A step-by-step guide to resource planning

Whether you’re about to set off on a hike, or rebrand your business, planning what you’ll need along beforehand will make the process smoother. 

That’s because there’s more to accomplishing something than just ticking things off a list (although lists are never a bad idea). It’s about being efficient with what you have and working in a way that feels comfortable for all involved. After all, it’s no good getting to the finish line if you’ve burned through your budget and your team’s burned out along the way. 

For small tasks, like taking a stroll to the park, resource planning is easy. You probably don’t need a checklist — just bring lunch and a bottle of water. But for bigger, more complex jobs, formalizing the process can help to keep you and the team on track. 

This efficiency has the added benefit of building confidence and helping you stay flexible when things change, as they invariably do. This makes it well worth your time and a key step in the project management process. 

What is resource planning?

Resource planning helps you work out what you need to finish a job in the most efficient way possible. It includes managing: 

• People
• Skills
• Tools
• Time, and
• Money.

As a process, it looks at all the moving parts of a project to spot gaps, risks, or bottlenecks before they cause mayhem, while helping you fine-tune processes for better results. 

Why is resource planning important?

Resource planning matters because it keeps projects on track. Without it, tasks can pile up on a few people, deadlines get missed, and budgets spiral out of control.

By planning resources, you create a clear view of what’s needed to get the job done. This means less waste, improved efficiency, and a more cohesive, collaborative team. It also gives you the ability to adapt when things change, like when someone is off sick, or a tool isn’t ready.

Good resource planning also builds confidence. It shows the team and stakeholders that the project is under control. 

Here are some of the biggest benefits of resource planning:

• Improved efficiency: It helps you assign tasks based on skills and availability, meaning fewer delays or downtime.
• Better cost control: It makes it easier to allocate resources in a way that helps you avoid overspending.
• Clear accountability: Everyone knows their responsibilities, which means less overlap or missed tasks. 
• Adaptability: You can quickly respond to changes, like unexpected absences or shifting deadlines.
• Stronger teamwork: A well-planned project boost collaboration by reducing confusion and conflict.
• Reduced risk: You can catch bottlenecks or resource shortages early.

A step-by-step guide to resource planning 

Follow these steps to use your resources like a pro, while staying flexible enough to handle any curveballs that are thrown your way.

1. Define the project goals and scope

Start by understanding the big picture. Write down what the project needs to deliver, including the following: 

• The key milestones
• The final deadline
• Constraints and limitations
• The project’s scope — what’s included and what isn’t. This will prevent scope creep later.
• Internal and external stakeholders.

2. Break down the work

Use a work breakdown structure (WBS) to split the project into bite-sized tasks. By using a WBS template, you can break the work into more manageable chunks, making it easier to plan. For example, if the project involves building a website (which is an overwhelmingly large task), break it down into smaller deliverables like wireframing, content creation, coding, and testing. 

You might want to get SMART goals involved at this stage. This exercise helps you make sure every task that feeds into the whole is specific, measurable, achievable, and linked to a deadline.

3. Identify your available resources

Create an inventory of the resources you already have. This includes:

• Human resources: List all team members, their roles, and their skills.
• Physical resources: Note the tools, equipment, and materials required for the project.
• Financial resources: Outline the budget and any funding constraints.
• Time: Look at the availability of each team member and account for holidays, part-time schedules, or other commitments.
• Additional resources: Record things that need to be acquired or on-hand as backup. 

4. Match tasks to resources

Allocate resources to each team member based on their availability and expertise. Project management software and Gantt charts can help you visualize who’s doing what and when.

Avoid overloading anyone by keeping workloads balanced. For example, if someone is already committed to another project, assign tasks to someone else or adjust deadlines.

5. Build a project schedule

Combine your task list and resource allocations into a timeline. Use tools like critical path analysis to map out task sequence and order, as well as the most time-sensitive jobs. Not every task has to be done sequentially — some can overlap.

To create the schedule:

• Set clear start and end dates for each task.
• Factor in dependencies (tasks that rely on others to be finished first).
• Build in buffer time for unexpected delays.

6. Monitor progress and adjust the plan

Once the project is underway, keep tracking resource usage and task completion. 

• Look for signs of trouble, like missed deadlines, overloaded team members, or unexpected costs. 
• Schedule regular check-ins to review progress and make adjustments.
• Use tools like burndown charts to help you track whether you’re using time and money too quickly.

7. Communicate the plan and updates

Share the resource plan with the team so everyone knows their responsibilities and deadlines. Use project management platforms to create dynamic workflows, and keep the plan accessible and updates visible. Clear communication keeps confusion to a minimum and helps the team stay aligned, even when things change. 

By following these steps, you can build a resource plan that helps you smash your project goals on time, on budget, with less stress.  Ready to give Backlog a try for free today?