{"id":2822,"date":"2022-02-23T16:28:33","date_gmt":"2022-02-23T16:28:33","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=2822"},"modified":"2024-08-06T14:41:54","modified_gmt":"2024-08-06T14:41:54","slug":"prevent-overallocation","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/resource-management\/prevent-overallocation","title":{"rendered":"Why resource planning tools need to prevent overallocation"},"content":{"rendered":"<p>The project management software market is booming, with an expected value of <a href=\"https:\/\/www.mordorintelligence.com\/industry-reports\/project-management-software-systems-market\" target=\"_blank\" rel=\"noopener\">$9.8 billion by 2026<\/a>. Most project managers forecast an <a href=\"https:\/\/wellingtone.co.uk\/wp-content\/uploads\/2021\/03\/The-State-of-PM-2021.pdf\" target=\"_blank\" rel=\"noopener\">increase in project volume<\/a> and their responsibilities over the next few years. So, user-friendly digital tools that reduce manual work and help PMs stay on top of <a href=\"https:\/\/resourceguruapp.com\">resource management and project scheduling<\/a> will be more valuable than ever.<\/p>\n<p>While it\u2019s exciting to keep seeing new <a href=\"https:\/\/resourceguruapp.com\/blog\/modernised-projects-clients\">innovative software features<\/a> designed to support PMs, we\u2019re also surprised to see how many resource planning tools have all kinds of bells and whistles but miss the mark on a key foundational feature:<\/p>\n<p><strong>Preventing overallocation.<\/strong><\/p>\n<p>One of the main reasons projects fail is <a href=\"https:\/\/resourceguruapp.com\/blog\/resource-management-plan-mistake\">overallocated project resources<\/a>. If your resource planning tool doesn\u2019t have the functionality to help stop overallocation, you\u2019re missing out on significant business value\u2014and dealing with unnecessary, <a href=\"https:\/\/www.pmi.org\/learning\/thought-leadership\/pulse\/pulse-of-the-profession-2020\" target=\"_blank\" rel=\"noopener\">costly project problems<\/a> as a result.<\/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\/prevent-overallocation\/#Overallocation-has-a-negative-impact-on-project-quality-and-your-bottom-line\" >Overallocation has a negative impact on project quality and your bottom line<\/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\/prevent-overallocation\/#3-features-in-our-resource-planning-tool-that-prevent-resource-overallocation\" >3 features in our resource planning tool that prevent resource overallocation<\/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\/prevent-overallocation\/#Dont-settle-for-resource-planning-tools-that-add-more-stress-than-they-take-away\" >Don\u2019t settle for resource planning tools that add more stress than they take away<\/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\/prevent-overallocation\/#Related-Resource-Guru-reads\" >Related Resource Guru reads<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Overallocation-has-a-negative-impact-on-project-quality-and-your-bottom-line\"><\/span>Overallocation has a negative impact on project quality and your bottom line<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>All <a href=\"https:\/\/resourceguruapp.com\/features\/capacity-planning-software\">resource planning software<\/a> helps you easily adjust individual workloads, but if it doesn\u2019t alert you when team members are overbooked, it\u2019s easy for those resource allocation issues to fall through the cracks\u2014especially when juggling a large team or ones in different time zones.<\/p>\n<p>This continuous overallocation wreaks havoc on employees, projects, and budgets, leading to missed deadlines, staff churn, and lost money.<\/p>\n<h3>Your project schedules get derailed<\/h3>\n<p>Picture this: you&#8217;re project planning for a client who needs help developing a new app. You run a search with a <a href=\"https:\/\/help.resourceguruapp.com\/en\/articles\/2942088-filtering-resources\">filter based on individual skill sets<\/a> and decide it\u2019d be a perfect fit for Andrea, a recent hire and expert at user experience design.<\/p>\n<p>You open your software\u2019s resource calendar, and you see she has upcoming availability. You drag and drop the project on her schedule and move on.<\/p>\n<p>A month into the project, you\u2019re blindsided when Andrea emails a reminder to you about her upcoming two-week vacation. Because your project management tool didn\u2019t factor in her <a href=\"https:\/\/help.resourceguruapp.com\/en\/articles\/2942093-adding-time-off-sick-time-and-other-types-of-downtime\">time off<\/a> when you booked the project, she\u2019s now overallocated and you have to scramble to find the best resource to cover for her. And if you can\u2019t, you\u2019ll have to push the project timeline back\u2014and face a potential loss of revenue if your frustrated client asks for a discount because of the delay.<\/p>\n<h3>Your team members burn out<\/h3>\n<p>It\u2019s one thing to pick up an extra assignment now and then, but it\u2019s another when team members are constantly overloaded with work. The further you go beyond a <a href=\"https:\/\/www.gartner.com\/smarterwithgartner\/avoid-overloading-project-team\" target=\"_blank\" rel=\"noopener\">70% utilization rate<\/a>, the less float time there is, and the greater the likelihood of employee burnout.<\/p>\n<div style=\"background: #f9f8f8; padding: 30px;\">Check out our <a href=\"https:\/\/resourceguruapp.com\/blog\/project-managers-resource-utilization\">blog post on resource utilization<\/a> to learn what formulas you need to calculate different rates.