Resource Management Templates: A Project Optimization Tool

Any project becomes easier and more efficient when you know what you have on hand to get the work done. Stay conscious of your available pool of human and non-human resources with dedicated strategies and resource management tools.

One such tool is a resource management template. Let’s look at:

• Two common types of templates for resource management
• How templates help your project managers achieve consistency
• Software platforms that feature resource management templates
• Why a client work management platform is ideal for resource planning

Resource Allocation Template vs. Resource Management Template

Templates for resource management are guides — often in the form of charts, tables or timelines — that outline all resources available for a given project. Depending on your chosen project management method, they might help place resources in various time slots, task categories or project types.

While they’re similar and the terms are sometimes used interchangeably, there are some slight differences between a resource allocation template and a resource management template.

A resource allocation template is generally used as a resource plan before starting a project.

Elements of this type of template include:

• Named employees
• Capacity of each individual
• Resource availability for the duration of the project
• All known individual tasks
• Estimated project timeline

A resource management template is typically used to keep track of actual resources and outcomes during the project. It’s a bit more specific than a resource allocation template and can help you identify and correct for non-compliant resources.

Elements of this type of template include:

• To-date costs
• Quantity of deliverables completed and projected
• Actual schedule for resources used
• Project and budget progress

A Project Team’s Goal: Consistent Time and Task Management

Templates can be major timesavers in all areas of business. They give a project management team a prescribed way to compile and connect project tasks and may prevent them from accidentally overlooking responsibilities. More importantly, templates give project managers a way to monitor and improve processes. 

Resource management templates, in particular, should be an essential part of project planning workflows because they help your team:

• Keep the approach to each type of project consistent
• Stay efficient even without a dedicated resource manager
• Align with other departments on start and end dates
• Avoid a project management silo by offering a bird’s eye view for leadership
• Prevent employee overwhelm by fairly distributing workload
• Evaluate capacity planning and advise on hiring

Software Featuring Project Resource Planning Templates

Creating a project resource management template from scratch can be unnecessarily time-consuming. There are plenty of top resource management tools that include templated options. We’ll review three such platforms.

Azure Resource Manager

Azure Resource Manager is a division of Microsoft’s multifaceted, cloud-based Azure application. This platform is best for IT businesses and app creators, as it contains tools for simplifying testing, staging and production using resources within the Azure suite. It connects to individual resource providers via RESTful API.

Features

• Templates designed to support software development teams 
• Tools for managing, securing and updating resources post-deployment
• Tagging and categorizing
• Subscription verification for each request

Pros

• Thorough documentation
• Features access controls to prevent unwanted modifications to workflows

Cons

• Ideal for managing non-human resources only
• Some users note that dependencies and resource hierarchy can be confusing

Pricing

Because it’s part of Microsoft’s Azure cloud, Azure Resource Manager requires that businesses obtain a custom quote per product.*

Mosaic

Mosaic is a resource and workforce management software featuring AI-powered tools for scheduling, team building and more. The platform makes project planning easier and more efficient with resource capacity planning templates. Mosaic also features budget, time tracking and project management tools and reporting dashboards.

Features

• Demand vs. capacity analysis
• Drag-and-drop org chart to keep track of employee roles
• Team Builder tool to quickly assemble project teams
• Employee skill tracking

Pros

• Robust project scheduling tools
• AI-powered automations

Cons

• Relatively new platform with limited integrations available
• Some users note that the platform’s capabilities can be overwhelming for small teams

Pricing

Mosaic has a 30-day free trial and three pricing tiers:*

• Team: $14.99 per user per month
• Business: $24.99 per user per month
• Enterprise: Custom quotes available

Resource Guru

Resource Guru is a web-based application designed to help service businesses move away from spreadsheets. Along with resource scheduling and management, the platform includes capacity planning, project forecasting, equipment management and meeting room booking features.

Features

• Drag-and-drop resource scheduling
• Personal dashboards and daily schedule emails
• Employee directory
• Clash management and waiting list tools to avoid over-allocation

Pros

• Flexible for a variety of service industries and use cases
• Manage human and non-human resources (e.g., meeting rooms) in one place

Cons

• One user points out that there is no filtering option to view isolated client schedules
• No mobile app

Pricing

Resource Guru offers a 30-day free trial and three pricing tiers:*

• Grasshopper: $2.50 per user per month (plus $0.83 each for non-human resources)
• Blackbelt: $4.16 per user per month (plus $1.25 each for non-human resources)
• Master: $6.65 per user per month (plus $2.08 each for non-human resources)

*Pricing is accurate as of January 2023.

Your Best Resource Planning Tool

The above platforms offer resource management templates and project planning features but are limited in their ability to support a client-based business without multiple integrations. A more cost-effective, scalable solution is to use a comprehensive client work management platform that can help you consolidate your tech stack.

Accelo fits the bill, as it supports all stages of the client journey from quote to payment. Not only can your project managers make use of the scheduling dashboard and accurate time-tracking data, but leadership can use its real-time reports to engage in confident resource planning.

Ready to give it a try? Activate your free trial or schedule a demo.

About the Author

Chelsea Williams is Senior Copywriter at Accelo, where she shares unique insights with service professionals and tells user stories via blogs, eBooks, industry reports and more. She has over 15 years of B2B and B2C writing experience — primarily in tech, sales, education and healthcare. Chelsea is an AWAI-certified Master Copywriter trained in brand storytelling and microcopy.