{"id":2834,"date":"2022-02-28T19:51:53","date_gmt":"2022-02-28T19:51:53","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=2834"},"modified":"2025-05-15T16:24:10","modified_gmt":"2025-05-15T16:24:10","slug":"resource-constraints-tips","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/resource-management\/resource-constraints-tips","title":{"rendered":"5 tips to help you manage resource constraints (+ examples)"},"content":{"rendered":"<p>The success of a project relies on how well a project manager handles different resource constraints. The most common examples of resource constraints are limits and risks related to resource availability and <a href=\"https:\/\/medium.com\/@singhkajal8076\/why-is-it-important-to-balance-the-project-management-triangle-8b27f095ec5d\" target=\"_blank\" rel=\"noopener\">project costs, scope, and time<\/a>.<\/p>\n<p>A change in any one of these factors creates a ripple effect that ultimately affects overall project quality. Need to push out a deadline because your lead developer called off? That\u2019ll increase costs. Your client wants additional work done? That changes the scope, which changes costs and the timeline. And you\u2019ll need to rearrange workloads or put already-busy team members on overtime.<\/p>\n<p>The million-dollar question isn\u2019t whether resource constraints will happen \u2013 they will \u2013 but how to successfully navigate those constraints when they arise.<\/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-constraints-tips\/#1-Interview-project-stakeholders-to-make-a-comprehensive-work-breakdown-structure\" >1. Interview project stakeholders to make a comprehensive work breakdown structure<\/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-constraints-tips\/#2-Use-project-data-to-create-realistic-timelines\" >2. Use project data to create realistic timelines<\/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-constraints-tips\/#3-Check-your-resource-utilization-to-stop-overallocation\" >3. Check your resource utilization to stop overallocation<\/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-constraints-tips\/#4-Run-forecasting-reports-throughout-your-project-lifecycles\" >4. Run forecasting reports throughout your project lifecycles<\/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-constraints-tips\/#5-Switch-from-spreadsheets-to-resource-management-software\" >5. Switch from spreadsheets to resource management software<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/resourceguruapp.com\/blog\/resource-management\/resource-constraints-tips\/#Resource-constraints-are-unavoidable-but-there-are-ways-to-avoid-stress-over-them\" >Resource constraints are unavoidable, but there are ways to avoid stress over them<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"1-Interview-project-stakeholders-to-make-a-comprehensive-work-breakdown-structure\"><\/span>1. Interview project stakeholders to make a comprehensive work breakdown structure<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>A work breakdown structure (WBS) is the foundation of effective <a href=\"https:\/\/resourceguruapp.com\/blog\/project-scheduling-101\">project scheduling<\/a> and <a href=\"https:\/\/resourceguruapp.com\/blog\/resource-planning-guide\">resource planning<\/a>, laying out every deliverable needed to complete a project. You base your <a href=\"https:\/\/resourceguruapp.com\/blog\/customer-spotlight-why-wunderman-colombia-allocate-projects-with-resource-guru\">resource allocations<\/a> on the activities listed in the WBS. So, if you\u2019re missing steps, you won\u2019t have team members assigned to them. Then you\u2019re scrambling to find available resources.<\/p>\n<p>The key to an effective WBS is extracting as much information as possible from project stakeholders in the kick-off call. The more you know about the client\u2019s project goals, the easier it is to develop a clear picture of what tasks and people you need to meet them. Come prepared with a list of questions and send a follow-up email if you think of any additional ones after your meeting. This will save everyone stress in the long run.<\/p>\n<div id=\"attachment_2837\" style=\"width: 1922px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-2837\" class=\"wp-image-2837 size-full\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/work-breakdown-structure.png\" alt=\"project work breakdown structure\" width=\"1912\" height=\"1240\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/work-breakdown-structure.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/work-breakdown-structure-943x612.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/work-breakdown-structure-1042x676.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/work-breakdown-structure-1536x996.