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How to Do an in-depth Resource Analysis with VRIO Analysis

Last Updated: May 28, 2020 by Kiesha Frue Filed Under: Business

Businesses use strategic planning as a necessary tool for all decisions made. Deciding to launch a new product or to expand an internal team should be based on research. And that investigation comes from analysis. Resource analysis is another way firms understand an organization’s competencies and the value of resources .

Considering resources are necessary for business growth and success, it’s important to see if the current set of supplies will help or hurt the business.

4 Principles of Resources

What is necessary to gain a competitive advantage , which strategies are in place, and whether the organization is competent needs to be highlighted to stakeholders. Because you could have the most sought after resource, but if you don’t know how to use the benefits to better the company? It’s useless.

Resources tend to fall into four principles:

• Financial: Funds, investment, and investors.
• Human : Demographics and skill levels.
• Physical: Anything that can be touched such as buildings, office space, technology. Age can warrant whether it’s useful, depending on the businesses ideals.
• Intellectual : Reputation, brand identity, client databases and engagement.

How Resource Analysis helps in Business

Resource analysis helps corporations bridge the gap between having valuable resources and using them thoughtfully.

Consider if you had the potential to dominate a market. You had access to a key ingredient for a product. Competitors did not. You could serve consumers in a way no one else can – but because the target market research is lacking , no one even knows the product exists.

Fantastic resource but terrible strategy. And the business sees none of the benefits.

Capabilities are examined in two ways

The competencies of an organization are often looked at two differing methods: “threshold” means the survival of the company. It’s used to keep everything in working order – processes, task management, dedicated teams.

The other way is “competitive”: a marketing term, connected to the company’s unique selling proposition . It’s what businesses need to stay ahead of competitors. It’s also used to push the company towards success.

It may seem like “competitive” competencies are a luxury compared to “threshold,” but it’s not. “Threshold” is designed to keep the business in business. “Competitive” moves a company towards success.

And success is non-negotiable.

Resources require skills, strategies, and experience to be molded into profitable opportunities. If a firm has no idea how to identify their resources and develop a plan to utilize them, they can use VRIO analysis .

In-depth Resource Analysis with VRIO

VRIO specifically looks at the value, rarity, and imitability of a resource. Then it examines the organization to see if it’s ready to use the supplies correctly.

Value explores whether a resource is a strength or a weakness to a company . If it’s a strength, and it it will help the company grow, it’s kept. If it doesn’t offer any benefits to the enterprise, it’s cut loose. If a resource is beneficial but the costs, expenses, or time outnumbers the benefits, it may still be cut.

Rarity examines if the resource is hard to come by but accessible to the company. If it’s both of those, that is a substantial competitive advantage that will be long-lasting. If it’s not, it has to be examined to see if it’s still a strength and worth the effort to maintain.

Imitability stands for whether the competition can mimic it or not. If it can, it may not be worth keeping. But if it can’t, it’s a resource to utilize.

And if the organization isn’t set up with strategies and implementation to use these resources, they’re going to waste. And it’s possibility misusing company funds and additional resources too.

By using VRIO, companies can do an in-depth resource analysis. By doing so, they will gain knowledge about their current resources, what new supplies are necessary, and think about how to use the resources to the company’s advantage.

Image: Kashin/ Shutterstock.com

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Step-By-Step Guide to Resource Analysis in Project Management

In order for a project to be termed “successful” it has to meet its deliverables, be on-time and on-budget. But, how does one even start to put a timeline and align costs to a project?

That’s where resource analysis comes in.

This tricky word can throw even the most experienced project managers off their guard, but it’s a vital step that can’t be overlooked. It helps you plan your project well and to keep track of project performance. It can also help you plan ahead and schedule activities more effectively.

Luckily, resource analysis is not as complicated as it sounds.

In this guide, we explore what is resource analysis and identify the best way to do one for your business.

What is Resource Analysis?

Resource Analysis is the process of identifying and evaluating all the resources that are available to achieve an objective or deliver a project.

It’s a crucial step in any project, especially when one needs to identify how long a project will take and calculate the associated costs. Resource analysis will help you make better decisions.

Resources analysis uses data, about its people, to construct a project pipeline.

Why is Resource Analysis Crucial?

Picture this scenario — you are overseeing a construction of an office and realise half way that the main civil engineer is on a three week leave or that you don’t have enough manual labor to finish the flooring. You’d probably scramble to hire a temporary engineer and workers at double the rate to ensure the office can be handed over to the client on time. The increased costs can put a substantial burden on the company if even the project gets delivered.

This example can occur in any project, actually. If there is a lack of transparency in regards to which people are available, then a project can get delayed or indefinitely stopped. This is why resource and capability analysis is a powerful tool — one that can predict and help prevent potential project mishaps and failures.

Resource analysis also bridges the gap between having valuable resources and using them wisely and efficiently. It will also help you as a project manager or business owner identify your competencies and which resources you might need in the future.

Resource analysis can help you:

• Optimise resources to deliver the best results, consistently.
• Identify areas of improvement so you can plan and improve.
• Hire the right people at the right time Instead of hiring under pressure (which can increase costs) and then having to downsize, resource analysis will help the HR team identify resource gaps and fill them accordingly.

Path To Success Project is Through Resource Analysis

Resource analysis and planning is vital because right resource management is one of the essential indicators for project success.

So, how does one do resource analysis?

Here are six steps you need to follow to do a thorough resource analysis.

The first step is to understand and analyse your existing resource pool. How can one do this? Get information about all the resources and their skillset, location, work preferences and availability in a single place. This has to be done at an organisational level and not by locations or departments.

By analysing the resource pool, you’ll be able to get answers to the following questions:

• What are the strengths of the resources available?
• Which teams have the most availability?
• Is there a way to optimize the existing workforce for upcoming projects?

Next step is to compare how the workload assigned compares to the capacity of each resource. Capacity planning reports can help with this assessment. Capacity assessment will aid in reducing any overbooking of resources (which, if commonly done, can lead an organisation down the rabbit hole of increasing employee dissatisfaction and high attrition).

Furthermore, you should also look into how much time is spent on each task. Is it being completed in the stipulated time or does the allocated time need alteration?

Utilisation rates, at all levels like project, team or location, show you how many hours of your team's work are billable versus non-billable. For example, when someone is assigned to admin work, this work can’t be billed and is not adding to the profit line.

Resource analysis will help you see if your team is meeting the required utilization rates. If everyone has a high utilisation rate, and tasks are still pending, then you know that more resources have to be added.

Studying resource utilisation rates will also provide visibility into your project(s). The more transparency and the better you monitor your project, the more likely you’d be to catch risks before they develop into problems that could sidetrack the final status.

