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Resource Management: The Ultimate Guide for Beginners

Complete Guide to Resource Management

The art of resource management is one of the most important things in business. By using resources effectively, you can be more productive and better execute goals. You’ll work smarter, not harder.

The term project resource management sounds simple, but in practice, it takes much time and effort to understand its key elements and patterns. You have to be strategic about goals and manage your underutilized and limited resources carefully to get ahead. This includes understanding your objectives and developing a good process for comprehensive resource management planning. With this, you can better oversee resource utilization, plan resource capacity and manage time.

How to build an efficient resource management system? This is what this resource management guide will help you to achieve. We will learn about:

  1. Resource Management Definition
  2. Main Advantages of Resource Management
  3. Working Process and Resource Management System
  4. Resource Management Software
  5. How to Plan Your Resources with ActivityTimeline

Resource Management Definition

What is resource management? According to Shopify’s Business Encyclopedia, resource management is the process by which businesses manage their various resources effectively. It is the process of deciding which resources you need, which ones to use, and how to make them work together. Resources are everything that you need to accomplish your tasks. Resource planning is the process of deciding which resources you need for a task/project, what those resources can do, and how they should be used.

There are two types of resource management: human and non-human resources. These could be the skills of the project team members, equipment, the type of software to use, etc.

Why is resource management so important?

Resource management is important because it helps businesses make the most efficient use of their resources, whether they are human or non-human. Proper resource planning and management will help ensure that resources in project management are utilized in an optimal way. This can help reduce waste, maximize efficiency, and ultimately, improve profitability. In addition, effective resource management can also help businesses make better strategic decisions. With the right resources in place, businesses can develop better strategies and make better decisions that will help them achieve their goals.

Main Advantages of Resource Management

Resource management is a simple yet powerful concept. It’s the ability to identify and manage the resources to achieve your goals, so you need to make sure you’re using them wisely. Here are some reasons why you need to focus on resource management:

It allows for maximizing the efficiency of the processes

During the project lifecycle, all of the elements are tightly connected as one mechanism, and if one cog is broken, the mechanism will stop. If you manage resources in the right way, monitor capacity, and track workload requirements, in order to prevent work over, or underloading, the inner work processes will be continuing. Moreover, constant resource monitoring allows us to see potential bottlenecks and eliminate them.

Helps you to create a clear, comprehensive picture during the project planning

Resource management is closely connected with project management. It is difficult to disagree that wise resource utilization influences project success hugely. The right resource distribution ensures that teams will meet the deadlines and deliver upcoming projects on time.

Resource management allows you to plan for the long terms

Preliminary planning is a key to success, as later it helps to save time, effort and avoid obstacles. When you clearly know who is doing what and when it will be done, the following project planning processes become much easier. When you understand the resource capacity, resource allocation is no more a problem. Resource managers or project managers effortlessly build future plans and strategies based on the right resource utilization.

Managing resources allows getting more done in less time

Resource management involves setting priorities, schedule management on both team and individual levels, task delegation, and monitoring. As a result, resources always have a balanced workload and can finish their work on time and even faster.

Cons of Resource Management

Although there are many benefits of resource management, there are also some potential drawbacks to consider.

  1. Complexity: Resource management can be complex, leading to confusion and inefficiency if not managed properly.
  2. Time and Effort: It requires significant time and effort for data analysis, planning, and monitoring, which can divert attention from other important tasks.
  3. Cost: Resource management incurs costs for tracking, tools, training, and maintenance, and mismanagement can result in financial losses.
  4. Limited Flexibility: Rigid resource allocation plans can hinder adaptability and responsiveness to unexpected changes or opportunities.
  5. Conflict and Prioritization Issues: Resource allocation can lead to conflicts and dissatisfaction due to competing demands and different perspectives.
  6. Inaccurate Resource Planning: Predicting resource needs accurately can be challenging, impacting project timelines and quality.
  7. Human Factors: Human-related challenges like burnout, turnover, and miscommunication can disrupt resource management.

Despite these cons, effective resource management practices can mitigate these challenges and improve efficiency and project outcomes.

