The most explicit goal for project managers is to optimize processes. Giving teams everything they need, streamlining task completion, and avoiding exhausting scheduling are part of a coherent, effective project management program.
Many organizations turn to a project management technique called resource leveling to effect these optimizations. By implementing a resource leveling program, organizations have a step-by-step methodology that reduces ballooning budgets, projects running over schedule, and other project hindrances.
Let's examine the potential resource leveling can have for your organization.
What is resource leveling?
In its broadest sense, resource leveling is a project management technique that aims to do more with less. Whatever the resources time, tools, or talent resource leveling management strategy tries to ensure projects have the exact number of available resources they need for the best results.
Resource leveling can be a complicated process. Project resource managers will redistribute teams, budgets, deliverables, schedules, and other additional resources to complete objectives across multiple projects. Effective resource leveling requires a systems-wide perspective to ensure that supplementing one project does not hinder the organization. Resource managers must have a detailed knowledge of resource constraints and time constraints to ensure project teams produce high-quality results in the expected timeframe.
Resource leveling is a cornerstone practice for managers and has general applications for many different areas or industries. Any organization that delegates tasks or handles resource allocation can benefit from a resource leveling program, even with limited resources.
Why is resource leveling important?
To produce the best results, an organization needs to run well. An organization's talent, quality products, and other value-generating components will not function at their peak if organizational structure impedes performance.
Teams use resource leveling to create a work environment that doesn't just remove obstacles to value generation it empowers value generation. With a resource leveling program, organizations get more out of their people, products, and processes by connecting projects with everything they need to succeed. The empowering effects of resource leveling can translate into lower production costs, higher quality products, fewer work overloads, and a happier, healthier workforce.
Resource leveling vs. resource smoothing vs. resource allocation
Project managers may utilize many techniques to reach their goals, and resource leveling is one of several methods. To better understand the applications and benefits of resource leveling, let's compare it with similar methods in resource management: resource smoothing and resource allocation.
Resource leveling describes the overall optimization process, assessing resources and other factors to determine a proper resource-informed strategy. For that reason, leveling can occur before, during, or after the project life cycle. Resource allocation refers to the literal act of distribution as per the general resource leveling scheme and typically occurs during the project.
Resource smoothing occurs within the resource leveling process. It is a means by which project managers can compensate for over and under-allocation of resources, smoothing out their resource leveling as needed.
5 Resource leveling methods
To better understand what resource leveling looks like in practice, let's take a closer look at distinct methods resource leveling methods organizations might implement.
1. Critical Path Method
The Critical Path Method establishes the minimum duration for a project by identifying dependencies, i.e., the necessary tasks required to complete the project. By identifying a project's critical elements and their most efficient sequence, managers create a clear timetable for the ideal project end date.
2. Critical chain management
Like the Critical Path Method, the critical chain method factors resource allocation when determining the minimum duration required to complete a project. By identifying task and resource dependencies, managers can determine the exact sequence to complete a project and its finish dates without an over-allocation of resources.
3. Fast-tracking
Fast-tracking works by separating dependencies from non-dependencies, then employing schedule compression into a shorter project duration speeding up or fast-tracking project progress by assigning team members to complete non-dependent tasks while dependent ones develop.
4. Project crashing
Project crashing is a more extreme version of fast-tracking. In this method, not only are non-dependencies crunched, but managers will also allocate new resources to shorten the project's timeline and address unforeseen resource demands.
5. Common uses of resource leveling
Resource leveling may be employed to address several obstacles. Problems like work overloads, burnout workforces, and other issues hinder project results, typically due to overstretched resources.
For that reason, resource leveling may be implemented and reimplemented during many stages in the project life cycle. Here are a few to consider:
In the early stages of the project planning
Before a project starts, resource leveling is an excellent way to ensure a comprehensive path forward. Projects with clear expectations about timelines, budgets, and resources set beforehand run smoothly.
Throughout the process
Plans are constantly changing. Project managers may implement resource leveling methods to adapt a project to the evolving demands, resource availability, or other constraints throughout the process.
When there is not enough time
Running short on time is a familiar constraint project managers face. Resource leveling can help teams reorient and meet new deadlines when timelines shrink.
When the project schedule needs to be stretched out
The demands for a project may extend its schedule. Resource leveling can help managers adjust teams and resources to free up more capability while projects stretch out.
If a project starts to fall behind schedule
Projects can fall behind schedule for several reasons, but whatever they may be, resource leveling helps get them back on track. With resource leveling, managers can identify obstacles in workflow and resolve them for better performance.
What is an example of resource scheduling?
Resource leveling has many different methods and applications, but what does it look like?
Let's review a few clear examples to see how these methods work.
Example 1:
A marketing team is falling behind schedule on a substantial content marketing project. The editing staff waits for content writers, and videographers can't produce fast enough.
To address production delays, the project manager turns to contractors, acquiring resources in the form of talent to handle the bulk of the problem. The contractors produce enough content to get the project back on schedule.
Example 2:
A software organization pushes up its project deadline because a competitor has moved up their release of a similar product.