A smart resource allocation strategy is to create “placeholders” in situations where the right resource can’t be identified immediately. By doing this you will be able to pinpoint what the missing pieces of the project puzzle are and fill them in.

A common error in resource analysis and planning is that a manager can see fragmented pieces of information — could be by project stage or by location — but the ability to see the entire matrix is not there.

By using a single-screen and enterprise based resource planning software , a project manager can actually see the larger picture. eRS’s single screen, multipurpose dashboard can provide all right information at your fingertips — one will be able to view everyone's capacity, overtime, and remaining availability.

We’d all want our projects to work without any unexpected situations, but that can be wishful thinking. Project conditions and demands can change to a multitude of things — circling back to our construction example, prices of material can change or a utility outage can delay delivery.

The best way to tackle such “what-if” situations is to have your resource analysis process include forecasting. By forecasting, via a resource allocation system, the project manager can see how the project will get impacted if there’s a change in resources, new work gets added or costs increase.

Resource analysis can seem daunting, but when done with the aid of the correct tools, it becomes easier over time.

eResource Scheduler can make resource analysis a whole lot easier and simpler for you and your team.

eResource Scheduler

eResource Scheduler , or eRS, is a software designed for efficient resource planning and resource allocation. eRS’s resource utilisation feature tracks how resources are working throughout the project’s timeline to ensure that the project is completed on time and within budget.

eRS resource allocation tool helps managers track the billable hours, costing, and resource capacity during projects. Delays and overspending in some of the tasks of a project can indicate risks of missed deadlines or unprofitability, and eRS can help you minimize those errors.

We invite you to experience how eRS can demystify resource analysis for you. Sign up for a free test drive of the product, today!

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• What is resource management? A guide to ...

What is resource management? A guide to getting started

Resource management is the process of planning and scheduling your team’s resources and activities—essentially anything that helps you complete a project. Developing a resource management plan can give you visibility into team member workloads. Learn how to manage resources and improve team performance.

Making sure your team doesn’t feel overworked or underutilized is a challenge you’ll often face as a leader. It's easy to lose sight of your team's workload and bandwidth. That’s where resource management comes in. 

Developing a resource management plan can give you consistent visibility into your team’s workload. It allows you to balance all your resources effectively and to see the full picture of how your team will achieve its goals.

What is resource management?

Resource management is the process of planning out and scheduling your team’s resources to optimize utilization and ensure project success. A resource can include everything from equipment and financial funds to tech tools and employee bandwidth—basically, anything that helps you complete a project.

When you’re deciding how to manage or assign your team’s resources, consider a few questions:

What is the availability of each resource?

What are the timelines for each activity?

How many resources will be required to accomplish each activity?

Who is the best person to accomplish the activity effectively?

Effectively managing your resources ensures every project is well-equipped and every team member is appropriately allocated, paving the way for successful project completion.

How to effectively manage your team’s workload

Learn how to leverage work management to distribute work more effectively.

Why is resource management important?

Resource management allows you to make sure your team members are confident with the amount of work on their plate and equipped with the tools they need to accomplish each task. When resource management is done right, you’re empowering your team to produce high-quality work at a sustainable rate. 

Benefits of resource management

Let’s dig a little deeper into why resource management is critical to your team’s success. With effective resource management, you can:

Distribute work appropriately , ensuring all your team members are appropriately staffed—not overworked or underutilized.  

Spot potential resourcing problems in real-time and adjust accordingly, preventing staffing issues from impacting progress on projects.

Give your team clarity around their responsibilities and the responsibilities of their team members, limiting misunderstandings and promoting accountability. 

Set realistic project goals , reducing the likelihood of missing important milestones and increasing the chances of on-time project completion.

Enhance your team's profitability by optimizing resource utilization and ensuring projects are completed efficiently and within budget.

Improve future resource planning by drawing on the knowledge gained to better estimate and forecast bandwidth for upcoming projects.

Resource management techniques

Leveraging resource management techniques is all about finding the smartest ways to use your team's skills and resources. Let’s explore a few common types of resource management methods.

Resource allocation

Resource allocation is more than just allocating resources to tasks and projects; it's the process of choosing the best resource based on the project team’s skills and capacity. After all, good resource management isn’t just about making sure you have enough resources; it’s about making sure you have the right resources for the right projects. Resource allocation can help you achieve this by strategically matching your team's strengths, capabilities, and resource capacity to the specific demands of each project.

Resource utilization

Resource utilization involves using tools like utilization reports and time tracking software to identify your team’s capacity over a specific period of time. It’s a capacity planning technique that allows you to identify whether project resources are being underutilized or overallocated, so you can better manage workloads.

Resource forecasting

Resource forecasting is a resource management process that involves proactively predicting the resource requirements for future projects and initiatives. You can identify these needs by relying on past trends and project metrics, as well as your team’s current capacity and the needs of upcoming projects. Resource forecasting is typically done during the project planning stage and can help with risk management by identifying potential resource bottlenecks or gaps in your team's availability in advance.

Resource leveling

Resource leveling is a resource management solution designed to combat shortages or overallocation by leveraging underutilized resources. For example, this might mean shifting work from one team member’s plate to another who has similar skills and additional capacity. Or, it could mean taking advantage of skill sets that typically aren’t utilized, like having a website content writer create social copy.

Types of resource management

Effective resource management is pivotal in steering any organization toward its goals. This process involves a strategic approach to managing various essential resources. 

Here, we focus on three fundamental types: human, financial, and material resources. Each category plays a unique role in the broader spectrum of resource planning and is a crucial component of any resource management plan.

Human resource management (work resources)

Human resource management is the strategic approach to managing a company's most valuable assets—its employees. This involves not just recruiting and hiring but also integrating workflow and automation tools to streamline training, performance assessments, and career development planning.

Example: A software company might enhance its human resource management by using workflow automation to efficiently align its workforce with emerging technology trends. This ensures that developers are systematically trained in the latest programming languages and Agile methodologies. By automating parts of the training and development process, the company can quickly adapt to changes in the fast-paced tech industry.

Financial resource management (cost resources)

Financial resource management is the process of planning, organizing, directing, and controlling financial activities such as procurement and utilization of funds. It involves making smart decisions about allocating financial resources to various projects or departments. 

Example: Consider a multinational corporation that allocates budgets across different regions, taking into account local market conditions, operational costs, pricing strategies, and revenue projections. This strategic financial management helps to ensure high-priority initiatives receive the necessary funding and resources to thrive. These resources, such as consulting or other professional services, are instances of tactical spending that are helpful but not the main purpose of budgetary allocation.