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/work-breakdown-structure-943x612@2x.png.webp 1886w\" sizes=\"auto, (max-width: 1912px) 100vw, 1912px\" \/><p id=\"caption-attachment-2837\" class=\"wp-caption-text\"><em>A work breakdown structure clearly identifies every step needed to finish a project.<\/em><\/p><\/div>\n<p>A detailed WBS also helps you manage resource constraints because it\u2019ll show you exactly which tasks rely on each other (project dependencies) and which ones can be worked on at the same time.<\/p>\n<p>Let\u2019s think about this in the context of construction project planning. With a thorough WBS, it\u2019d be much easier for a project manager to spot potential bottlenecks ahead of time, like only having two backhoes to share across three construction sites. The PM could then get ahead of the roadblock by <a href=\"https:\/\/resourceguruapp.com\/features\/equipment-management-software\">renting more equipment<\/a>. If they discovered this issue in the middle of the project, it would throw off timelines and could cost more on such short notice.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"2-Use-project-data-to-create-realistic-timelines\"><\/span>2. Use project data to create realistic timelines<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><a href=\"https:\/\/resourceguruapp.com\/blog\/project-scheduling-101\">Unrealistic timelines<\/a> constrain all your resources. Think about it: if you discover your team can\u2019t meet the approved schedule (typically when the project is already well underway), you have two options.<\/p>\n<p>You can bring in extra people to help get things up to speed, but that means pulling them away from their current work and affecting the timelines of those projects. Or you can go to your client and <a href=\"https:\/\/resourceguruapp.com\/blog\/smart-project-negotiating-strategies\">negotiate an extension<\/a>, but that can put a dent in your relationship and revenue if they ask for a discount in exchange.<\/p>\n<p>Avoid the chaos by analyzing timelines for past similar projects at the <em>start<\/em> of the <a href=\"https:\/\/resourceguruapp.com\/blog\/resource-management-plan\">project planning<\/a> process and using them to set achievable milestones. For example, if you know two previous projects for Aardvark Studios took between 5 and 7 billable days to finish, don\u2019t schedule the next one to be done in just 4.<\/p>\n<div id=\"attachment_2849\" style=\"width: 2020px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-2849\" class=\"wp-image-2849 size-full\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-project-client-report-2.png\" alt=\"resource guru client project report\" width=\"2010\" height=\"998\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-project-client-report-2.png 2010w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-project-client-report-2-943x468.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-project-client-report-2-1042x517.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-project-client-report-2-1536x763.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-project-client-report-2-943x468@2x.png.webp 1886w\" sizes=\"auto, (max-width: 2010px) 100vw, 2010px\" \/><p id=\"caption-attachment-2849\" class=\"wp-caption-text\"><em>Review how long past projects took to create more reasonable timelines.<\/em><\/p><\/div>\n<p>These project metrics also help you build in a strategic buffer period into your schedule, which gives you some flexibility with your timeframes if roadblocks come up. In the case of the next Aardvark project, that could look like bumping the billable time to 7.5 or 8 days, depending on the new scope.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"3-Check-your-resource-utilization-to-stop-overallocation\"><\/span>3. Check your resource utilization to stop overallocation<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>When team members burn out, project management constraints get even tighter. People call off unexpectedly, and productivity and work quality both suffer. Additionally, overallocation can come back to bite you in the middle of projects when you suddenly realize a staff member is out of office. Then, you have to rush to find cover.<\/p>\n<p>You want to respect your people and their time, and preventing project team members from being overbooked is a key way to manage resource constraints. Review your <a href=\"https:\/\/resourceguruapp.com\/blog\/capacity-planning-tools\">capacity planning<\/a> to make sure overallocations don\u2019t slip through the cracks.