To speed up the production process, the project manager determines the essential tasks for the project's completion and prioritizes them in stages.
Teams focus primarily on the essential tasks, leaving non-dependent tasks for later. With more talent working on these specific tasks, the project can meet its new deadline.
8 benefits of implementing resource leveling
1. Creates a positive work environment
Resource leveling requires communication and coordination between management and the workforce. The open collaboration and coherent mission created by a resource leveling program results in an empowered, positive workforce. Getting people what they need builds a rapport that strengthens the bonds of a work environment.
2. Maximizes resources
The primary benefit resource leveling presents is an efficient distribution of resources. Resourcing leveling shores up projects with precisely what they need, avoiding resource conflicts through dynamic redistribution. Resource leveling maximizes resources through considerate redistribution, whether time, money, or people.
3. Encourages proactivity
Resource leveling aims for a clear objective: allocating resources to complete a project as effectively as possible. Because resource leveling is so forward-looking, it implicitly instills greater levels of proactivity. When teams comprehensively view their projects and allotted resources, they know what they have for the future.
4. Prevents stress and burnout
A workforce with misallocated resources will burn out fast. A practical resource leveling technique ensures employees have what they need to succeed, reducing stress and improving organizational confidence.
5. Ensures quality of results
When teams have what they need and a clear path forward, they perform at their best. Resource leveling empowers the people and processes that produce value; they produce better results when empowered.
6. Identifies the right resources for each project
Misallocated resources get in the way of peak performance. By identifying the right resources and their amount, resource leveling eliminates unnecessary obstacles and clears the way for better results.
7. Minimizes production delays
Production delays can arise for all sorts of reasons. Resource leveling reduces the likelihood of production delays by anticipating resource requirements in advance and setting coherent schedules that work towards a singular goal.
8. Identify non-productive time
Resource leveling aims to allocate and coordinate resources for a more productive work environment. To accomplish this, resource managers optimize productive time and phase out or utilize non-productive time to promote a more effective process.
Resource leveling and work-life balance
In recent years, employees have overwhelmingly desired a more fulfilling work-life balance. Organizations that can deliver an improved balance stand the best chance of winning top talent and boosting their performance.
Resource leveling is a benefit to both employees and employers. A practical resource leveling program can ease the workload for employees, reducing time wasted at work or lack of support that drives stress and burnout. In turn, happier, engaged employees work harder; plus, employers can leverage their positive work environment formed through resource leveling to acquire top talent.
How to implement resource leveling in project management
1. Recruit a qualified resource leveling PMP
An effective resource leveling program has its basis in granular insights: how to best distribute resources, alter timelines, etc. No one understands the nuances of good resource leveling better than qualified project managers. Bringing on qualified project management professionals trained in resource leveling strategies ensures you implement these techniques correctly.
2. Evaluate project needs
Adaptability is a built-in feature of a resource leveling strategy. Therefore, resource leveling strategies depend on the specific needs of a project. To that end, organizations should thoroughly evaluate their project needs to implement the right resource leveling strategy.
3. Pinpointing gaps
Resource leveling addresses resource gaps that hold back production. To best implement a resource leveling strategy, management gains an advantage by determining where those gaps exist. Project managers know where to apply resource leveling methods by finding gaps first.
4. Prioritize each step of the project
We've established that some project activities are more critical to a project completion date than others. When implementing a resource strategy, managers should identify dependencies across projects and orient their strategy around them.
5. Track the scope of the project
Resource leveling is a process. To ensure that the strategy works as it should, managers must track its progress for the project scope, so managers not only see the net benefits resource leveling provides but they have a clear paper trail to refer to in the event additional alterations are required.
Recommended resource leveling tools
1. Gantt charts
Gantt charts are infographics that showcase project development organized by task, one stacked on top of the other extending out horizontally. With Gantt charts, managers can see where tasks overlap, projected timelines, and other vital data that assist in building a resource leveling strategy.
2. Project management software
Software programs can be a considerable asset for resource leveling project managers. Suites of programs exist to help managers identify gaps in workflow, estimate timelines, and other elements integral to the project. With intelligent software, project managers find it easier to tailor their resource leveling to a project's needs.
3. Network diagrams
Network diagrams communicate how the many tasks of a project are interlinked. Network diagrams are beneficial when creating a resource leveling strategy, as they indicate dependent tasks from non-dependent ones.
4. Reference previous projects
Previous projects contain massively valuable data that teams leverage to improve current ones. Managers can identify gaps and see what worked and what didn't by referencing past projects and using those insights to create a resource leveling strategy that considers them.
Level up resource leveling with Payscale
Resource leveling works for everyone: it creates more productive work environments, happier, more engaged employees, and better results for employers.
Leveraging resource leveling strategies not just as a production boost but as a benefit for new talent helps organizations bring on the kind of people that further boost results. A resource leveling program, in addition to competitive compensation plans, let prospective new hires know that the organization values their time and hard work.
Learn how to implement new strategies to create stronger talent pools for your organization with Payscale.
