods of high or low resource utilisation. By analysing these histograms, project managers can make informed decisions regarding resource allocation, levelling resource demand and avoiding overutilisation or underutilisation of resources.
Resource management software
Dedicated resource management software tools have become invaluable for project managers. These project management tools, such as enterprise project management software, Microsoft Project, Smartsheet and Wrike, provide robust functionalities for resource allocation, tracking, and reporting.
They offer centralised repositories for resource information, enable real-time collaboration and streamline resource management processes. These project management tools significantly enhance efficiency, accuracy and visibility in resource management, making them indispensable for successful project delivery and project management training.
Resource capacity planning project management tools
Estimating resource capacity and identifying resource gaps are essential for effective resource management. Resource capacity planning project management tools assist project managers in predicting resource availability, considering factors like skills, availability, and workload. These project management tools help in making informed decisions about resource allocation and staffing, ensuring that projects are adequately resourced and delivered on schedule.
Resource pooling
Resource pooling involves maintaining a centralised repository of available resources across multiple projects. This project management technique allows project managers to optimise resource utilisation by effectively sharing resources among different project teams. Resource pooling mitigates resource shortages, reduces duplication and fosters collaboration across projects, resulting in improved overall project performance.
Resource tracking and reporting
Tracking and reporting on resource utilisation and performance are critical for effective resource management. Project managers rely on project management tools that provide real-time visibility into resource usage, enabling timely adjustments and proactive decision-making. Accurate and up-to-date resource tracking and reporting facilitate efficient resource allocation, prevent resource conflicts and ensure optimal resource utilisation throughout the project lifecycle.
Resource optimisation project management techniques
Project managers employ various resource optimisation techniques, such as project management skills, resource levelling and resource smoothing. Resource levelling aims to balance resource demand and availability, ensuring a more even distribution of workloads. On the other hand, resource smoothing focuses on reducing peaks and valleys in resource utilisation by adjusting task schedules. By applying these techniques, project managers can minimise resource conflicts, maximise resource utilisation, and enhance project delivery efficiency.
By harnessing these project management tools and using essential project management software, project professionals can enhance their ability to deliver projects on time, within budget, and with maximum efficiency. Effective project management training can further improve skills and equip you to tackle any challenges that come their way.
