How to manage resources effectively

The success of any project is definitely determined by how professional and talented the team is, but is that enough? Without efficient resource management, all work done will only end up making efforts without getting the desired results. To help you set it up, we’ve come up with the ultimate guide on how to manage your resources in the most effective way.

1. Bring your team on board

Start with inviting all your teammates to Planyway. This way, it’ll become not only a manager’s tool but a workspace for the whole team. What’s the benefit? First, everyone gets great transparency into who is doing what, so no one is in the dark anymore. They can see how their part of the project fits into the overall vision for the company. Secondly, by centralizing all communication here you can significantly reduce the time you, as a manager, spend on coordinating people and informing them on what to do, avoiding chats and endless email chains.

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2. Set the scope of work

The very first step in planning your resources is to list out tasks the team has to work on. Make a list of the tasks that you need to get done on the Trello board, drill down to a more granular level with checklist items, and have a clear understanding of the scope of work.

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3. Prioritize tasks

Before plunging into the allocation of work items, decide upfront which of them take priority. Look at each task from various angles, including the urgency, importance, profitability, available resources, the speed with which it can get done, and prioritize them accordingly.

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4. Make estimations

It’s a great practice to estimate the time for each task before you go. First, it gives a clear idea to your team of how long you expect them to work on a task. Second, you have a clear picture of project length that can be presented to your clients or leadership, if required.

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5. Add due dates

Due date combined with the priority status and time estimation will help you allocate resources the best way. You can add due dates either right inside the card or just by dragging cards to the timeline. Once you do it, you’ll have a visual representation of deadlines and can fit tasks into the team schedule further more accurately and with less effort.

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6. Allocate resources

Once you've mapped out tasks according to their due dates and priorities, fall on allocating work to your team members. Grouping Planyway timeline by members is the best view to visualize your team availability. You’ll see how much each person has assigned already, so you can add new tasks without a hassle. This view immediately lets you know when someone is overburdened and helps to reassign work to those showing unused capacity.

7. Track workload across projects

If your team is assigned to tasks on multiple boards, no worries! Connect any number of boards required and combine information from them into one single place. No matter what view you use, you’ll see cards from all connected boards together.

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8. Check task statuses

Make sure you have a real-time pulse of how the team is doing by monitoring task statuses. Your teammates can update task statuses by moving cards from list to list on your board, switching labels, and also, once the task has been finished, you can mark them as complete. This way, everyone will be aware of the current state of the project at any time.

9. Keep track of time efforts

Check how the team is performing by tracking the time they are actually spending. Your team can track time manually in their timesheets or press start to begin recording time automatically with the help of the timer as soon as they start to work on a task.

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10. Improve future planning

As you start estimating efforts and tracking time spent by your team, you’re granted a great source of wisdom - forecasting. Analyze team performance and compare estimated and the real time spent through reports, so you can forecast upcoming bandwidth. This can help you plan the budget better as well as the headcount when a similar project hits your desk.

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