Material resource management (material assets) 

Material resource management involves the efficient planning, sourcing, and utilization of physical resources required for business operations. It encompasses inventory management, purchasing, and supply chain optimization to support the entire project lifecycle, from initial planning to final delivery. 

Example: A manufacturing firm may use material resource management to ensure a steady supply of raw materials like metals and plastics. By doing so, the firm can avoid production delays and cost overruns, thereby maintaining product quality and meeting customer delivery timelines.

5 step resource management plan

A comprehensive resource management plan is essential for any organization looking to optimize its resources effectively. This plan involves a series of steps that ensure resources are deployed efficiently and comply with both the project lifecycle and overarching business goals. 

Below are the five key steps in developing a solid resource management plan.

Step 1: Resource planning and budgeting

The first step in effective resource management involves detailed resource planning and budgeting. This process includes forecasting resource requirements and matching them to the available budget. 

Example: A tech startup, XYZ Software, begins its journey by planning resources for its innovative project management software. They forecast the demand for qualified software engineers and marketers, set aside money for cloud infrastructure, and make sure their financial resources are distributed effectively between development and marketing.

Step 2: Identify resources (capacity planning)

Identifying the right resources is make-or-break for any project's success. This step, often referred to as capacity planning , involves understanding the availability and skills of your workforce, as well as the physical and financial resources at your disposal. It’s about decision-makers being able to match the right resources with the right tasks, ensuring that your human, financial, and material resources are aligned with your project's needs.

Example: XYZ Software conducts a thorough analysis of its team's skills and identifies the need for additional software engineers with expertise in cloud computing. The company also assesses its current financial resources to ensure sufficient funding is available for these new hires.

Step 3: Allocate resources

Once resources are identified, the next step is their effective allocation. This involves assigning resources to various tasks and projects based on their availability and suitability. Resource allocation ensures that every project gets the necessary resources without overburdening any single aspect of the business.

Example: XYZ Software allocates its existing team to initial development phases, while the newly hired cloud experts are tasked with building the cloud infrastructure. Financial resources are allocated to ensure both teams have the necessary tools and software licenses.

Step 4: Resource tracking

Tracking resources throughout the project lifecycle is essential for ensuring that everything is proceeding as planned. This involves monitoring the usage of resources, assessing if they are meeting the project's requirements, and making adjustments as needed. Effective resource tracking helps in identifying potential shortages or surpluses early, allowing for timely corrective actions.

Example: As XYZ Software's project progresses, they use project management software to track the time and resources spent on each aspect of the project. By doing so, they are able to make adjustments in real time by identifying areas where resources might be overutilized or underutilized.

Step 5: Resource optimization

The final step in the resource management plan is optimization. This involves analyzing the performance and usage of resources and making necessary adjustments to improve efficiency. 

Resource optimization might include implementing automation tools to streamline processes or revising strategies based on performance data. Using resources as efficiently as possible is the aim, which will help the organization succeed as a whole.

Example: After launching the first version of their software, XYZ Software reviews their resource usage data. They realize that automating certain testing processes can free up developer time. This enables the team to focus more on critical tasks, thereby optimizing their use of human resources for future updates.

10 resource management best practices

Follow these ten best practices to boost your team’s productivity, hit project goals, and achieve a balanced team workload. 

Use a work management platform to streamline the planning process and ensure consistent, efficient allocation of resources across projects. While traditional resource management tools, like Gantt charts or spreadsheets, are useful ways to track capacity, their limited scope can’t match the extensive capabilities offered by a comprehensive work management platform. 

Measure available resources by gauging team capacity and necessary tools. This will help you ensure realistic resource allocation and avoid rescheduling issues.

Set start and end dates so you get a realistic timeframe for how long each task will take and set realistic expectations for your team. 

Know your employees’ skill sets so you can determine the best resourcing for each task. 

Set clear, accessible project goals to help you prioritize your team's work and drive high-impact work forward.

Help your team increase their utilization rate by automating routine, low-impact tasks so your team can focus on actionable, strategic, and billable work. 

Adjust resources as necessary because tasks, project timelines, and priorities change.

Keep some team bandwidth open for new work or priorities that might come up. 

Check in on your team to ensure each team member feels their work volume is fair and achievable. 

Connect your resource management plan to your operational plan in order to effectively manage your team's time and align daily tasks with strategic objectives. 

Manage your resources more effectively with a work management platform

To ensure you’re allocating resources effectively and aligning them to your wider organizational goals, use a work management platform. By centralizing project details and team capabilities in one platform, you can ensure efficiency, clarity, and alignment at every project stage.

Resource management FAQs

Have more resource management questions? We’ve got answers.

What is a resource management plan?

A resource management plan can help you manage and assign every type of resource you need for your project. An effective plan outlines the specific resources (including human resources, financial resources, technical resources, and physical resources) and activities necessary during the course of a project or initiative. 

Why is creating and implementing a resource management plan important? 

A resource management plan will guide you by giving a holistic view of all of a project’s moving pieces: budget, staffing and workload requirements, and tech stack limitations—allowing you to easily manage, schedule, and assign every resource while maximizing resource availability. Learning how to manage resources will empower you (and your team) to run projects effectively.

Should I create a resource management plan for my project?

The short answer is yes. Resource management in project management isn’t just a nice-to-have. It’s a must-have to support your team and prevent burnout. The benefits of resource scheduling far outweigh the time it takes. 

The number of projects your team can handle, along with the quality of each, depends on it. As a project leader, resource management is your opportunity to optimize efficiency, prevent overwork, and effectively manage your team’s workload.

What is a resource management plan template?

A resource management template is a reusable guide that helps you manage team bandwidth over the course of a project. It shows you everything your team is working on—so you can see how full everyone’s plate is, if they can take on additional work, or if they need help to get project tasks done by the deadline. Thanks to your template, you don’t have to waste time setting up a resource management plan for every new project. Instead, you can just copy the template, fill it in, and start working.

What are the steps to creating a resource management plan? 

To create an effective resource management plan, leverage a tool like a work management platform, which will give you easy insight into what everyone on your team is working on, what resources are available, and how to prevent team burnout. Then, follow these steps:

Define the project’s goals to gain clarity on what each project entails and make it easier to know what resources you need and how to assign them. 

Align on the project scope by meeting with project stakeholders to define how much time and resources you should dedicate to the initiative. That will give you the best sense of the project plan and help you decide what resources are best suited for the job.

Identify the types of resources you’ll need —such as bandwidth, equipment, software, and project budget—so you can then identify what resources you have available.

Identify available resources by checking each resource you previously needed against what you have already available. Depending on the project scope, you might have to adjust your resource level and deprioritize other work to avoid putting too much on your team’s plate.

Kick off your project by clearly communicating the resource plan to your team, ensuring everyone understands their roles and the resources at their disposal.