<\/div>\n<p>&nbsp;<\/p>\n<p>From poorer work quality and productivity to unexpected time off and low morale, the impact of burnout costs companies around <a href=\"https:\/\/ssir.org\/articles\/entry\/burnout_from_an_organizational_perspective\" target=\"_blank\" rel=\"noopener\">$120 to $190 billion annually<\/a>, according to the Stanford Social Innovation Review.<\/p>\n<h3>You lose staff and have to rely on more freelancers<\/h3>\n<p>After surveying employees who left their jobs during the Great Resignation, Limeade found that burnout was the <a href=\"https:\/\/hrexecutive.com\/whats-behind-the-great-resignation-blame-burnout\/\" target=\"_blank\" rel=\"noopener\">number-one cause of turnover<\/a>.<\/p>\n<p>As E.L. Goldberg &amp; Associates president Edie Goldberg notes, between soft costs like lost knowledge and productivity to hard costs like recruiting, the <a href=\"https:\/\/www.gobankingrates.com\/money\/jobs\/true-cost-replacing-employee\/\" target=\"_blank\" rel=\"noopener\">price of turnover<\/a> can quickly add up to hundreds of thousands or even millions.<\/p>\n<p><a href=\"https:\/\/resourceguruapp.com\/blog\/employee-turnover\">Turnover<\/a> also directly affects your ability to plan projects with the best resources for the job. If you don\u2019t have the talent in-house, you\u2019ll have to turn to <a href=\"https:\/\/www.businessnewsdaily.com\/7959-freelance-pay-rates.html\" target=\"_blank\" rel=\"noopener\">expensive freelancers<\/a>, who\u2019ll need more time to get acclimated to client needs.<\/p>\n<p>There\u2019s also the risk that your freelancer won\u2019t work well with your team, which has a negative impact on performance. Just take it from this study by the Royal College of Surgeons\u2014<a href=\"https:\/\/www.peoplemanagement.co.uk\/experts\/research\/poor-teamwork-serious-consequences#gref\" target=\"_blank\" rel=\"noopener\">poor teamwork<\/a> was cited as a leading cause of surgical complications in 76% of cases. If ineffective team collaboration can mess up serious medical procedures, it can mess up any kind of project workflow.<\/p>\n<div class=\"adblock adblock--bright17\">\n<div class=\"adblock__image\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2211\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2019\/12\/grey-shopper.png\" alt=\"Grey Shopper\" width=\"562\" height=\"576\" \/><br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2205\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2019\/12\/katy-surr.png\" alt=\"Katy Surr\" width=\"552\" height=\"576\" \/><\/div>\n<blockquote><p>&#8220;Resource Guru simplifies the way we work and gives us a holistic view of what&#8217;s happening.&#8221;<\/p>\n<footer><strong>Katy Surr<br \/>\n<\/strong>Resource Manager<\/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=\"3-features-in-our-resource-planning-tool-that-prevent-resource-overallocation\"><\/span>3 features in our resource planning tool that prevent resource overallocation<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Think of Resource Guru as a second set of eyes reviewing your <a href=\"https:\/\/resourceguruapp.com\/blog\/6-major-factors-affecting-resource-capacity-planning-in-2019\">capacity planning<\/a>. Our <a href=\"https:\/\/resourceguruapp.com\/features\/resource-scheduling\">resource planning tool<\/a> lets you see exactly what\u2019s going on with your <a href=\"https:\/\/resourceguruapp.com\/blog\/better-project-view\">team capacity in real-time<\/a>, including time off. It also notifies you when people are set to be overbooked. Spreadsheets don\u2019t do that!<\/p>\n<p>Get peace of mind and a healthier bottom line with these three features that help you optimize available resources:<\/p>\n<h3>1. Booking clash alerts<\/h3>\n<p>Our clash management system automatically notifies you if you try to assign work to someone who isn\u2019t available. Remember the debacle with Andrea? With Resource Guru, you would\u2019ve known at the start of the project scheduling process that there was a resource allocation conflict.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-2824 size-full\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-booking-clash.jpg\" alt=\"resource planning tool booking clash\" width=\"1366\" height=\"786\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-booking-clash.jpg 1366w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-booking-clash-943x543.jpg.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-booking-clash-1042x600.jpg.webp 1042w\" sizes=\"auto, (max-width: 1366px) 100vw, 1366px\" \/><\/p>\n<p>Once you get a booking clash notification, you have two resource scheduling options:<\/p>\n<ul>\n<li><strong>Assign the work as overtime.<\/strong> Sometimes OT is necessary, but you don\u2019t want to make a habit of scheduling beyond your team\u2019s usual capacity. Check how the OT affects the resource utilization rate before you assign it \u2014 if it\u2019s significantly over 100%, hold off. In that case &#8230;<\/li>\n<li><strong>Add the work to the Waiting List.<\/strong><\/li>\n<\/ul>\n<h3>2. The Waiting List<\/h3>\n<p>Our unique <a href=\"https:\/\/help.resourceguruapp.com\/en\/articles\/2943350-video-booking-clashes-and-the-waiting-list\">Waiting List feature<\/a> shows you all the unconfirmed, problem bookings on the calendar that don\u2019t line up with current resource availability and capacity. This makes it easy to proactively spot and address overallocation.