Resource Leveling Basics for Business Process Balancing

Resource Leveling Basics for Business Process Balancing


Resource leveling is the process of optimizing the uneven use of resources caused by peaks and troughs in the project timeline. The goal of the process is to effectively minimize downtime.

One common application is human resource management. When the demand for resources exceeds their availability, workload redistribution can ensure that no one is overwhelmed.


Resource leveling also helps in managing costs. Rationalizing the level of resource utilization can stabilize costs by minimizing budgetary problems.

In project management software, resource leveling mechanisms automatically adjust tasks and schedules based on resource availability and capacity.

Open the project page in Rememo to see a summary graph of the workload of employees per board.

While resource leveling can increase project duration due to task reallocation, this trade-off is often considered acceptable when resource optimization is the goal.

It is important to remember that resource leveling is a dynamic process that requires constant adjustment as project conditions change. Regular monitoring and remediation help balance resources and prevent inefficiencies.


Resource leveling improves overall project management by promoting equity, maintaining balance, ensuring resource efficiency, and contributing to project success.

Thus, the leveling process is an important tool for project managers, greatly contributing to project success and efficient completion. Its application requires careful planning, constant monitoring, and frequent adjustments to the dynamics of the project environment.

Resource Allocation Strategies

Resource allocation strategies help allocate available resources to organizational tasks or departments.

In project management, a resource allocation strategy often involves carefully considering the availability, need, and optimal use of resources such as time, labor, equipment, and money.


Various strategies are used in allocating resources:

  1. Prioritization: Here, resources are directed to tasks of higher importance or those approaching deadlines. This ensures that vital functions receive adequate resources.

  2. Fair Distribution: All tasks or departments receive equal resources. This is a fair strategy when all tasks are of equal importance.

  3. Bottom-Up Evaluation: This involves gathering information from the team members doing the work. This is a democratic and precise approach since it relies on those directly involved in the tasks.

  4. ROI-Based Allocation: Here, resources are channeled to areas with the highest return on investment. Suitable for businesses focused on profitability.

  5. Strategic Allocation: This is where resources are allocated to tasks that align with the company's strategic goals.

  6. Performance-Based Allocation: Resources are assigned based on previous performance. Well-performing departments or individuals get more resources.

Tools and software can help implement these strategies. Through careful planning, constant monitoring, and timely adjustments, organizations can optimize their resources, increase productivity, and increase their chances of achieving their goals.

Remember that successful resource allocation requires flexibility. Changing project circumstances may require a change in strategy. Regular evaluation and adjustment of the strategy is an integral part of the process.

Thus, resource allocation strategies are essential for operational efficiency and project success.

Critical Path Analysis: The Key to Optimization

Critical Path Analysis (CPA) is the cornerstone of project management, especially when optimizing the schedule. It is a method of determining the sequence of project activities that directly affect the project's completion date.


CPA involves creating a model, often in the form of a diagram, that shows the sequence and duration of a project. The sequence with the longest duration is the "critical path". Action along this path cannot be delayed without extending the project.

Steps related to CPA:

  1. Definition of all project activities.

  2. Determination of the order of these actions.

  3. Establishing the time that each action will take.

  4. Identifying dependencies between activities.

  5. Construction of a diagram illustrating the above.

  6. Definition of the critical path.

The benefits of CPA include:

  1. Providing a clear project schedule.

  2. Isolation of critical tasks requiring strict management.

  3. Provides visibility into non-critical tasks with the ability to delay.

CPA allows managers to optimize the allocation of resources. Resources can be focused on critical tasks, while resources assigned to non-critical tasks have some flexibility.


It is important to update the CPA regularly because changes to projects can affect the critical path. The effectiveness of CPA in scheduling optimization depends on accurate data entry and regular review and updates.

By defining a project's critical path, managers can focus on tasks that directly affect the project schedule, improving project efficiency and increasing the likelihood of timely completion.

