Project resource management. It’s not the flashiest topic, but it’s the backbone of any successful A&E firm. If you’re not managing resources properly, you’re setting your projects—and your teams—up for failure.

It’s a balancing act—juggling human capital, materials, budgets, and timelines, all while meeting project objectives and staying within scope. It’s difficult, but with the right strategies and tools, project resource management can become a streamlined process that sets your firm apart from the competition.

In this blog, we’ll break down what it takes to master project resource management, the unique needs of A&E firms within project resource management, and how to avoid the pitfalls along the way.

What Is Project Resource Management?

Let’s start with the basics. Project resource management is all about using the tools at your disposal—your people, money, and materials—to deliver a project successfully. It’s not as simple as allocating resources though. It’s also about planning ahead, managing the details, and keeping everything aligned with your project’s goals.

In simple terms, project resource management involves making sure you have the right resources in the right places at the right time. Whether you’re managing a massive bridge project or designing a small retail space, you need to:

• Allocate resources effectively to meet project timelines and expectations.
• Monitor resource utilization to avoid overloading your team.
• Adjust plans quickly when things change (because they always do).

Without a proper project resource management plan, even the best project managers can run into budget overruns, missed deadlines, and stressed-out teams. When you nail the resource management process, you set your team up for timely project completion and fewer surprises.

Why Is Resource Management Tougher for A&E Firms?

In A&E, we’re playing a different game than most industries. The stakes are high, and the pressure to deliver is constant. Let’s unpack why resource management is particularly challenging in this industry.

Juggling Multiple Projects

A&E firms rarely have the luxury of working on just one project at a time. Teams are often stretched across multiple projects, each with overlapping deadlines and competing priorities.

Take a structural engineer, for example. On Monday, they might be reviewing plans for a high-rise downtown. By Wednesday, they’re troubleshooting a bridge design. The same team is expected to deliver on all fronts without delays or drop-offs in quality.

This juggling act creates bottlenecks, increases stress, and makes resource availability a constant concern. Without careful resource scheduling, things can fall apart quickly.

For more on tackling overlapping projects, check out our blog on managing multiple projects at a time.

Specialized Skills Are Hard to Find

Let’s face it: not just anyone can jump into an A&E project. Many require niche expertise, whether it’s a geotechnical engineer, a BIM specialist, or a licensed surveyor. These roles aren’t just specialized—they’re in high demand, and there aren’t enough professionals to go around.

When you’re short on human resources with the right qualifications, delays become inevitable. Projects slow down while you wait for the right skills to become available, and clients don’t always understand the hold-up.

Balancing Billable vs Non-Billable Hours

Profitability in A&E hinges on how well you balance billable vs non-billable hours. Billable hours are what clients pay for, but non-billable hours—like internal meetings, training, or business development—are unavoidable.

The problem is that spending too much time on non-billable tasks eats into margins, but skipping them altogether can hurt productivity in the long run. Finding the right balance is a constant challenge, especially when every hour counts.

Prioritize billable work but don’t ignore the value of non-billable tasks like training and team-building. For a deeper dive into this issue, check out our blog on balancing billable vs non-billable hours.

Dealing With Scope Creep

Few things disrupt resource management like scope creep. In A&E, project requirements often evolve midstream. A client might request additional design iterations or new sustainability features that weren’t in the original scope.

This throws off your resource planning and creates extra strain on your team, especially if human resources or materials are already committed elsewhere.

Resource Constraints From Regulatory Compliance

A&E projects are often heavily regulated, whether it’s environmental laws, building codes, or safety standards. Ensuring compliance can tie up resources—both people and time—that would otherwise be allocated elsewhere. These compliance demands can lead to delays or extra costs if they’re not accounted for in your resource management plan.

Geographic Challenges

A&E projects aren’t always local. Many firms manage resources across cities, states, or even countries. This adds layers of complexity, from navigating local permitting laws to coordinating on-site logistics. Geographic distance makes it harder to share project resources and monitor project progress effectively, especially when teams are spread thin.

Managing Design Iterations

Unlike many industries, A&E projects often involve numerous design iterations before final approval. Each revision impacts schedules, resource allocation, and overall costs. It’s a tough cycle to manage, especially when teams feel like they’re constantly playing catch-up.

These challenges aren’t going away. The complexity of A&E projects means resource management will always require extra attention. Without the right systems in place, it’s easy for teams to get overwhelmed and for projects to veer off track.