Periodically check in on project progress to see how the project is progressing and whether you need to make adjustments to your resourcing strategy.

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Critical path method: How to use CPM for project management

Unmanaged business goals don’t work. Here’s what does.

Ultimate Guide to Resource Planning

By Joe Weller | June 7, 2018

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Focusing on how to best use people to achieve essential activities helps organizations drive themselves forward in the information economy. Without a realistic view of who makes up your workforce, how much time your people have to spend on project tasks, and what they need to get the job done, your project and business plans won’t succeed. This article features an overview of resource planning and explains why it is essential to project management. Plus, you’ll find a variety of free resource chart tools and learn more about expert resource planning techniques to start planning how you will maximize your most important — and most limited — resources.

Why Is Resource Planning Important in Project Management?

Resource management is an essential project management process and a core activity of human resource management — from large enterprise to small startups. Managing projects requires managing resources. Whether the project is developing a new software feature or the construction of a new building, resource planning directly contributes to the project’s end result. An over-resourced project wastes time, those with too few resources risk missing critical milestones, and those that use the wrong resources won’t meet expectations. Project managers need to understand what resources a project needs and what resources the project already has before developing accurate project plans.

The topic of resource planning, allocation, and management is often associated with people planning activities common to human resource management (HRM) and planning. Human resource management is an approach to acquiring, training, controlling, managing, and measuring people resources, and human resource planning is a strategy to add value to a business or organization by supporting people activities like training, compensation, safety, and communication. Resource planning is associated with different industries and approaches as well, including the following:

• Enterprise Resource Planning (ERP): ERP refers to the combination of business processes and information that joins disparate functions of companies (like accounting and HR) with the manufacturing or product development and service-side functions of a business or organization. ERP software (like Microsoft Project) supports resource planning activity at Fortune 500 corporations and large companies that scale operations for thousands of projects including manufacturing.
• Material Requirements Planning (MRP): A planning and control system for inventory, production, and scheduling. MRP is an approach to handling material resources that involves converting a master production schedule into a detailed breakdown of the raw materials used in civil engineering, commercial real estate, and fabrication industries. Manufacturing and resource planning (MRP II) replaced MRP as the standard, and ERP expanded the reference to accommodate HR and financial activity.
• Utility Resource Planning: This activity involves estimating the demand to be met by the utility resource (for example, natural gas, the reliability of the resource, the costs of available resources, and government policies and regulations to consider).
• Integrated Resource Planning (IRP): A type of roadmap tool used for utility resource planning developed in collaboration with government agencies, industry advocacy groups, developers, and other project stakeholders.
• Natural Resource Planning: This refers to the management of natural resources such as land, water, soil, plants and animals. By contrast, distribution resource planning (DRP) refers to a method for planning orders within a supply chain

Agile Resource Planning Template

This resource capacity planning template includes a Gantt chart feature to visualize and plan resources for Agile software project sprints . Use this template to chart software development resources by quantity and skill type (for example, PMs, analysts, developers, designers, product managers, administrators, etc.). Modify the template to view the distribution of your team’s time and activities across your Agile sprint calendar (expressed in two week intervals in this template).  

‌   Download Excel Template Try Smartsheet Template   ‌

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Optimize the Resource Planning Process

Project resource planning involves the allocation and utilization of different types of resources, including people, materials, equipment, and financial capital. The term “resources” generally implies all of the things that a project manager or business depends on to deliver products and services. In the context of this example, the term means human resources. People planning is different from physical resource planning.

First, identify the resource requirements for your project schedule: What type of skilled people do you need to complete project tasks? Will you use internal employees or contract resources from external vendors? Do you have the materials, software, and equipment to supply team members with to empower their work? This step involves documenting project roles and responsibilities, organizing project teams based on competencies, and creating resource control plans for managing change and relationships.

Next, determine the cost and duration of the needed resources across the entire project schedule. Use resource forecast techniques and tools, including project management software, to assist with creating an optimized resource plan. Decide on the range of competencies needed (by project task) and determine if you need to change project scope, plan additional training, or provide subject matter experts. This step is both quantitative (in that you use information such as previous project schedules, budgets and reports, and data analysis) and qualitative (due to the people planning component).  

Finally, create a resource schedule and calendar and determine if you have the resource requirements to complete the entire project schedule on time. Anticipate what-if scenarios to determine worst-case resource management scenarios. List individual project resource activity and make sure all tasks are assigned to a specific resource.

Using spreadsheet software to create resource plans has its limitations. Managing data manually increases the chance of forecasting errors. Project resource plans are living project documents, meaning real-time analysis of the data is critical to success. The risk of overwriting or deleting spreadsheet resource plans, or of creating multiple versions across a distributed project team, is high. Consider investing in project management software to stay on schedule and optimize your resource planning and management.

Project Resource Plan Template

Use this project resource planning template for multiple types of project and portfolio management scenarios. Schedule human resources and non-human resources (like material and equipment) in separate sections for easy analysis based on each project phase, from project origination to execution. Plan and estimate the cost for full-time employees, freelance consultants, contingent staffing, software, hardware, and more.

Resource Planning Tools and Techniques

Resource management software tools can automate tasks and track work hours against budgets, provide color-coded visualization charts to help monitor scarce resources in real-time, and share big picture data for portfolio managers to track what-if scenarios across multiple projects and teams. Resource management strategy includes various processes for organizing and managing project teams.

Resource planning involves the strategic use of human and non-human resources to develop products and services under deadline and budget restraints. Software tools help simplify resource planning, but the human element to project resource management requires more than technology to manage. Different techniques exist to assist resource planning and manage project teams, including the following:

• Resource Meetings: Short, frequent, action-oriented meetings give project managers a forum for discussing roles and responsibilities related to resource planning. The meeting focuses on sharing fact-based information and short-term planning for critical project activities and tasks. These meetings help create project culture and provide leadership with a frequent control for corrective action and clarification.
• Resource Leveling: This is a technique to optimize resource allocation by adjusting the project schedule over time to resolve conflicts caused by the over-allocation of resources. According to the PMBOK guide, these project schedule adjustments may affect critical path .
• Resource Smoothing: A technique to optimize resource allocation using free float (or total float) without affecting the critical path. The PMBOK defines free float as the “amount of time that a schedule activity can be delayed or extended from its early start date without delaying the project finish date or violating a schedule constraint.”
• Resource Availability and Utilization: A resource planning technique to ensure that the project’s allocated resources are actually available. This is done by calculating the cost to use them, monitoring planned versus actual use of resources, and taking corrective action.
• Resource Capacity Planning: A planning technique used by portfolio managers that oversee resource planning and manage multiple projects. Capacity planning involves determining if the allocated resources are sufficient enough to complete new projects and determine if the amount of resources, or the level of skilled people, is sufficient on existing project teams.

