Why to Use Resource Planning SoftwareThat may seem strange, but even the trip to the store and managing of a great corporation have something in common. Every business has a goal, and achieving this goal requires certain resources: time, money, people, and their specific tasks. Controlling the resources is a crucial aspect for your success. And some specialized software can really help.
You may wonder if there is a real need for resource planning software. Is it possible to manage your job without it? The answer is obvious: it is possible. Anyone can make paper schedules or record the plan in the diary. But is it really normal in our digital world? Each variation of “homemade” tools lead to a greater risk of human error, redundant work, file overwrites, multiple versioning etc. Several years ago people measured the mileage of their morning jogs and heart rate themselves. However, most of us now use gadgets, apps, and programs for that. It's convenient, it saves time and effort, it helps to think and act structurally. The same can be said about any progressive software – including resource planning software.
Here are the main PROs for using resource planning software.
Even the smallest project includes a huge amount of resources, because when we say “resources” we mean a lot: time, material, facility, food, technics, equipment, IT assets and people, of course (full-time employees, freelancers, subcontractors). If you’re working in the event industry, for example, you also need a help of many creative persons – artists, performers, photographers and more (whom you can find at EventCV). And all of them must be under your control. That’s why utilizing resources effectively requires strategic planning by means of specialized software because it lets you see the whole picture.
Visualization is important. You can’t keep in mind all the pieces of the puzzle without visualization. However, if you see everything on the screen, if everything is grouped according to the time, if you see the workload of each person in the team, it is much easier to control the process and make right decisions.
Using resource planning software makes it easier to see who has a smaller workload, and who has the time to deal with unexpected tasks. Therefore resource planning software solves the challenge of knowing if your resources are allocated in the way that you would meet your clients' needs or achieve your business objectives.
Common resource planning software capabilities include not only planning of individual roles and workload, but also scheduling, utilization reporting, resource availability forecasting, resource auditing, and discovery. Resource planning keeps utilization rates at a profitable level, reducing the non-billable time your resources spend on projects. In addition, resource planning software helps you scale predictably. When a project doubles in size or you win a new client, resource planning software shows where you can pull resources to complete the necessary tasks.
Some of the resource planning tools allow you to take the “what-if scenario” into consideration. You can play with some variations of what might happen (illnesses, logistical collapses etc) and the software will predict the outcome. Once you’ve seen the data, you can decide how to allocate resources to achieve results instead of wasting money. Professionals from every industry that deals with project planning know pretty well that none of the projects go exactly like you planned them. So as soon as you define what's the ideal course for the project to go, you can expect that to change. Making complexed adjustments manually in a real time can be painstaking, if not impossible. Meanwhile, the good software gives you quick flexibility: you can change anything and put all the relevant stakeholders on notice of those changes with a few clicks.
Author Bio: Ekaterina Alipova, chief editor at EventCV. Started her career as a journalist in 1996, worked for various national newspapers and magazines. Ekaterina writes about event industry since 2007, she was one of the first authors at eventmarket.ru and event.ru, wrote for the organizing team of the first Global Event Forum in Saint-Petersburg, co-author of the book “Russian catering 20 years of success “.