What is resource
scheduling ?

Project Management with Resource Scheduling

One of Visual Planning’s primary concepts is resource scheduling. This concept falls within resource management. Basically resource scheduling refers to the set of actions and methodology used by organizations to efficiently assign the resources they have to jobs, tasks or projects they need to complete, and schedule start and end dates for each task or project based on resource availability. Depending on industry, resources can be people (either employees or independent contractors), equipment and machines (this is frequent for construction, manufacturing or maintenance businesses) or rooms and facilities. They may also need for consumable resources (for instance, materials and parts for manufacturing).

Resource scheduling is a key step of project management indeed. When resource availability and work capacity are the primary factors that determine a project’s deadline, project managers sometimes speak of resource-constrained scheduling.

resource scheduling visual 1

But we can often use resource scheduling software for simple operation management. It allows managers to outline completion dates for tasks assigned to their teams. Then they can report to stakeholders such as customers or a board of directors.



Typical resource scheduling steps include:

resource scheduling visual 2

Listing tasks or jobs that need to be completed along with an assumption of duration or effort. We can express them in hours, days, or eventually percentage of occupation.

resource scheduling visual 3

Identifying constraints for each job or task. Then, it can be a deadline, a set of skills required to complete the task, a location where the resources need to be moved for the job, etc.

Identifying the types and number of resources needed to complete each task, i.e. the resource demand. We can express the demand for each type of resource in hours or days for people, machines, etc. and in quantity if we also need parts and materials.

Controlling the future availability of resources of each category (employees, equipment, rooms…). This is sometimes called capacity. If the resources are primarily people, this includes knowing how much work they typically do in a day, what their current and forecasted workload is, if there are any planned absences or time off, new hires, etc. We can express the total availability for a period in a number of day and hours. For consumables, this involves quantity in stock, shipping delays for just-in-time deliveries, etc.

Matching available resources with tasks or jobs, i.e. scheduling resources to perform specific tasks or jobs at a specific date, until we assign all work. If a type of resource is in high demand and has a low capacity, this step may include delaying some jobs or projects as original deadlines cannot be met. For this reason, adequately forecasting the resource capacity vs. demand ratio allows managers to anticipate bottlenecks or low activity periods.


In Visual Planning, a resource schedule will show which resource is assigned to which task. In summary It lists the individual resources of a category (for instance, all employees, or all machines). It also shows what each of those resources is assigned to do on a timeline that can be displayed at an hourly, daily, weekly or monthly scale. Events are individual work items such as tasks or jobs in Visual Planning. Thus a block of color identify them on the schedule. Events can also be non-working to represent unavailability (vacations for employees, planned maintenance for equipment, etc.). If multiple types of resources are used, users can easily switch from one resource schedule view to another, or display several schedules at once. For that reason this is called multi-resource scheduling.

If you would like to learn more on resource scheduling methods, feel free to review our scheduling blog. You may also subscribe to the Scheduling Newsletter below. For more information on Visual Planning, check out our full list of features.


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