What Is a Resource Planning Chart?

Resource planning software includes features to create resource planning charts like Gantt and RACI (responsible, accountable, consulted, and informed) charts to help project managers visualize, plan, and manage resources for the project schedule. Project managers use resource planning charts like Gantt charts to find the critical path, a color-coded network diagram that displays a sequence of activities through the project schedule, the duration of each task, and the longest path from the start of the first project activity to the end of the last activity. The PMBOK guide recommends using the critical path method (CPM) to determine the shortest possible duration of a project schedule.

Staff Resources Planning Template

Resource management involves assigning tasks, roles, and responsibilities to your project teams to clarify process and participation. This resource planning template combines a RACI matrix and a histogram feature. Use these tools to visualize and plan project activity and create an optimized project schedule based on staff resources.

‌ Download Staff Resources Planning Template – Excel

What to Cover in Your Resource Management Plan

Resource plans guide how to allocate, control, and use resources. In addition to this practical function, resource management plans can help earn stakeholder buy-in and get project budgets approved. A physical resource management plan advises project managers on the use of materials and equipment. Human resource plans specify the type of skilled people needed to complete a project, and the quantity, cost, and scheduled duration of their given activities. Before implementing your project plan, modify and organize the resource plan to assign every individual project task to the appropriate person. A sound resource plan includes the following information:

• Resource Identification: The type of people or material resource needed, name, title, source (if contracted), and the assigned project team.  
• Resource Cost: The direct or estimated resource cost.
• Resource Requirements: The information about the resources available, including when they’re available, any conditions, and the duration of their availability.
• Roles and Responsibilities: The specific function(s) that people resources perform for the project. This information might list the resource authority, including decision-making and approval authority.
• Resource Quantity: The amount of this type of resource (for example the amount of labor hours, equipment, or materials).
• Resource States: The current state of the resource (planned, requested, approved, denied, allocated, confirmed).
• Resource Locations: Where is the resource located, including virtual resources and co-located teams.
• Resource Organization: A graphic display of the project team and their relationship to other project team resources.
• Resource Calendar: The scheduled working days, shift hours, start and end dates for different project milestones, and scheduled holidays. Resource calendars identify the duration of work for specific resources.
• Resource Issue Log: The information on resource planning challenges, for example in acquiring skilled resources, and problem-solving steps that worked to keep project resource plans on track.

What Is a Resource Forecast?

A resource forecast is a quantitative assessment of conditions and events used to estimate the amount of resources, and the cost of a project’s planned, allocated, and actual resources. This forecast is based on information available when the resource plan is developed. Activity duration estimates forecast how long each project activity will take. This is a useful technique to determine cost and quantity of people resources required, expressed in hours, weeks, days, or months. PMI lists various forecasting tools and techniques in the PMBOK guide, including the following:

• Bottom-Up Estimating: Evaluate the small details, like individual project activity duration by resource, from an aggregate breakdown of the total scope of work. Use this technique to forecast the duration of individual assignments, or cost of skilled resources, by adding up all of the lower-level estimates of resource cost and consumption to determine a total estimate. This process is accurate but time consuming.
• Reference Published Data: Leverage published reports, articles from industry journals, and public data from organizations like PMI to create resource forecasts using this data to create estimates. This is a type of analogous estimating, which is defined in the PMBOK as “a technique for estimating the duration or cost of an activity or a project using historical data from a similar activity or project.”
• Parametric Estimating: Project management software features an algorithm function to perform parametric estimating. Use this tool to forecast resource cost or estimate resource duration based on the project resource parameters and historical data.
• Three-Point Estimating: Use a realistic estimate, an optimistic estimate, and a worst-case scenario estimate of project labor to forecast resource costs by applying the average of the three estimates.

Team Resource Planning Template

Use this template to forecast your project team’s bandwidth (expressed as work hours) using a heatmap visualization. Customize the template to reflect your team’s availability based on resource allocation of work hours. This is a resource utilization tool designed to help you plan and manage your team’s demand and quickly populate data based on project hours allocated and utilized.

‌ Download Team Resource Planning Template – Excel

Improve Resource Planning Efforts with Smartsheet

Resource Management by Smartsheet is a powerful resource management software that helps to effectively manage the who, the what, and the when behind projects.

With Resource Management by Smartsheet, you can more easily build the best team for a project, keep project schedules and budgets on track, and confidently forecast business needs.

When teams have clarity into the work getting done and by whom, there’s no telling how much more they can accomplish in the same amount of time. Watch a free demo to learn more about Resource Management by Smartsheet.

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A straightforward guide to resource planning (according to resource planners)

Learn how to build a resource plan with practical methods and tools so your team knows what work to do (and when to do it).

Stella Inabo,   Content Marketer

• resource management

The process of planning resources helps answer two of the most important questions a project or resource manager can ask:

• How do I ensure the project gets finished without overworking my team?
• How can we deliver this on time and within budget?

In this introductory guide, you’ll learn what resource planning is, its importance, what you should look for in a resource planner, and where you should get started creating your resource plan.

We wrote and updated it on the back of several conversations with Float customers who work as resource managers, project planners, and operations managers at companies ranging from 2-3 people to over 10,000 and included a quick overview of creating your resource management plan based on our findings.

What is resource planning?

Resource planning is the process of determining what resources are required to deliver projects and then allocating and scheduling the work based on team capacity.

Planning your resources involves: 

• Understanding who needs to work on what project and when 
• Figuring out who is available to do the work 
• Deciding what’s the best use of your team’s time 
• Finding compromises between competing priorities (and project managers 😅)

For example, one of our customers ( Scholz & Friends ) runs weekly resource planning meetings that involve all the project managers in the agency.

They meet to ensure the following week’s schedule is clear for everyone, address any potential schedule conflicts or resource demands as a group, and make adjustments. They also ensure that team members with availability are assigned to tasks, and they all review allocations for the following week.

Once the decisions are solidified, they update Float with all allocations so that all the team members know what they are doing and when.

Maike Jahnens, Head of Financial Operations at S&F, in front of her Float schedule

Why is resource planning important?