<\/p>\n<p>While some overtime might be necessary every now and then, it shouldn\u2019t be a constant. Make sure you factor in leave time and keep an eye out for <a href=\"https:\/\/resourceguruapp.com\/blog\/project-managers-resource-utilization\">resource utilization rates<\/a> that rise <a href=\"https:\/\/www.gartner.com\/smarterwithgartner\/avoid-overloading-project-team\" target=\"_blank\" rel=\"noopener\">above 80%<\/a> so you can adjust workloads. Any higher, and you start increasing the probability of expensive employee <a href=\"https:\/\/ssir.org\/articles\/entry\/burnout_from_an_organizational_perspective\" target=\"_blank\" rel=\"noopener\">burnout<\/a> and even <a href=\"https:\/\/www.forbes.com\/sites\/forbesbusinesscouncil\/2021\/12\/07\/the-great-resignation-why-employee-turnover-is-killing-businesses\/?sh=4bda248779df\" target=\"_blank\" rel=\"noopener\">turnover<\/a>.<\/p>\n<div id=\"attachment_2843\" style=\"width: 1922px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-2843\" class=\"wp-image-2843 size-full\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-schedule-close-up.png\" alt=\"identify resource constraints in your schedule\" width=\"1912\" height=\"1192\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-schedule-close-up.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-schedule-close-up-943x588.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-schedule-close-up-1042x650.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-schedule-close-up-1536x958.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-schedule-close-up-943x588@2x.png.webp 1886w\" sizes=\"auto, (max-width: 1912px) 100vw, 1912px\" \/><p id=\"caption-attachment-2843\" class=\"wp-caption-text\"><em>Forecasting reports help you make more strategic choices to keep projects on track. <\/em><\/p><\/div>\n<p>Lastly, check in with your team and let them know how much you appreciate their work and that you\u2019re here to help if they start feeling overwhelmed.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"4-Run-forecasting-reports-throughout-your-project-lifecycles\"><\/span>4. Run forecasting reports throughout your project lifecycles<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Managing resource constraints is all about planning ahead, and one of the best ways to do so is by running weekly <a href=\"https:\/\/resourceguruapp.com\/features\/project-forecasting-reports\">forecasting reports<\/a>. While you can\u2019t possibly know every issue that might come up, using project data to predict potential risks means you can get out in front of a lot of roadblocks.<\/p>\n<p>For example, if you run a forecast for the next month and it shows an unusually high amount of unscheduled or non-billable hours, that\u2019s telling you there\u2019s an issue with underutilization that needs to be addressed.<\/p>\n<div id=\"attachment_2846\" style=\"width: 1922px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-2846\" class=\"wp-image-2846 size-full\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-reporting-summary.jpg\" alt=\"report on utilization to identify resource constraints\" width=\"1912\" height=\"1080\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-reporting-summary.jpg 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-reporting-summary-943x533.jpg.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-reporting-summary-1042x589.jpg.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-reporting-summary-1536x868.jpg 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-reporting-summary-943x533@2x.jpg.webp 1886w\" sizes=\"auto, (max-width: 1912px) 100vw, 1912px\" \/><p id=\"caption-attachment-2846\" class=\"wp-caption-text\"><em>Forecasting reports help you make more strategic choices to keep projects on track.<\/em><\/p><\/div>\n<p>When you have the data highlighting warning signs, you can take action to get ahead of curveballs that can easily derail your current and future projects.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"5-Switch-from-spreadsheets-to-resource-management-software\"><\/span>5. Switch from spreadsheets to resource management software<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>While you can use manual tools like Excel to try and manage resource constraints, it\u2019s much more time intensive and error prone than using an automated resource planning tool.<\/p>\n<p>Project management software like <a href=\"https:\/\/resourceguruapp.com\">Resource Guru<\/a> helps you maintain an optimal balance between your team members, costs, scope, and time.<\/p>\n<div id=\"attachment_2850\" style=\"width: 1922px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-2850\" class=\"wp-image-2850 size-full\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-flexible-schedules.png\" alt=\"resource guru flexible schedules\" width=\"1912\" height=\"1192\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-flexible-schedules.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-flexible-schedules-943x588.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-flexible-schedules-1042x650.