Resource scheduling can help you to keep your projects running within budget and on time. It helps you make sure you have the right team, the right tools and the right resources. Of course, it’s not always as easy as it sounds but with proper scheduling you can minimise waste and also maximise productivity within the project team.
Here we look at how you can master calendars and availability to help keep your project on track and also how to create a project schedule that delivers a successful outcome.
What is resource scheduling?
Resource scheduling looks at the process of planning and then allocating team members, equipment, or materials. They can be required across a number of different tasks or projects in order to make sure that everything will run smoothly. As a project manager when you manage your resources effectively the right people and tools are used on each project. This will help you increase your productivity and reduce your costs.
Key resource scheduling methods
There are two common approaches for scheduling resources, time-constrained scheduling and resource-constrained scheduling. This is how they work:
Time-constrained scheduling
This method requires the completion of a project by a set deadline, if there are not sufficient resources available then it may be necessary to split tasks or reassign them to ensure deadlines are met. This is a case of prioritising time over resource availability, and it works well for fixed and non-negotiable deadlines. However, it can sometimes lead to overload of team members or increased costs.
Resource-constrained scheduling
In this approach, the availability of resources is the top priority. The schedule is adjusted to give priority to the availability of resources. When there are insufficient resources, deadlines and tasks may need to be moved. For projects with tight resource limits but where there is flexibility over timelines this is a good approach that helps avoid overworking team members.
Why is resource scheduling important in project management?
If you want to deliver successful project outcomes then resource scheduling is key. It can:
Minimise burnout and wasted resources
Good resource scheduling ensures that you are not overworking team members and that time and materials are being used correctly instead of being wasted or not used at all. Spreading tasks out evenly makes it easier to stay focused and complete all the tasks.
Help you stay on track
With well-planned resources it is easier to hit deadlines in your project. Project scheduling makes sure that project tasks are done in the correct order – taking account of inter-dependencies. If each task is given a deadline, then you are able to spot any potential delays early in the project lifecycle and take appropriate action.
Control costs
It helps keep track of how you are using resources. This prevents overspending, ensuring tools and time are used wisely. Knowing exactly what you need and when helps prevent last minute expenses and unnecessary purchases.
Help you make smarter decisions
Focusing on your schedule allows you to make decisions with confidence, knowing what resources are available. Yes this might mean reassigning tasks or changing deadlines but these are the reality in project management. And better to make those changes from a position of knowledge.