6 Steps To Optimize A&E Project Resource Management

When it comes to project resource management in A&E, you need to fully understand how resources move through every phase of the project and how to adapt as challenges arise. Let’s walk through the process, from initial planning to monitoring and adjusting along the way:

Step 1: Define Your Resource Needs

Every successful project begins with understanding exactly what resources are required. This includes human resources, materials, equipment, and even financial resources.

In practical terms, this means creating a resource breakdown structure. For an A&E project, that might look like listing every team member needed (architects, engineers, surveyors), the tools they’ll require (CAD software, field equipment), and a timeline for when they’ll be needed.

Step 2: Plan Resource Capacity

Once you know what you need, the next step is figuring out whether your current resources can handle the workload. This is where resource capacity planning comes into play.

For example, if your engineering team is already working at 90% capacity, you’ll need to assess whether you can redistribute tasks, bring on contractors, or delay parts of the project. Using tools like Gantt charts or workload analysis can give you a visual representation of your team’s capacity.

This will give you a realistic understanding of what your team can handle without overloading them. For a more detailed look, check out our blog on resource capacity planning for A&E.

Step 3: Schedule Resources

This step is where you assign specific people and tools to specific tasks on your timeline. In A&E, this is particularly challenging because resources are often shared across multiple projects.

Techniques like resource leveling help you avoid over-allocating resources, while resource smoothing ensures workloads are balanced without disrupting critical project milestones. A clear and realistic schedule will avoid bottlenecks and resource conflicts.

Step 4: Monitor Resource Utilization

No matter how good your plan is, it’s only as effective as your ability to monitor its execution. This step involves tracking how resources are actually being used throughout the project.

For example, you might monitor how much time engineers spend on billable tasks versus non-billable activities. If you see a team consistently working beyond their capacity, it’s a sign that adjustments are needed. Tools like project dashboards or resource management software can make this tracking process easier.

Step 5: Adjust and Reallocate

No project goes perfectly according to plan. This step is about staying flexible and adapting to changes as they happen. Whether it’s a delay in material delivery or an unexpected increase in workload, you’ll need to reallocate resources to keep things moving. The goal here is to have the ability to respond to challenges without derailing the project timeline.

Step 6: Document Lessons Learned

The final step is often overlooked but incredibly important. Once the project wraps up, take time to review what worked and what didn’t. Were there resource bottlenecks that could have been avoided? Did certain tools or techniques make the process smoother? You want to make sure there are continuous improvements in your resource management processes for future projects.

Each of these steps builds on the last, creating a process that’s thorough, flexible, and results-driven. When done right, these steps lead to fewer delays, better resource utilization, and ultimately, more successful projects.

Tools and Techniques That Make Resource Planning Easier

The complexity of A&E projects requires tools and techniques designed to handle the unique challenges of the industry. Here’s a deeper dive into what works—and why it’s worth investing in the right systems:

Resource Breakdown Structure

You should always make a resource breakdown structure (RBS) for any project. Think of a resource breakdown structure as a roadmap for everything your project needs to succeed. By listing out project resources—from team members and equipment to raw materials—you’re reducing the risk of surprises later.

In practice, an RBS might include details like:

• The number of hours your design team will need for a feasibility study.
• Specific materials required for on-site work, like steel or concrete.
• Specialized tools, such as drones for aerial surveys or software for BIM modeling.

By planning upfront, you avoid delays caused by resource shortages or miscommunication about project requirements.

Resource Forecasting

While a resource breakdown structure outlines all resources required for a project upfront in a detailed, hierarchical list, resource forecasting predicts future resource needs and availability, Resource forecasting uses historical data, current workload, and future project demands to predict when and where resources will be needed.

For instance, if you know that your team historically experiences a peak in workloads during the summer, you can plan ahead by hiring contractors or reassigning resources to avoid burnout.

To get started, gather data from previous projects such as resource utilization rates, project timelines, and availability of resources. This will give you a baseline to work from when making future predictions. Next, look at upcoming projects and their requirements. Consider the scope, timeline, and tasks involved in each project to determine how many resources will be needed and when they will be needed.

Once you have all the necessary information, you can create a resource forecast plan. This plan should include an overview of projected resource needs for each project, along with any potential risks or constraints that could impact those needs.

Resource Leveling and Smoothing

Need help balancing workloads? These two techniques are common for A&E firms to use: resource leveling and resource smoothing.

Resource leveling adjusts project start or end dates to ensure resources aren’t overallocated. For example, if a structural engineer is booked at 150% capacity because two projects overlap, leveling would shift one project’s timeline. This adjustment reduces the strain on the engineer, allowing them to focus on one task at a time without rushing or risking errors.

