{"id":1560,"date":"2017-08-27T07:58:02","date_gmt":"2017-08-27T07:58:02","guid":{"rendered":"https:\/\/resourceguru.wpengine.com\/?p=1560"},"modified":"2025-05-16T16:23:10","modified_gmt":"2025-05-16T16:23:10","slug":"resource-planning-tool","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/resource-management\/resource-planning-tool","title":{"rendered":"How to find the best resource planning tool"},"content":{"rendered":"<p>I am sure you know the feeling \u2013 you&#8217;re working on an important client project and you need another team member to add the finishing touches before the deadline.<\/p>\n<p>You send them an email with the document attached only to see that dreaded auto-response in your inbox: \u201cI\u2019m currently away on vacation with no access to email\u201d. As your heart rate increases, you ask yourself: \u201cIs anyone else available?\u201d<\/p>\n<p>Whether or not you can quickly find someone for the work is going to determine the outcome of the project. But how can you find the person you need? And how can you prevent these situations from happening again in the future? You can use resource planning software.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">In this article \ud83d\udcd6<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/resourceguruapp.com\/blog\/resource-management\/resource-planning-tool\/#What-is-resource-planning\" >What is resource planning?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/resourceguruapp.com\/blog\/resource-management\/resource-planning-tool\/#Can-I-use-a-spreadsheet-for-my-resource-planning\" >Can I use a spreadsheet for my resource planning?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/resourceguruapp.com\/blog\/resource-management\/resource-planning-tool\/#Cant-I-just-use-Google-Calendar-or-Outlook\" >Can&#8217;t I just use Google Calendar or Outlook?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/resourceguruapp.com\/blog\/resource-management\/resource-planning-tool\/#What-should-I-look-for-in-a-resource-planning-tool\" >What should I look for in a resource planning tool?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/resourceguruapp.com\/blog\/resource-management\/resource-planning-tool\/#No-more-searching-required\" >No more searching required :)<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What-is-resource-planning\"><\/span>What is resource planning?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Resource planning is an essential part of the project management process, helping you allocate your resources in an efficient way so you can finish projects on time and under budget. It involves taking the time to plan a schedule of your resource\u2019s upcoming bookings and availability so you can make sure:<\/p>\n<ol>\n<li>you have people with the skills required for your projects, and<\/li>\n<li>these people will be available for the work when needed.<\/li>\n<\/ol>\n<p>Resource planning will also allow you to forecast your resource utilization for the coming months ahead and know whether you\u2019ll need to take on any extra full-time staff. You can use this information to start recruiting or getting in touch with freelancers.<\/p>\n<p>In short, resource planning helps you make sure you\u2019re getting the right person working on each project \u2013 the person with the combination of skills, experience and availability you need.<br \/>\n<div class=\"adblock adblock--bright03\">\n<div class=\"adblock__image\">\n<img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2019\/12\/ogilvy.png\" alt=\"Ogilvy\" width=\"562\" height=\"576\" class=\"alignnone size-full wp-image-2214\" \/><br \/>\n<img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2019\/12\/martin.png\" alt=\"Martin\" width=\"528\" height=\"576\" class=\"alignnone size-full wp-image-2206\" \/>\n<\/div>\n<blockquote><p>&#8220;With the Guru software we get better insights into our daily planning. Great tool &amp; easy to use.&#8221;<\/p>\n<footer><strong>Martin Verdult<br \/>\n<\/strong>Head of Operations<\/footer>\n<p><svg class=\"curve__right\" preserveAspectRatio=\"none\" viewBox=\"0 0 42 236\">\n<path d=\"M42,0H0C20.4,38,31.14,77.5,31.14,118S20.4,198,0,236H42Z\" style=\"fill:#40264d;fill-rule:evenodd\"\/><\/svg><br \/>\n<svg class=\"curve__bottom\" preserveAspectRatio=\"none\" viewBox=\"0 0 236 42\">\n<path d=\"M236,42V0c-38,20.4-77.5,31.14-118,31.14S38,20.4,0,0V42Z\" style=\"fill:#40264d;fill-rule:evenodd\"\/><\/svg>\n<\/p><\/blockquote>\n<div class=\"adblock__link\"><img decoding=\"async\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/themes\/resourceguru_2019\/images\/resource-guru-vertical.svg\" \/><br \/>\n<a id=\"customtestimonial\" class=\"button\" href=\"https:\/\/resourceguruapp.com\">Try It Free<\/a><\/div>\n<\/div>\n\n<h2><span class=\"ez-toc-section\" id=\"Can-I-use-a-spreadsheet-for-my-resource-planning\"><\/span>Can I use a spreadsheet for my resource planning?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>While many people try to use a spreadsheet for resource planning, the complexities involved in day-to-day project scheduling mean they tend to quickly run into problems. The simple truth is that a spreadsheet is not a team calendar \u2013 they are designed for calculations, not date-based planning. If you\u2019re using a spreadsheet to plan resources you will struggle to keep up with the ongoing changes to people\u2019s schedules or to avoid over-allocating resources.<\/p>\n<p>It\u2019s much easier, and cheaper (when you consider the value of the time savings into account) to use dedicated resource planning software like <a href=\"https:\/\/resourceguruapp.com\">Resource Guru<\/a>.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Cant-I-just-use-Google-Calendar-or-Outlook\"><\/span>Can&#8217;t I just use Google Calendar or Outlook?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If you&#8217;re using <a href=\"https:\/\/resourceguruapp.com\/blog\/google-calendar-two-way-sync\">Google Calendar<\/a> or Outlook to plan your day then you might think that you could simply use these tools as your <a href=\"https:\/\/resourceguruapp.com\/blog\/group-calendar-benefits\">team calendar app<\/a>, but there are limitations to this approach.<\/p>\n<p>When you&#8217;re planning resources for a project, it&#8217;s often more efficient to let the people doing the work decide when the actual work is done rather than trying to micro-manage their day \u2013 as long as it is completed on time it doesn&#8217;t usually matter to the planner whether it was worked on between 9am &#8211; 11am or 3pm-5pm.