Working Process and Resource Management System

While running a business/project people often face the problem of waste. It can be a waste of precious time, money, and, of course, resources. But the following and bigger problem is that we’re not measuring that waste and project resources lack. If we can’t measure it, we can’t manage it. So how can we solve this resource issues?

With the help of the resource management system, which will help to track resource distribution and utilization. The first thing you’ll need to do is to figure out exactly which things you’re spending your time on. For most businesses, it’s going to be a combination of project management, sales, and customer service.

With the promotion of remote work, outsourcing, and international offices, it has become much harder to keep abreast of events. That’s why resource management systems are a must-have for companies and can be created with the help of the right resource management tools.

Main Resource Management Stages

Resource management is a critical part of any business as it is the process of managing resources effectively to improve efficiency and reduce costs. It involves the planning, scheduling, monitoring, reporting, and optimization of resources to ensure that they are being utilized in the most productive and efficient manner. By following these steps, businesses can ensure that their resources are working for them in the best way possible.

  1. Planning: Establishing what resources are needed for tasks, what those resources can do, and how they should be used.
  2. Scheduling: Developing plans for the use and allocation of resources.
  3. Monitoring: Tracking how and where resources are being utilized.
  4. Reporting: Documenting, analyzing, and presenting findings from resource management.
  5. Optimization: Making adjustments or changes based on the findings from resource management to improve the efficiency of resource utilization.

3 Resource Management Techniques You Should Know

Resource management is an essential part of any business as it is the process of managing resources effectively to improve efficiency and reduce costs. Resource management can help businesses save money by reducing the number of resources needed to complete a project, as well as optimizing the use of resources. There are several techniques businesses can use to practice resource management, such as resource pooling, resource allocation, and resource leveling. Here is a little resource management guide of management techniques:

Resource Pooling

Resource pooling is the practice of grouping together resources so that several projects can share resources. This is a great way to reduce costs and increase efficiency as multiple projects can use the same resources rather than having each project need to procure its own set of resources.

Resource Allocation

Resource allocation is the process of using different methods to allocate resources efficiently. One method is priority-based scheduling, which assigns priorities to tasks and allocates resources accordingly. Another is activity-based resource allocation, which looks at the activities needed to complete the project and then allocates resources accordingly.

Resource Leveling

Resource leveling is the practice of reorganizing tasks to match the resource availability, deal with overloading and resource constraints. This can be done by looking at the tasks that have already been scheduled and then adjusting them to make sure resources are used optimally. By doing this, businesses can ensure that they are not wasting time and resources on tasks that can be put off.

Important Features to Seek in a Resource Management Tool

Resource management tools are essential for any business that is looking to optimize the use of resources and make the most of their time and budget. A good resource management tool should have powerful capabilities such as scheduling, optimization, reporting, collaboration, and budgeting & forecasting. Take a closer look at the features of resource management tools:

Resource Scheduling

A resource management tool should have powerful task- and project schedule capabilities. It should be able to quickly and efficiently schedule tasks according to the available quantity of resources. This will help ensure that the resources are utilized in the most efficient way possible. As an example, scheduling in ActivityTimeline add-on for Jira:

Process Optimization

The tool should be able to quickly optimize task sequencing and resource utilization in order to maximize efficiency. This will enable businesses to make sure that their resources are used in the best way possible.


The tool should be able to generate detailed reports on resource utilization, costs, and other metrics. This will provide businesses with the information they need to make better-informed decisions about their resource usage.

 Resource Utilization Report in Jira - ActivityTimeline


A good resource management tool should enable team members to collaborate easily in order to make better decisions. This will help ensure that resources are used in the most efficient way possible and also promote better teamwork.

Budgeting & Forecasting

A good resource management tool should also be able to help businesses plan for the future and budget accordingly. This will enable them to better manage costs and resources by providing the ability to forecast expenses and accurately predict the future.

A Comprehensive Guide: Step-by-Step Resource Management Process

What is the resource management process? Resource management is an important part of any business as it is the process of managing resources effectively to improve efficiency and reduce costs. This guide provides a step-by-step process to help businesses implement an effective resource management plan. This includes understanding what resources are available to you, creating a plan, allocating resources, monitoring utilization, making adjustments, and evaluating the results.