Effective resource planning provides a reliable basis to start projects and improves the chance of delivering them on time and within budget . Creating a comprehensive resourcing plan before the start of a project helps you:

• Increase efficiency, as you know what resources you need and how they’re allocated to project tasks
• Improve project success rates by matching the right skill sets to the right tasks
• Track capacity and availability so if unforeseen resource needs arise, you’ll be ready to address them
• Monitor progress to keep projects on budget and work on track. You can see what each person should be working on and for how long
• Plan and predict your resource availability for future projects, which helps your team become more organized in the long term
• Improve job satisfaction and retention in your team—less burnout or overwhelmed team members

Michael Luchen

Director of Product at Float

Resource planning promotes focus by avoiding over-allocating projects to team members. It allows organizations to see if their current staffing is a surplus (they can take on additional projects) or if there is a shortage for the projects they want to take on—so it helps prevent over-hiring or under-staffing, optimizing the spend of a company.

Not only does it inform the re-prioritization of projects (“what’s best next?”), but it also quantifies the work so that organizations can prevent burnout.

What happens when you don’t plan your resources?

Not planning your resources leads to overhiring and underutilization. Remember the former recruiter at a major tech company who shared that she and many of her colleagues had little to no work to do despite being at the company for several months—and then a few months later; there were mass layoffs and a hiring freeze? That’s a more common scenario than you’d think.  You might be wondering, “Why do these companies keep hiring and then not utilizing so many people?” 

While there are many answers to this question, one major reason could be poor resource planning. Without a process for identifying required skills and forecasting people according to an organization’s needs, there will be over-hiring, misalignment of roles, and underutilization. 

On the other hand, efficient resource planning ensures that you only hire when you need to and that your people’s tasks align with their roles. When done right, these tasks don’t just provide opportunities for growth for your team: your company also saves money and focuses on activities that can improve the bottom line. 

Start resource planning with the #1 rated platform on G2

Plan your team’s best work with Float’s resource management software. Get an accurate view of your team’s capacity to schedule tasks with confidence.

How to create a resource plan: 5 steps in the resource planning process

We’ve spoken to several of our customers to understand how they go about planning project resources. Based on what we’ve learned and observed, we have outlined a process you can use to get started. 

Resource planning is hardly ever a one-person activity. It might require organizing a resource meeting with project or operations managers. Alternatively, you could run async planning meetings in Slack (with the help of Notion docs) as we do at Float. 

Whatever process you choose, your resource planning should look roughly like this 👇🏿

1. Lay out project tasks and the resources you have

Outline your project tasks and list your resources. Are some tasks of higher priority than others? Are there tasks that need to be frontloaded? Who is available to take on work? What resource is double booked?

For example, if you are using Float, you’d probably start by looking at your Schedule to determine availability like this:

A schedule view of a team’s projects with details about team availability

2. Assign work based on availability, skills, and interests

Match tasks to team members who can take on work using your resource management tool.  When assigning tasks, consider the skills and interests of team members. Allocations in your resource management tool should be the single source of truth so everyone knows what they should be doing and when. 

You can learn more in this post about resource allocation . 

3. Consider the future demands on resources

An important (but difficult) step is predicting what work might come and having available people to do it. You need to plan for unexpected tasks that might arise in the future and allocate some extra time or resources to ensure you have people available to handle them. 

4. Get feedback from stakeholders on proposed allocations

Unless a team member is assigned to your project exclusively, you should stay in contact with other PMs or functional leaders to keep tabs on the demands on the resource. Ideally, you should ask for feedback from the team members to avoid schedule conflicts and overbooking.  It could be as easy as sending a message before delegating a task to a shared resource.

5. Make adjustments to your resource plan when needed

You’ll need to update the resource plan regularly (we recommend once a week) as the project progresses because of unexpected changes, slow approvals, unforeseen scope adjustments, etc. 

Project plans can be updated easily in Float using the drag and drop function

Do you need resource planning tools? 

Yes, you do. 

We might be a bit biased on this point because Float is a resource management software—but our answer actually comes from thousands of our customers who told us that spreadsheets and DIY solutions (including keeping it all in your head!) can do the job, they become a nightmare as your team grows. 

For example, the capacity planning team at Scholz and Friends used to plan their resources in spreadsheets. As the agency expanded, they realized the tool was inadequate. 

“Excel is great, but it can only do as much,” says Comfort Agemo, Senior Capacity and Freelance Manager at Scholz and Friends.

Comfort Agemo is the Senior Capacity and Freelance Manager at Scholz and Friends. 

And even for smaller teams under 50 people, spreadsheets aren’t the easiest or most accurate tools to use( and often require one person who is an Excel pro to tame them). 

“I’ve planned in spreadsheets in the past and there’s a couple of big issues. Probably the biggest one is how difficult it is to move things around. Most of the time, things change and the plan needs updating. Also, in spreadsheets, you typically edit numbers in cells - you can’t edit the allocation in context. The other big piece is that in spreadsheets, the calculations are often exposed to the user and can be accidentally edited or deleted by someone else,” says Alice Winthrop, senior product manager at Float.

Once you know how to pick tools, take a look at this list of the best resource management software we curated for you, complete with comparisons of features. You can also quickly download one of our free resource planning templates and streamline the process even further. 

Still using spreadsheets for resource planning?

Try built-for-purpose software that’s easy to use and get started.

Consider the variable resource inputs you need to track over time—things like billable hours, skill sets, and ongoing tasks for each team member. Plus national holidays, personal leave, and sick leave. There are so many moving parts—and with resource planning software , you can track all that and more to have a bird’s eye view of resource capacity whenever you need it. 

➡️ Learn how to evaluate tools and choose the best resource management software .

Once you know how to pick tools, take a look at this list of the best resource management software we curated for you, complete with comparisons of features. 

5 key features to look for in a resource planning tool

If you are considering a resource planning tool, there are some must-haves and some nice-to-haves to take into account. 

1. Multi-project organization features

You should be able to plan different projects in one tool and have a central view of how the allocations look as a whole. Ideally, the tool should provide the option to color code projects so it is easier to distinguish between them.

An overview of a team’s projects in Float

2. Real-time updates

Updates should happen in real-time so that as soon as something changes (like a team member calling in sick) and project timelines change, team members are notified of the new resource plan. For example, email or chat notifications will be sent to team members once you make changes to allocations in Float.

Team members are notified by email once project plans are updated in Float

3. High-level view of teamwork schedules and resource availability 

You should be able to visualize your entire team’s availability on one screen and decide how to assign (and reassign, if necessary) each task to a resource based on skill sets and capacity. For example, your system should give you an at-a-glance sense of key information like their daily project schedule, job titles, and work hours.

The Float schedule gives an overview of all ongoing projects

4. Forecasting and budget tracking 

The resource planning tool you choose should help you track any project’s performance alongside its resources’ billable hours. Once you allocate more than that, the tool should clearly show you that you are over budget within your project budget report so you can take quick remedial action.

Budgets in Float are automatically updated as the project progresses.

5. Project reporting tools for smarter decision-making 

Another essential feature is a reporting dashboard where you can see precise analysis of project vitals like project budgets, resource utilization rates , and scheduled hours.