Overcoming the lack of resources

Overcoming the lack of resources is a common problem in project management, especially in planning.


Various methods are available for efficient task scheduling when dealing with such constraints.

  • One method is to use project management software that automatically adjusts schedules based on resource availability, optimizing resource utilization.

  • Another method uses buffer management. This strategy includes creating slack around critical tasks, which helps offset the impact of a lack of resources without compromising the project schedule.

  • Effective delegation is an important part of overcoming the lack of resources. Allocation of tasks based on the skills and abilities of team members can ensure optimal use of resources and reduce waste.

  • Another method is to break large tasks into smaller, manageable subtasks. This process, known as work breakdown structure (WBS), makes allocating resources more accurately and efficiently easier.

  • Outsourcing is also an option for certain tasks or project phases. This method provides access to additional resources without incurring a long-term commitment.

  • Cross-training team members for multiple tasks can also alleviate resource constraints. This strategy increases the pool of available resources by increasing the skills and versatility of the team.

  • Finally, frequent and clear communication is critical to effective planning and overcoming resource constraints. Regular updates on project status, resource availability, and potential issues enable teams to adapt and adjust schedules efficiently.

Through effective planning, project managers can mitigate the impact of resource shortages, increasing the chances of successful project completion. The choice of methods depends on the project's specifics, the nature of the resources, and the existing constraints.

Effective planning plays an important role. By accurately estimating the duration of tasks and allocating resources accordingly, managers can avoid overwork and downtime.

By rationalizing the use of resources throughout the project, a balance can be achieved by preventing peaks and troughs in resource requirements.

Fight against the reallocation of resources

Resource reallocation refers to situations where resources (including labor, equipment, or capital) are allocated to multiple tasks beyond their capacity.

This management problem can lead to delays, burnout, and inefficient use of resources. Therefore, addressing the problem of over-allocation of resources is critical.


One method for solving the reallocation problem is resource leveling, in which tasks are rescheduled based on the availability of resources. This strategy helps balance the workload without overspreading resources.

Rescheduling tasks can also reduce reallocation. Adjusting deadlines or rescheduling non-critical tasks to periods of less resource demand can reduce the strain on resources.

Task prioritization plays an integral role in combating the reallocation of resources. By focusing resources on high-priority tasks, managers can ensure that critical project components can run smoothly.

Delegating tasks based on skills and abilities is another method. By matching tasks to the right resources, managers can prevent some resources from being overwhelmed and others from being idle.


In conclusion, over-allocation of resources, if left unchecked, can slow down the progress of a project. However, through strategic rescheduling, effective delegation, potential outsourcing, and project management tools, reallocation can be mitigated, leading to more efficient and successful project execution.

Leveling Resources in Urgent Projects

Resource leveling in time-critical projects involves careful resource allocation management to avoid overuse or underutilization while ensuring that the project is delivered on time.

In time-critical projects, effective resource leveling starts with an accurate assessment of resource availability and task duration. Understanding when resources are needed and for how long helps you plan tasks optimally.

The next step is to prioritize tasks based on their importance and urgency. Resources should be prioritized for high-priority tasks to ensure project milestones are met on time.


An important part of resource leveling in time-critical projects is proactively identifying and eliminating potential bottlenecks. These are the points in the project where the demand for resources is high, and if not carefully managed, they can cause delays.

Delegation based on skillsets and capabilities can also help with on-time delivery. Assigning tasks to the most appropriate resources ensures efficiency and quality, which are critical in time-critical projects.

Buffer management is another strategy used to level resources for urgent projects. This includes creating slack around tasks to make up for delays without impacting the overall project schedule.

Continuous monitoring and adjustment is the key to leveling resources in urgent projects. As a project evolves, resource requirements may change. Managers must be willing to make the necessary adjustments to keep the project on track.


While resource leveling can potentially increase project timelines due to task rescheduling, time-critical projects focus on optimizing resource balance without delaying delivery.

