Stop winging it:
Resource management that actually works

Five essential strategies for making resource management less stressful and more effective

Strategy #1: Plan for the unpredictable—yes, it’s possible…

Balancing your team’s current workload while keeping an eye on future opportunities is tricky. The last thing you want is to overcommit your resources—or worse, underutilize them.

Stay ahead with smart planning. Use a project management tool to scenario plan upcoming projects, so when they close, you’re ready to go.
Allocate time before locking in details. Reserve high-level blocks of time for key jobs, then refine with actual tasks as plans take shape.
Stay agile. Regularly review forecasts and adjust as new work comes in—so your team stays busy, but never overloaded.

Pro tip: Ace resource allocation

Think of resource allocation like meal prepping for your team’s workload—plan ahead, and everything runs smoothly. Skip it, and you're scrambling at the last minute.

Allocations in Teamwork.com help you stay in control by:

Locking in time for key work phases - design, review, deep focus time - whatever your project needs
Keeping projects on track by aligning tasks with your big-picture plan
Balancing workloads smartly so no one is overloaded or left with nothing to do
Spotting resource gaps early before they derail deadlines and budgets

Great resource management isn’t about rigid plans—it’s about building in flexibility, so you can adjust without throwing your team into chaos.

Strategy #2: Avoid boom-or-bust cycles

Some weeks feel like a never-ending sprint, while others are painfully slow. Smart capacity planning smooths out the chaos.

Track team availability and allocate resources wisely to prevent overload
Stagger project start dates and break work into phases to balance demand
Have backup resources ready (freelancers or cross-trained staff) for sudden spikes
Hold weekly capacity check-ins to adjust priorities before small issues become big problems

Pro tip: Plan team capacity with confidence

The Workload Planner in Teamwork.com gives you a clear view of who’s busy, who’s free, and where work needs balancing. Based on estimated time and start/end dates of tasks, people's week automatically fills with work.

Assign unplanned tasks: Got floating tasks with no owner? Use unplanned tasks to see what needs assigning
Split capacity: Too much work on one person? Divide tasks across multiple team members to keep workloads even
Dig into task details: Click any task for a quick-view panel with key info like estimated time, files, and comments
Find what you need, fast: Search by user or company, switch between week and month views, and refine results with filters
Add unavailable time: Include known absences like training, vacations, and training

No more overload. No more downtime. Just smooth, smart planning.

Strategy #3: Turn “maybe” into “money”

Not every project that lands in your pipeline is a sure thing—but when they are, you need a smooth transition from tentative to confirmed.

Use a clear status system to track which projects are tentative vs. confirmed
Adjust resource plans in real time as projects become locked in
Leverage automation to reduce the manual effort of shifting projects into active workflows

Pro tip: Shift resources on
the fly—without the stress

Project needs change fast, and rigid resource plans just don’t cut it. Stay agile, avoid bottlenecks, and keep workloads balanced—without the panic.

Monitor resource levels: Track availability, workloads, and risks with real-time data.
Reallocate on the fly: Shift team members or adjust workloads as priorities evolve.
Balance across projects: Keep work evenly distributed. No burnout, no idle hands.
Spot and solve bottlenecks: Redirect resources where they’re needed most—before delays hit.

With real-time adjustments, you stay ahead, keep projects moving, and make resource planning effortless.

Strategy #4: Right people on the
right projects

It’s not just about assigning work—it’s about making sure the right people are doing it.

Create detailed role profiles to match skills with project needs
Use a skills matrix to map out your team’s strengths and gaps
Assign projects strategically based on skill requirements and availability

Strategy #5: Know your worth
(and charge accordingly)

Revenue forecasting isn’t just about keeping the lights on—it’s about maximizing profitability.

Define clear billing rates for different roles and services
Use project management tools to track time and expenses accurately
Regularly review and adjust billing rates to reflect costs and market conditions

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"Look, I love a good deal, but suddenly, everything is billable? What happened to those ‘quick favors’ I used to get for free? Wait, you’re saying smart resource management helps you set better expectations, avoid scope creep, and actually get paid for your work?

– The Client

Even The Client is realizing the value of proper resource planning. Let’s make sure he doesn’t talk you into freebies anymore.