Successful projects start with precise planning. Get a birds-eye view of team capacity, so you can assign work with confidence, keep clients happy, and boost billable hours.
“Since implementing Resource Guru, things have just become way more efficient. We can't imagine going back to doing what we did before.”
Rob Wilson – Studio Manager, Isobel
Stay on top of team availability so your people and projects succeed in harmony. See who’s underutilized and who's overworked, and plan allocations around conflicting demands.
The bigger and busier your team, the harder it is to keep track. Index and search skills across your agency. Identify gaps so you can hire freelancers before you hit bottlenecks.
With people and projects aligned, deadlines don’t slip. Get a visual overview of project timelines and workloads, so you can deliver work on time and exceed client expectations.
Unprofitable agencies don’t last. Track billable hours and analzye how utilization rates impact your business. Use insights to avoid over-servicing and protect your profit margins.
Every agency has to hustle, but overtime should be the exception, not the rule. Clash management helps you resolve overallocation issues on the fly and keep workloads realistic.
For global teams, communication is key. Daily schedule emails and personal dashboards ensure everyone knows who’s in and out and what they're working on, whatever your time zone.
“Resource Guru brings a lot of confidence to the team. But on top of that, it generates trust from our clients.”
Julián Mercado – Managing Director, Wunderman Thompson
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Project management software and resource management software can sometimes be confused, but they have different purposes. While most project management tools are primarily built for task management, resource management tools are centered around the people actually doing the tasks.
Used correctly, resource management software makes it easy to assess employee workloads and availability in real-time, and allocate work effectively across projects and teams.
This is particularly beneficial in a creative agency, where Resource Managers, Traffic Managers, and Studio Managers act as gatekeepers for the influx of work that comes from Client Services teams.
Without specialist software, there is a risk that overlapping projects will put excessive strain on creative resources, leading to project delays.
Resource management tools make the project planning process much more efficient. The end result is the right people working on the right projects at the right time.
By implementing resource management software at your creative agency you can:
In many cases, creative agency resource management software replaces a more manual process, often involving a spreadsheet.
Managing resources this way is slow and inaccurate, as information doesn’t update dynamically. If people change working hours or roles, gain new skills, or if project needs shift, it’s much harder to reassess and reschedule resources on the fly. That can impact project timelines and lose you clients in the long run.
Both internal and client-facing creative teams can benefit from implementing a resource management solution. The bigger and busier the creative team, the more impact it can have! It can be used to manage the workloads of any of the following roles (and more):
At most creative agencies, it’s the Resource Manager, Studio Manager, or Traffic Manager that manages incoming creative requests, so they are often the primary users.
However, Team Leads, Managers, and Directors will also appreciate how a resource management tool helps keep projects running smoothly and gives accountability by tracking billable hours and utilization rates.
As with most software, there are various solutions out there to choose between.
The right choice for you will depend on the features offered and how they match up to the way you run your agency and how you manage workloads and teams. After that, there may be a preference based on the cost, user experience, and support offered.
Here are a few of the top features you should look for when choosing a resource management solution:
Features aren’t the only important consideration. A good resource management tool for creative agencies will be easy to use and affordable too. When choosing a solution, the elements below may also weigh into your decision:
You should evaluate creative agency resource management software based on all the above factors.
You may find that no one tool does everything perfectly, or there is more than one that meets your needs, so create a shortlist and try them out for yourself. Many tools offer a free trial which gives you the chance to see how it works for your team.