<\/p>\n<p>This can be difficult in Google Calendar or Outlook as every booking needs to be made for a specific time, but the best project planning tools will allow you to create duration-based bookings, so people will know the projects they should be working on while still having the autonomy to decide when the work is completed.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"What-should-I-look-for-in-a-resource-planning-tool\"><\/span>What should I look for in a resource planning tool?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The top resource planning tools will have a range of features including:<\/p>\n<h3>Fast project scheduling<\/h3>\n<p>A project planning schedule is only useful when it\u2019s accurate, so your resource planning tool needs to be fast and simple to use to ensure resource bookings and availability are kept up to date. The best tools have drag and drop scheduling to help you make fast changes to your bookings, along with powerful filters that let you focus the schedule on specific resource types to quickly find resources with availability.<\/p>\n<div id=\"attachment_1564\" style=\"width: 680px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-1564\" class=\"wp-image-1564 size-full\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2018\/06\/schedule-1.png\" alt=\"\" width=\"670\" height=\"300\" \/><p id=\"caption-attachment-1564\" class=\"wp-caption-text\"><em>Resource Guru\u2019s drag and drop schedule<\/em><\/p><\/div>\n<h3>Booking clashes, overbooking, and overtime<\/h3>\n<p>People aren\u2019t robots \u2013 they aren\u2019t available 24\/7 and can typically only work on a small number of projects at any one time. A good resource planning tool will allow you to customise resource availability based upon realistic work hours, and will gracefully handle booking clashes (where multiple bookings are made for the same time period) and overbookings (where resources are being booked beyond their availability) through the use of a waiting list.<\/p>\n<p>And when it\u2019s crunch time for a vital project? Your resource planning tool should allow you to add overtime to temporarily increase a resource\u2019s availability \u2013 but for the sake of your team-members sanity, don\u2019t make a habit of it!<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-1562\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2018\/06\/availability-overtime.png\" alt=\"\" width=\"670\" height=\"300\" \/><\/p>\n<h3>Time off and leave management<\/h3>\n<p>It\u2019s impossible to accurately schedule future projects if you\u2019re not taking your team\u2019s time off into account. Your resource planning tool should allow for time off bookings, temporarily removing availability so a resource isn\u2019t accidentally added to a project while they are away. The best scheduling tools will display this time off alongside regular bookings, giving you the full context of your team\u2019s workload.<\/p>\n<div id=\"attachment_1565\" style=\"width: 680px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-1565\" class=\"size-full wp-image-1565\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2018\/06\/time-off.png\" alt=\"\" width=\"670\" height=\"300\" \/><p id=\"caption-attachment-1565\" class=\"wp-caption-text\"><em>Managing time off is simple in Resource Guru<\/em><\/p><\/div>\n<h3>Utilization reports<\/h3>\n<p>Forecasting resource utilization is an important part of resource planning \u2013 if your team is busy and you\u2019re going to need to find additional talent to take on a future project then it\u2019s vital that you know this early as possible, and not when the project is about to start. The top resource planning tools will help you monitor total resource utilization while also letting you filter down to view more granular calculations on a per-person, per-role, and billable\/non-billable basis. And for those times where you need to dig even deeper, you should also have the option to download your report data into an Excel spreadsheet to further slice and dice your data as needed.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-1566\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2018\/06\/utilzation-reports.png\" alt=\"\" width=\"670\" height=\"300\" \/><\/p>\n<h2><span class=\"ez-toc-section\" id=\"No-more-searching-required\"><\/span>No more searching required :)<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>There\u2019s no need to look any further for a resource planning tool. <a href=\"https:\/\/resourceguruapp.com\">Resource Guru<\/a> is used by teams at Apple, NASA, Deloitte and Saatchi &amp; Saatchi, with powerful functionality including simple-to-use drag and drop scheduling, personal dashboards, absence and leave management, custom fields and filters, utilization reports, and customizable resource availability.<\/p>\n<p>Check out our free <a href=\"https:\/\/resourceguruapp.com\/blog\/the-ultimate-guide-to-resource-management\">guide to resource management<\/a>, or <a href=\"https:\/\/app.resourceguruapp.com\/signup\">start your free 30 day trial<\/a>\u00a0of Resource Guru today.<\/p>\n<h3>Related articles:<\/h3>\n<ul>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/the-ultimate-guide-to-resource-management\">The ultimate guide to resource management<\/a><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/popular-project-methodologies\">Using off-the-shelf project management methodologies as a framework<\/a><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/5-ways-top-project-managers-allocate-their-resources\">5 ways top project managers allocate their resources<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>I am sure you know the feeling \u2013 you&#8217;re working on an important client project and you need another team member to add the finishing touches before the deadline. You send them an email with the&hellip;<\/p>\n","protected":false},"author":5,"featured_media":2079,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[58],"tags":[],"class_list":["post-1560","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-resource-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to find the best resource planning tool<\/title>\n<meta name=\"description\" content=\"A comprehensive guide to selecting the ideal resource planning tool to enhance your team&#039;s productivity and project success.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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