In conclusion, resource leveling in time-critical projects is a delicate balance. This requires careful planning, vigilant control, and rapid adjustment. With these strategies, managers can use resources efficiently to ensure that projects are delivered on time.

Comparative Analysis of Resource Leveling Approaches

Resource leveling, central to effective project management, ensures that resources are used optimally. There are various approaches, each with its advantages and potential limitations.

Here we compare these methods.

  • Manual resource leveling allows project managers to leverage their knowledge and experience while providing flexibility and adjustment to the unique factors of a project. However, this approach can be time-consuming for complex projects.

  • Automatic resource leveling, typically implemented by project management software, is based on resource allocation adjustment algorithms. It is efficient, reduces errors, and saves time.

  • Task prioritization for resource-leveling involves allocating resources to high-priority tasks first. This ensures that important tasks are not delayed. But there is a risk that lower-priority tasks will be constantly delayed, which can affect the overall timeline for the project.

  • Task rescheduling is another approach. Involves rescheduling tasks to periods of lower resource demand, which helps balance resource usage. Reduces reallocation of resources but can potentially increase project duration.

  • Buffer management involves creating temporary buffers around tasks. Allows you to compensate for delays without affecting the overall project schedule. It can deal effectively with unexpected resource constraints but may require a longer initial setup time to determine appropriate buffer sizes.

  • Skill-based task delegation ensures that the most appropriate resources perform tasks but requires a deep understanding of the skills and availability of each resource.

In conclusion, resource leveling approaches vary in application and effectiveness depending on project complexity, resource availability, timing, and manager preferences. Often, a combination of these approaches, tailored to the unique needs of a project, produces optimal results.

Managing Resource Dependencies

One of the key steps in managing dependencies is identifying them. Tools like the Dependency Structure Matrix (DSM) can help visualize and understand resource relationships.

Once correlations are identified, managers can schedule tasks appropriately to account for these dependencies, ensure resource availability, and avoid conflicts.

Sequential allocation is a method where resources are allocated to tasks in sequence based on their dependencies, which ensures a smooth workflow.


Monitoring is also an important aspect of resource dependency management. Regular reviews can help detect changes in dependencies early, allowing managers to adjust resource allocation plans quickly.

In addition, resource dependency can be managed by creating contingency plans. This includes developing alternative resource allocation plans if a key resource becomes unavailable due to dependencies.

Project management software can be a valuable tool in complex projects with many resource dependencies. Such software can automatically consider resource dependencies when scheduling tasks and optimizing the process.


In conclusion, resource dependency management is a key aspect of project management. By identifying and understanding these dependencies, planning and allocating resources appropriately, tracking changes, and using the appropriate tools, managers can effectively manage resource dependencies and improve project efficiency.

Resource leveling technologies

One way technology is being used is in project management software. These tools, such as Microsoft Project or Oracle Primavera, can automatically level resources based on task requirements, availability, and priority, saving time and reducing errors.

Artificial intelligence (AI) is a recent trend that is changing the leveling of resources. Machine learning algorithms can analyze past project data to predict future resource requirements and optimize allocation. This predictive analysis can greatly improve efficiency and productivity.


Cloud-based project management tools are also gaining popularity. These platforms offer real-time updates on resource allocation, facilitating quick adjustments. In addition, they provide access to data anytime, anywhere, improving collaboration between team members.

  • Collaboration tools like Slack or Microsoft Teams can also help with resource-leveling. They provide a platform for clear communication, ensuring everyone is aware of task assignments and resource allocation.

  • Issue-tracking tools like Jira or Trello are invaluable for resource-leveling. They allow project managers to monitor the progress of tasks, track resource usage, and quickly make necessary adjustments.

  • Data visualization tools like Tableau or Power BI can improve understanding of resource allocation. They present data graphically, making it easy to spot trends, find problems, and make informed decisions.