The Report dashboard shows team utilization rates, capacity volumes and billable hours

How to plan your resources in Float 

We’ve been hinting (more like strongly suggesting 😉) that you use Float for your resource planning, and at this point, you’re probably wondering how it works. 

Let’s show you 👇🏿

1. Create a data repository of your people (resources)

Create a centralized repository of your people to see information about their skills, roles, capacity, and locations at a glance. This inventory will help you track resources , organize your planning, find staffing gaps , and quickly determine the best person to work with.  

Now if you are considering using a spreadsheet, we are going to have to stop you right there. Spreadsheets offer limited functionalities and are inflexible for the constant changes in projects.  

Instead, you can use a resource planning tool like Float. You can add roles, include billable rates, set custom work hours and locations, and add their skills. 

Here’s a detailed video on how to create your data repository👇🏿

2. Set up systems for managing capacity

Put systems in place that will keep you on top of your team’s capacity. Now these systems don’t require you to build something completely new or complex. For example, you can set leave policies in place to guide your team members when they need to take time off. 

This is important because capacity is often nebulous. Project managers tend to think that the team has more availability than they actually do. 

Take, for example, the 40-hour work week. These hours are rarely spent on work alone. There are meetings, admin tasks, ad-hoc project tasks , and in some cases, sick leave. 

“It’s important to understand your organization’s baseline capacity when it comes to planning projects,” Michael Luchen, director of product says. “Think of admin and management tasks they might have to do. For example, if the design lead has to do admin work for an hour or two a day and then meet with team members for another hour, that should be allocated on their schedule.” 

There are various systems you can set up to manage your team’s capacity . 

• Create leave policies. Determine beforehand the specific conditions under which leave can be taken. This could be time off with pay for a limited number of days or a compulsory annual leave that must be taken every year, or sick leave when the team member falls ill. 

➡️ Learn how to schedule and manage your team’s time off .  

• Import public holidays to your resource planning tool. At Float, we have 40+ workers across different continents. It’s quite common for team members to have a public holiday during a project. To avoid missing deadlines, we plan around holidays and don’t assign them tasks on their days off. Each team member’s holiday is set in Float and helps managers know when they’d be out before time.  

➡️ Learn how to set public and team holidays  

• Manage PTO requests. Ensure that time off requests are reviewed before they are approved. This process should involve the manager of the team member as they would have a good idea of the person’s workload and can approve or decline the request. 

➡️ Learn about time off approvals  

• Encourage your team to sync their calendar to your resource planning tool. Meetings often take up chunks of the team’s time without project managers noticing. Stay on top of upcoming and recurring meetings so you have a realistic idea of your team’s capacity. 

➡️ Learn how to sync your Google Calendar with Float

3. Forecast resources required and their availability  

Determine the people you need for your project based on the project requirements. What job roles are needed? What skills are needed? This will be a good time to refer to your resource repository. 

Then find out if these people are available to work on your project. Are they already allocated to another project? Do they have some time off during your project? 

➡️ Learn how to create resource breakdown structures for projects

Forecasting your resources is important because it shows you who you need on your team to complete your project. It also reveals staffing gaps and potential schedule conflicts. 

Unconfirmed projects can be set as tentative in Float

However, this step is very speculative because humans can’t see into the future. Consider creating a tentative project plan. This approach has helped  Georgia McGillivray , the former operations manager at MetaLab plan resources better. 

“We’re able to plug tentative projects into Float and see three months into the future. That gives our executives and partnerships team a line of sight into how we’ll staff future projects and our ability to take on additional projects.”

➡️ Learn how to create tentative projects in Float . 

Emily Feliciano

Creative Resource Manager at Atlassian

After years in the industry (both in-house and agency) and using everything from Excel spreadsheets to automated resourcing software, Float is effectively the most nimble and aesthetically appealing tool on the market. I work with creatives, and we need to look at data in a digestible way. Float makes it easy and efficient to do so. I love the customization options, tools that it integrates with, and how you can get both granular and high-level information. It’s been my top tool for years, and I always try to get new places to adopt it.

4. Match resources to tasks  

Research shows that job satisfaction increases when individuals’ job roles align closely with their assigned tasks. Matching resources to tasks is an important step in your resource plan as it influences the performance and engagement of your team. 

For example, Angela Faunce Leaf, executive producer at Tilt Creation + Production ensures that she assigns her people to work that complements their skills and helps them grow. 

“Everyone has a core set of skills that may range from the remarkable to the adequate. And there are also parts of everyone’s job that they love, like, or hate. I try to build on this and get to know each team member’s preferences and priorities.”

She finds out what her team is interested in from conversations, regular check-ins with team members, performance reviews, and project post-mortems. 

She also keeps track of interests using tags in Float . 

“I also use ‘tags’ for some people to note special skills or interests. I am often surprised at how many folks have skill sets that no one knows about. I once worked with a project manager who was a food stylist in a previous job - needless to say, that fact was good to know and came in handy in a pinch.”

Team members can be assigned multiple tags

5. Review available data on project time

Look at past project data to understand how time was spent on previous projects. This retrospective approach is especially helpful when planning resources for projects with similar tasks. It will help you know if your previous plans were accurate or if they were far off the mark. You can also spot areas of improvement. 

For example, you might notice that a bottleneck slows down the project just before the final product is delivered. When creating a new resource plan, you are better prepared to eliminate or avoid the bottleneck. 

If you’re already tracking your team’s time on Float, you can find helpful insights in your Project and People reports. 

If you have not started tracking time spent on projects, the best time to begin is now. Time tracking in Float is simple and collaborative.

➡️ Learn how Impression streamlines its resource planning and time tracking with Float

6. Review project reports regularly 

The best-laid plans might not work out as you expect, and that’s fine. 

For that reason, you should review project reports to monitor the health of your project. Are you over or under budget? Do you need to bring in a contractor to help complete specific tasks? Are any resources underutilized?

For Float users, Project and People reports will come in handy. 

To access these reports, click the Report tab. Then navigate to Projects to see the health of your project. 

The dashboard shows project information like scheduled hours, logged hours, estimated budget, and actual costs. 

Team member utilization levels are displayed in Float

We recommend that you try resource planning software like Float. We have several features designed to help you plan better: 

• Use tags to add skills, notes, and departments to each resource
• Gauge your team’s bandwidth using task hours and overtime indicators
• Drag and drop an allocation to move it to another person
• Budget expenses and compare actual costs with estimated costs
• Resize allocations to increase the daily hours or time range
• Split allocations and move one part to another team member

Resource planning made easy

If you’re still planning your projects with spreadsheets, chances are you’re not maximizing your team’s time or tracking budgets efficiently. This is exactly how project deadlines and budgets get thrown off track. 

