Resource Leveling

Overview

Resource leveling is a project management technique that resolves resource overallocation or scheduling conflicts by adjusting task start and finish dates. According to the PMBOK Guide, it ensures projects can be completed with available resources by balancing resource demand against supply.

The Time-Resource Trade-off

Resource leveling always involves a trade-off between two project constraints:

Option 1: Keep Current Deadline

• Requires adding more resources
• May increase project costs
• Could compromise quality if resources are stretched

Option 2: Work with Current Resources

• Extends project timeline
• Maintains resource quality
• May delay deliverables

Key Techniques

1. Task Rescheduling

Adjust start/end dates for non-critical tasks:

• Move tasks to periods with available capacity
• Utilize float/slack time
• Delay low-priority work
• Smooth resource demand over time

2. Resource Reallocation

Shift resources between tasks:

• Move people from over-resourced to under-resourced tasks
• Cross-train for flexibility
• Share resources across projects
• Balance workload across team

3. Task Splitting

Break tasks into smaller pieces:

• Allow partial completion
• Insert breaks when resources unavailable
• Resume when resources free up
• May reduce efficiency due to setup/teardown

4. Working Extended Hours

Increase availability temporarily:

• Overtime for short periods
• Weekend work
• Holiday work
• Temporary increased capacity

Note: Use sparingly to avoid burnout

Integration with Time Tracking

Capacity Planning

Time tracking data reveals:

• Actual capacity per person/team
• Utilization rates
• Historical productivity
• Realistic availability (after meetings, admin, etc.)

Identifying Overallocation

Track when resources are:

• Assigned more hours than available
• Working excessive overtime
• Context-switching excessively
• Missing deadlines due to overload

Optimizing Allocation

Use historical data to:

• Predict task durations accurately
• Assign work based on actual productivity
• Account for skill levels
• Balance workload fairly

Benefits

Minimizes Delays

• Resolves conflicts before they cause problems
• Accounts for resource availability proactively
• Keeps project on track
• Reduces likelihood of missed deadlines

Prevents Burnout

• Distributes work evenly
• Avoids overloading individuals
• Allows for sustainable pace
• Improves team morale

Improves Resource Utilization

• Eliminates idle time
• Maximizes use of available capacity
• Reduces waste
• Increases ROI on resources

Enhances Visibility

• Clear view of resource allocation
• Identifies bottlenecks
• Shows capacity constraints
• Supports better planning

Resource Leveling Process

Step 1: Identify Overallocations

• Review resource assignments
• Compare to available capacity
• Flag conflicts and overlaps
• Prioritize critical path tasks

Step 2: Analyze Float/Slack

• Identify tasks with scheduling flexibility
• Focus on non-critical path items
• Calculate total float for each task
• Preserve critical path if possible

Step 3: Adjust Schedule

• Delay tasks with float
• Extend task durations if needed
• Split tasks where appropriate
• Update dependencies

Step 4: Validate Solution

• Ensure all resources within capacity
• Check impact on project timeline
• Verify critical path
• Get stakeholder approval

Step 5: Monitor and Adjust

• Track actual vs. planned allocation
• Adjust as priorities change
• Re-level when new information emerges
• Continuous improvement

Tools and Software

Most project management tools support resource leveling:

• Microsoft Project: Automated leveling algorithms
• Primavera P6: Advanced resource optimization
• Smartsheet: Resource management views
• Asana: Workload management
• Monday.com: Capacity planning
• LiquidPlanner: Predictive scheduling with resource leveling
• Resource Guru: Dedicated resource scheduling

Best Practices

1. Level Early and Often

• Don't wait for problems to emerge
• Level during initial planning
• Re-level when scope changes
• Regular reviews (weekly/bi-weekly)

2. Prioritize Critical Path

• Protect critical path tasks
• Level non-critical first
• Only extend critical path if absolutely necessary
• Communicate impact to stakeholders

3. Consider Skills and Availability

• Not all resources are interchangeable
• Account for expertise levels
• Factor in planned time off
• Consider training needs

4. Communicate Changes

• Inform affected team members
• Explain rationale for adjustments
• Get buy-in on new schedule
• Document decisions

5. Balance Short and Long Term

• Don't over-optimize for today
• Consider future project needs
• Maintain strategic capacity
• Develop talent for future work

Common Challenges

Challenge: Limited Float

Issue: Many tasks on or near critical path Solutions:

• Add resources if budget allows
• Negotiate timeline extension
• Reduce scope
• Fast-track or crash schedule strategically

Challenge: Highly Specialized Resources

Issue: Only one person can do certain tasks Solutions:

• Cross-train team members
• Hire contractors for peak periods
• Outsource when appropriate
• Plan further in advance

Challenge: Resistance to Changes

Issue: Team members prefer original schedule Solutions:

• Explain benefits clearly
• Show data supporting changes
• Involve team in solution
• Maintain fairness in allocation

Metrics to Track

Resource Utilization

Formula: (Actual Hours Worked / Available Hours) × 100

Target: 70-85% (allows for flexibility)

Overallocation Frequency

Number of instances where resources assigned beyond capacity

Goal: Zero or near-zero after leveling

Schedule Impact

Days added to project timeline due to leveling

Monitor trend: Should decrease as planning improves

Leveling Effectiveness

Comparison of planned vs. actual resource usage

Improvement indicates better leveling

Related Techniques

Resource Smoothing

• Maintains original completion date
• Only adjusts tasks with free float
• Less disruptive than leveling
• May not fully resolve overallocation

Critical Chain Method

• Focuses on resource dependencies
• Uses buffers for protection
• Different approach to same problem

Fast Tracking

• Overlaps sequential tasks
• Opposite of leveling (increases resource demand)
• Used when time is more critical than resources

Project Crashing

• Adds resources to shorten duration
• Can create overallocation that needs leveling
• Useful when deadline is fixed