On the other hand, resource smoothing balances workloads within the existing project timeline, avoiding changes to critical deadlines. Instead of moving timelines, smoothing redistributes non-critical tasks to even out workloads. For instance, if a survey team is overbooked one week but has a lighter schedule the next, smoothing would spread their work more evenly across both weeks.

Together, these techniques help maintain balanced workloads and prevent burnout, keeping projects on track and teams productive.

Capacity Utilization Reports

Tracking resource utilization is only useful if you analyze and act on the data. Capacity utilization reports give you insights into how well your resources are being used.

For example, if your field crew is consistently at 110% capacity, it’s time to redistribute tasks or hire additional help. On the flip side, if your design team is underutilized, you can assign them to assist with another project. These reports help you make informed decisions about workload balancing and resource reallocation.

Contingency Planning

Let’s face it—things rarely go as planned in A&E. That’s why every resource management strategy should include contingencies. Contingency planning involves identifying potential risks and developing a plan to mitigate them.

What if your top engineer suddenly falls ill and needs to take an extended leave of absence? How will you handle the extra workload? Having a contingency plan in place beforehand can help ensure that your projects stay on track even when unexpected obstacles arise.

In addition, contingency planning can also include identifying alternative resources or solutions if one team member is unable to fulfill their responsibilities. This ensures that your projects are not held up due to any one individual’s absence or unavailability.

Resource Management Software

Our last tip here is also the most important one: the cornerstone of effective resource management in A&E is a reliable software solution.

Resource management software tracks availability, monitors workloads, and flags potential bottlenecks before they become full-blown problems. It also allows for easy communication and collaboration between team members, ensuring that everyone is on the same page and aware of any changes or updates to the project.

Furthermore, resource management software can help with decision-making by providing data and analytics on team performance and project progress. This information can be used to make adjustments and optimize resource allocation for maximum efficiency.

When choosing a resource management software, make sure it meets the specific needs of your industry and company. Some key features to look for include customizable reporting, integration with other project management tools, and ease of use for all team members.

Our Pick for Project Resource Management Software

If you’re serious about effective resource management, you need a tool that gets it. Deltek Vantagepoint is built with A&E firms in mind. It helps you handle resource allocation, track project progress, and stick to your project resource management plan.

Overlapping deadlines? Complicated workloads? It handles those like a pro. Here are some of my favorite features:

• Comprehensive Resource Allocation Tools: Assign the right resources to the right tasks, ensuring no one is overbooked or underutilized.
• Integrated Project Dashboards: Get a real-time view of project timelines, resource utilization, and budgets, so you always know where things stand.
• Capacity Planning and Forecasting: Predict future resource needs based on workload trends and project demands to stay ahead of bottlenecks.
• Customizable Reporting: Generate detailed reports on everything from team performance to resource constraints, helping you make data-driven decisions.
• Seamless Collaboration: Keep your entire team aligned with built-in communication and file-sharing tools, reducing miscommunication and saving time.

Whether you’re managing a single project or juggling multiple, Deltek Vantagepoint simplifies the process and gives you confidence in your planning. It’s the ultimate tool for turning a complex web of resources into a clear, manageable system.

Ready to learn more about resource management? Check out resource management software for A&E to learn more about tools designed for firms like yours.

Conclusion on Project Resource Management

Managing human capital, materials, budgets, and timelines while juggling multiple projects is no small feat. Yet, with the right tools and techniques, it doesn’t have to feel overwhelming.

By focusing on key strategies like resource forecasting, capacity planning, and contingency planning, and leveraging tools like Deltek Vantagepoint, you can turn resource management from a stressor into a competitive advantage. These solutions not only help you meet deadlines and budgets but also keep your team productive and engaged.

The complexity of A&E projects demands a proactive approach to resource management. When you take the time to implement effective processes, you’re setting your firm up for success.

Key Takeaways

• Project resource management is essential for balancing resources, timelines, and budgets while achieving project objectives.
• A&E firms face unique challenges, such as juggling multiple projects, managing specialized skills, and balancing billable and non-billable hours.
• Techniques like resource leveling, smoothing, and capacity utilization reports help maintain balanced workloads and avoid burnout.
• Tools like Deltek Vantagepoint streamline resource allocation, improve forecasting, and provide real-time insights into project progress.
• Investing in strong resource management practices ensures better project outcomes, happier teams, and a competitive edge in the industry.

Frequently Asked Questions