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-2825 size-full\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-waiting-list.jpg\" alt=\"resource guru waiting list\" width=\"1944\" height=\"668\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-waiting-list.jpg 1944w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-waiting-list-943x324.jpg.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-waiting-list-1042x358.jpg.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-waiting-list-1536x528.jpg 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-waiting-list-943x324@2x.jpg.webp 1886w\" sizes=\"auto, (max-width: 1944px) 100vw, 1944px\" \/><\/p>\n<p>You can add any item flagged by our clash management engine by selecting \u201cAdd to waiting list\u201d instead of \u201cAdd with overtime.\u201d This is where you\u2019d send Andrea\u2019s conflicting assignment, putting it on pause until you circle back to change it.<\/p>\n<p>These types of bookings also appear differently in our <a href=\"https:\/\/resourceguruapp.com\/blog\/google-calendar-two-way-sync\">team calendar software<\/a>\u00a0\u2013 with diagonal lines and a red background \u2013 so you know which ones need to be adjusted.<\/p>\n<p>Waiting List items disappear when you:<\/p>\n<ul>\n<li>Schedule them as overtime<\/li>\n<li>Change their duration to fit in a team member\u2019s schedule<\/li>\n<li>Assign them to another team member who has enough availability<\/li>\n<\/ul>\n<h3>3. Elastic Overtime<\/h3>\n<p>If OT can\u2019t be avoided, our <a href=\"https:\/\/help.resourceguruapp.com\/en\/articles\/2942105-elastic-overtime\">Elastic Overtime feature<\/a> will help you keep track of it and keep it to a minimum. If you book someone for OT and their schedule frees up, Elastic Overtime will automatically cancel the OT and mark the work assignment under regular billable time.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-2826 size-full\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-elastic-overtime.jpg\" alt=\"resource planning tool elastic overtime\" width=\"1368\" height=\"882\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-elastic-overtime.jpg 1368w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-elastic-overtime-943x608.jpg.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-elastic-overtime-1042x672.jpg.webp 1042w\" sizes=\"auto, (max-width: 1368px) 100vw, 1368px\" \/><\/p>\n<p>This automation saves you a ton of time having to manually adjust workloads.<\/p>\n<p>Additionally, our scheduling software highlights OT workloads in red and lists individual OT hours on your dashboard for easier time tracking. You can also keep track of overtime and waiting list bookings with Resource Guru\u2019s <a href=\"https:\/\/help.resourceguruapp.com\/en\/articles\/2942069-capacity-planning\">capacity planning reports<\/a>.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Dont-settle-for-resource-planning-tools-that-add-more-stress-than-they-take-away\"><\/span>Don\u2019t settle for resource planning tools that add more stress than they take away<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Bringing on a <a href=\"https:\/\/resourceguruapp.com\/blog\/capacity-planning-tools\">resource management tool<\/a> is an investment. You need technology that addresses your major project management pain points to get the most for your money. If you have one of these platforms but still deal with constant fallout from overallocation, it\u2019s time for a change.<\/p>\n<p>Turn to a tool that makes your life as a project manager easier, not harder. Say goodbye to overallocation with our <a href=\"https:\/\/resourceguruapp.com\/features\/capacity-planning-software\">resource management software<\/a> that helps companies like NASA and IKEA to schedule and manage balanced workloads with ease.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Related-Resource-Guru-reads\"><\/span>Related Resource Guru reads<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ul>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/project-scheduling-101\">Project scheduling 101: Your guide to project success<\/a><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-planning-guide\">A detailed guide to resource planning<\/a><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-management-plan-mistake\">The #1 mistake you\u2019re making with your resource management plan<\/a><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/project-managers-resource-utilization\">What project managers need to know about resource utilization<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>The project management software market is booming, with an expected value of $9.8 billion by 2026. Most project managers forecast an increase in project volume and their responsibilities over the next few years. So, user-friendly digital&hellip;<\/p>\n","protected":false},"author":29,"featured_media":2828,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[58,38],"tags":[],"class_list":["post-2822","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-resource-management","category-project-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Why resource planning tools need to prevent overallocation<\/title>\n<meta name=\"description\" content=\"Resource planning tools can have all the bells and whistles, but if they don&#039;t proactively prevent overallocation you&#039;re in for a bumpy ride.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, 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