Resource Allocation: Definition and Tips

It may sound complicated to allocate resources. It doesn’t have it to be complicated, however.
You will be able to allocate resources efficiently if you have a clearly defined scope of work, a plan that is documented, and a clear picture about the resources available.
What is resource allocation in project administration?
Resource allocation simply refers to allocating your resources (time, people, and tools) across various tasks in a project so that you can meet your deadlines.
Imagine that you are managing a content creation project. You must know who is available (resources), to complete the tasks (tasks), in order to meet deadlines and budgets. This is resource allocation in a nutshell.
It sounds simple, right? There is an art to resource allocation. Let’s look at some simple ways to manage project allocation more efficiently.
How to allocate resources within an organization
Here are some quick tips to help you manage your workload and keep your project on track. This will allow you to allocate resources across projects and not overextend your team.
1. Get to know your resources
Before you start to scope a project, it is important to understand the needs of your agency or team. These are some resources considerations that you should keep in mind when planning your project.
How many people are on your team?
Your team will be able to work on one project at a given time or manage multiple projects simultaneously.
Are there any other tools or equipment required for the project?
What type of space do you need for your team to be able to work effectively?
These questions will help you to create a realistic scope for your project and ensure that your team has the resources they need to complete it.
2. Follow the scope
Once you have created a scope, make sure to carefully read it. You must ensure that you understand all deliverables and the timeframe. These key facts will help you determine how many people you should assign to the project, and what obstacles might prevent you from meeting deadlines.
3. Plan your journey
Many teams don’t have the luxury to focus on one project at a given time. It is crucial to have a plan in place for every project that you take on.
You can easily track the progress of your team’s projects by logging their assignments and project schedules in a big picture plan. This allows you to set realistic deadlines and advocate for additional resources when necessary.
For free resources that will help you create better plans and get everyone onboard, visit our Plan Up education hub.
4. Refrain from the urge to over-simplify
You can easily monitor the workload of your team across multiple projects using simple resource management software. You might find another designer who is more available if your designer has been assigned to more than a dozen tasks in the same week as you need to deliver mockups for a client.
It’s easy for you to believe that your team will find a way to accomplish everything. This approach can lead to burnout and lower quality products.
TeamGantt allows you to check your team availability directly from your gantt charts. This makes it easy to see who has the bandwidth for new work while you create your project plan.
You can see how one Project Manager handles workload management in TeamGantt by watching the video below.
5. Track and manage your time
At the beginning of a project, estimate the time it will take to complete each task. Hourly estimation will allow you to put parameters around abstract tasks and assign your resources accordingly.
Ask your team members to track their time and to monitor their progress. This will allow you to compare estimated hours with actual hours. If things are not in order, you can reallocate resources to ensure your team is still able to meet the deadline.
6. Use tools to simplify the management of your workload
Balancing resources across multiple projects can be overwhelming and difficult. TeamGantt integrates resource management into your gantt Cha