Identify Resources

The first step in the process is to identify the resources that are available to you. This includes both human and non-human resources such as skills, equipment, and project planning software. This will enable you to plan ahead and ensure that you have the right resources in place to get the job done.

Create a Resource Plan

After identifying the resources available to you, it is time to create a resource plan. This should involve setting goals and objectives, determining what resources will be needed to achieve those goals, and deciding how those resources will be used. This plan will help determine the best approach to resource management.

Allocate Resources

Once you have a plan in place, you can begin the process of allocating resources on resource calendar. You will need to determine the best way to utilize available resources to ensure that tasks are completed efficiently. This could involve allocating resources to tasks on a priority basis, assigning resources to teams, or redistributing resources as needed.

Monitor Utilization

Once resources have been allocated, it is important to monitor how they are being used to ensure that they are being utilized in the most efficient way possible. This can involve tracking the number of hours spent on a project timeline, the number of resources allocated to a task, or the qualifications of those assigned to tasks.

Evaluate Results

Finally, it is important to evaluate the results of your resource management plan. This can involve looking at how successful it was and how it could be improved. The evaluation will help you identify areas where resources could be better allocated and determine if there are any areas of waste.


Resource Management Software

Business is a lot more than a single employee, a computer, and a small office. There are employees, contractors, and a myriad of other resources that all have to be managed – otherwise, your business won’t survive. How can you make sure that all these different pieces work together smoothly? The answer involves resource management software.

Most of the world’s companies use resource management software to stay on the same page with all of the teams. It is a tool that simplifies the management of employees, and facilitates resource planning, allocation, and tracking.

Plan in ActivityTimeline for Jira

Of course, there are thousands of resource management apps and platforms and many resource management guides to understand them. An average user may get confused while searching for the best choice. As an option, you may try one of the most popular and widespread platforms – Jira. This resource management solution is used by millions of people and was developed to help various teams to manage different types of work – from software development and customer support to business operations. It suits businesses of all types – small start-ups, mature companies, and huge enterprises.

Among key benefits are improved visibility, clear prioritization, and high-level planning. One more advantage is the possibility to integrate with 3d party add-ons, which expand the capabilities of the platform and allows to add more useful features for users.

ActivityTimeline a resource planning addon for Jira

Jira provides lots of add-ons for resource planning and management. If you’re not sure where to start, you may try Jira in combination with a resource management add-on for Jira ActivityTimeline.

Plan your Resources with ActivityTimeline 

ActivityTimeline perfectly suits resource management needs. It’ll come in handy for teams of different sizes and types. The app allows managing both human and non-human resources with the help of meaningful individual/team timelines.

With the help of a scalable dashboard, you can assign and track tasks instantly. Create different events, and specific skills and assign positions to your users, all while tracking their work. Manage vacations, sick leaves, and more.

ActivityTimeline Dashboard for Jira

The cross-project view for shared resources helps to receive a comprehensive picture of the workflows without effort. Timesheeting, workload, and availability reporting under singlehood. App even provides a personal workspace for users to track their own tasks&projects.
ActivityTimeline Personal Workspace

ActivityTimeline is the best choice for those who just start to investigate resource management, as its user-friendly dashboard makes resource planning effortless.

Start a Free Trial or Schedule a Free Demo Session with experts to discover more features.


What are resource management tools?

Resource management tools are software applications that help businesses manage their resources effectively. They provide features of resource management tools that help optimize resource utilization, enhance team collaboration, automate processes, track utilization, and performance, and forecast for the future.

What is an example of resource management in Jira?

Jira is a resource management tool that is used to manage complete projects and resources. It offers features for planning, scheduling, tracking, and reporting, allowing users to prioritize tasks, set due dates, and easily adjust plans to make the most of their resources.

What goes into a resource management plan?

A resource management plan should list out the goals and objectives, specify which resources are needed, outline resource allocation, include scheduling, create a monitoring system, provide a process for making adjustments, and include a process for evaluating the results.

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