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-flexible-schedules-1536x958.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-flexible-schedules-943x588@2x.png.webp 1886w\" sizes=\"auto, (max-width: 1912px) 100vw, 1912px\" \/><p id=\"caption-attachment-2850\" class=\"wp-caption-text\"><em>Our user-friendly platform takes the manual work out of resource management and gives you a clear view of everything happening with projects.<\/em><\/p><\/div>\n<ol>\n<li><strong>Saves you time when scheduling and reporting.<\/strong> Dedicated <a href=\"https:\/\/resourceguruapp.com\/features\/resource-management\">resource management software<\/a> saves you time by automatically adjusting analytics like utilization rates as workloads change. In a tool like Excel, you\u2019d have to do this manually. The same goes for reporting\u2014you can pull together customizable reports with a few clicks of a button instead of spending hours compiling data manually.<\/li>\n<li><strong>Supports accurate capacity planning with leave management features.<\/strong> Thanks to our <a href=\"https:\/\/resourceguruapp.com\/blog\/google-calendar-two-way-sync\">Google Calendar integration<\/a> and integrations with tools like <a href=\"https:\/\/resourceguruapp.com\/blog\/microsoft-teams-resource-guru\">Microsoft Teams<\/a>, you won\u2019t miss any <a href=\"https:\/\/resourceguruapp.com\/features\/leave-management\">employee time off<\/a> when planning resource allocations for projects. Resource Guru also keeps track of different PTO categories, so you know which team members to nudge to ensure they use their well-deserved time off and don\u2019t burn out.<\/li>\n<li><strong>Lets you take macro and micro views on resource information.<\/strong> With both summary and granular project data at your fingertips, you can quickly find what you\u2019re looking for and see the real-time impact of changing workloads and timelines. For instance, when you add a new project, you can see how it impacts your team utilization rate. If it\u2019s significantly lower or higher than 70\u201380%, drill down and review individual team schedules to see where workloads can be adjusted for a more optimal workload balance.<\/li>\n<\/ol>\n<div class=\"adblock adblock--bright11\">\n<div class=\"adblock__image\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2209\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2019\/12\/avatar.png\" alt=\"Avatar\" width=\"562\" height=\"576\" \/><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2204\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2019\/12\/jamie-colarossi.png\" alt=\"Jamie Colarossi\" width=\"548\" height=\"576\" \/><\/div>\n<blockquote><p>&#8220;Resource Guru has significantly improved our visibility, boosting project ownership and forecasting ability.&#8221;<\/p>\n<footer><strong>Jamie Colarossi<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=\"Resource-constraints-are-unavoidable-but-there-are-ways-to-avoid-stress-over-them\"><\/span>Resource constraints are unavoidable, but there are ways to avoid stress over them<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>It\u2019s impossible to get rid of resource constraints entirely. But by identifying limited resources early on in your planning process, you give yourself more time to address them \u2013 saving yourself, your team, and your clients frustration in the long run.<\/p>\n<p>See how our <a href=\"https:\/\/resourceguruapp.com\/features\/project-scheduling-software\">project scheduling software<\/a> helps you stay on track as you plan for and adapt to changing variables and <a href=\"https:\/\/app.resourceguruapp.com\/signup\">try it for free for 30 days<\/a>.<\/p>\n<h3>Related Resource Guru reads<\/h3>\n<ul>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-planning-guide\">A detailed guide to resource planning for project managers<\/a><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-scheduling-guide\">Resource scheduling guide for project managers<\/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<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The success of a project relies on how well a project manager handles different resource constraints. The most common examples of resource constraints are limits and risks related to resource availability and project costs, scope, and&hellip;<\/p>\n","protected":false},"author":29,"featured_media":2835,"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-2834","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 v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>5 Tips to Help You Manage Resource Constraints With Examples<\/title>\n<meta name=\"description\" content=\"The question for project managers isn\u2019t whether resource constraints will happen \u2013 they will \u2013 but how to navigate them 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