• Matt Gvazdinskas

Are your Resource Management Practices Chaotic or Cutting-Edge?

Updated: Jan 19


Every organization struggles to some extent with resource management. Some organizations are chaotic with little to no process in place while others are cutting-edge with demand prioritization and optimized resource planning practices.


Benchmark studies have helped define common characteristics of organizations across the maturity spectrum. Where does your organization fall on the spectrum? Take the quiz to find out.


1. Does your organization have a dedicated role in place for resource management?

a. No, resource management is one aspect of a manager’s job description.

b. No, but we are thinking about creating a dedicated role.

c. Yes, we have roles dedicated to resource management and planning.


2. Which software tools do you use to forecast resource utilization based on various opportunity scenarios?

a. There are software tools for that?

b. Complex Excel spreadsheets that are always out of date

c. Project and resource management software like TaskRay with Flux Capacity that provide real-time forecasts


3. When do you begin assigning resources to projects?

a. After the project starts

b. We know which roles are needed in advance, but don’t assign resources until the project starts

c. Named resources are soft booked for opportunities projected to close


4. How are resources assigned?

a. Emails are sent around to see who is available at the time

b. We use adhoc reports to summarize assigned tasks and determine resource availability

c. We use software like TaskRay with Flux Capacity to make assignments based on skills, real-time availability considering time away and the sales pipeline


5. How would a resource describe their workload?

a. Overbooked or idle

b. Spread thin and pulled in different directions

c. Steady with a prioritized list of tasks



If you answered mostly A’s, your practices are Chaotic

Your practices can only be described as chaotic. Your organization lacks insight into capacity and demand and is reactive when it comes to resource assignment. The good news: You have lots of room for improvement! Just remember that it takes time, start with simple processes, and don’t ignore the culture change impact. Sound daunting? We can help guide you. Follow @_fluxcapacity for best practices on resource management and capacity planning. Your co-workers will thank you.


If you answered mostly B’s, your practices are Common

The majority of organizations fall into the Common category. You have a high-level view of incoming projects and are utilizing role-based resource planning. You have visibility into who is working what. In order to advance to the next maturity phase, you need to take more control in optimizing your resources. We can help you. Follow @_fluxcapacity for best practices in resource management and capacity planning.


If you answered mostly C’s, your practices are Cutting-Edge

Way to go! According to Jerry Manas, consultant and author of The Resource Management and Capacity Planning Handbook, only 5% of organizations are in the Cutting-Edge category. Your executives believe in the importance of resource management and capacity planning and every level of the organization participates. You have visibility into what everyone is working on and are better equipped to adapt to change in demand. You utilize top-down and bottom-up approaches and leverage software like TaskRay and Flux Capacity to optimize your resources. Although your organization is cutting-edge, you probably still face resource management and capacity planning challenges. Tweet @_fluxcapacity and let us know your biggest challenge.

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