With a tool like Float, planning your team’s time and scheduling your resources can save you up to four hours a week!

But the real win comes from keeping every team member on the same page. They will know what projects they’re working on, when they need to be finished, and what the overall project pipeline looks like. 

Try the #1 rated resource management software

Float is the #1 rated resource management software on G2 for planning projects and scheduling your team’s time.

Some FAQs about resource planning

What are the key components of resource planning.

The key components of resource planning are:

• Identifying project goals and requirements • Assessing available resources and their capacity • Allocating resources based on project priorities and resource constraints • Monitoring resource usage and adjusting plans as optimization is needed • Anticipating and mitigating potential resource shortages or bottlenecks

What are the benefits of resource planning?

Resource planning offers several benefits: • Improved resource allocation and utilization • Enhanced project efficiency and productivity • Better alignment of resources with organizational goals • Reduced costs and waste (of time, resources, expertise) • Increased transparency and accountability in resource management

What are the common challenges in resource planning?

The common challenges in resource planning—which can usually be solved via dedicated resource management and planning tool—include: • Limited visibility into resource availability and utilization • Uncertainty and fluctuations in resource demand • Conflicting priorities and competing resource needs • Lack of integration between different departments or project teams • Inadequate tools or processes for resource planning and management

Related reads

The ultimate guide to resource management for 2024, capacity planning guide: 3 practical strategies & expert tips, resource allocation: how to manage project resources in 2024.

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Resource Planning

This guide to resource plans is brought to you by projectmanager, the project management software trusted by 35,000+ users. build a resource plan in minutes.

What Is Resource Planning?

Resource plan key terms, stages of a resource plan, what is resource management software, desktop vs. online resource management software, benefits of online resource management software, must-have features of resource management software.

• Execute a Resource Plan in ProjectManager
• Creating a Resource Management Plan

Resource Management Best Practices

Resource planning organizes, identifies and lists the resources required to complete a project successfully. Resources are assets that are required to execute a project; a resource is a broad category and includes equipment, tools, supplies, materials, time and people.

A proper resource plan will map out the exact quantities of the necessary storable resources (such as cash) and non-storable resources (like machinery or labor). Considerations made during resource planning factor greatly into the scheduling and budgeting of projects.

Related: 25 Free Project Management Templates for Excel

Because it’s so important to align your resources with your budget and your project schedule, it’s best to use a project planning software to get everything organized in one tool. ProjectManager makes it easy to manage resources, budgets and project schedules in one online platform.

What Are The Components of a Resource Plan?

A resource plan aims to use resources in the most efficient manner possible, thus contributing to the overall productivity of the project. This is furthered by properly allocating your project team where their skill set will take the project the farthest. The best bet is to have a constant flow of resources and make sure you’re using them wisely and productively.

When resource planning, you should ask yourself the following questions about the most key components:

• What are the roles of the project team?
• What are the procurement needs of the project?
• What types of contracts are required?
• Are there any pre-qualification methods needed?
• What criteria will be used to select contractors or vendors?
• How much of the budget is allocated to resources?
• How will performance be measured in the project?
• What policies and procedures will be used?

To better understand how to manage your resources in projects, we should first break down different key terms that are often associated with resource management .

Remember, resources are more than just your team—they’re also your equipment, assets and office space. They’re everything, in fact, that has a cost required to complete the project.

• Resource Plan: A detailed list of resources and the ways you will manage them throughout the project. The more detailed, the better.
• Resources Breakdown Structure (RBS): A resources breakdown structure creates hierarchies of resources, according to the hiring organization (like a reporting structure or team hierarchy) or by geography (such as all the teams or equipment required in Asia or Africa). Include all resources on which the project funds will be spent, but it’s up to you to define which type of hierarchies are relevant to your project. Its execution is similar to a WBS.
• Responsibility Assignment Matrix: A responsibility assignment matrix defines resources according to various levels of responsibility for completing project tasks or for the overall project. Clarify the roles and responsibilities of the entire project.
• Resource Overallocation: Overallocation simply means when a person is given too much work, which can impact the budget and even derail a project. It’s crucial that resources are balanced, so you’re going to need a way to stay on top of your team’s workload throughout the life cycle of the project.
• Resources Histogram: This provides a visual of the resources for anyone in the project who needs to stay in the loop. It’s a quick and easy way to view the allocation of your resources and note whether any are over- or under-allocated.
• Resource Dependency: This refers to a theory that an organization should guard against having all their eggs in one team basket. That is, over-reliance on one team to accomplish core work (especially if it’s an external team) can lead to workload blocks and resource shortages.
• Resource Leveling: Leveling resources is a juggling act, whereby you manage resource availability across a project or across multiple projects. It can be accomplished by extending the duration you had planned for certain tasks to be accomplished by adjusting the start and end dates, depending on whether you have the resources to complete them now or not.

Related: Free Resource Plan Template

There are four main stages to resource planning one should follow to ensure your bottom line stays firm and you are able to get the available resources when you need them. This is also called the resource management life cycle .

Before the project starts, begin to figure out the resources you’ll need to execute it. This includes the budget for those resources to make sure your project is profitable, and getting sign off from stakeholders. To start this process, the project resource requirements must first be decided upon. Then, you can think of filling the types and amount of roles that will be required.

1. Ascertain Resources

After you’ve evaluated the situation and determined what the objectives of the project are, you have to select the right strategy and estimate the resources that you’ll need to reach that goal. Resource forecasting must be thought through as efficiently and cost-effectively as possible. These resources include labor, materials, equipment, facilities and others, such as admin, subcontractors, etc.

2. Procure Resources

You need to start to assemble your team according to the skills and experience the project requires. Equipment must be sourced, and contractors secured. Some of the aspects of this stage of resource planning include developing team roles, procurement needs, contracts, budgets, measurements to judge performance and any policies and resource optimization procedures.

3. Manage Resources

At this point, you need to define the roles and responsibilities of your team, who is doing what. Subcontractors’ roles also need to be defined. If you’re using tools and equipment that is being rented for the project, then you must make sure they’re returned in a condition that meets the requirements of the contract. Any facilities must be maintained, too.

There will be issues, of course, and when they occur you have to identify, define, investigate and analyze, solve and then review.

4. Control Resources

Somewhat different from managing resources is controlling your resources, which means monitoring the resources during execution to make sure they’re delivering the results that are expected of them. What this boils down to is something called the resource utilization rate, which measures how efficiently you use the resources.

If the utilization rate is too low, action must be taken, such as a cost-benefit analysis . You should always be evaluating outcomes to make sure you stay on track.

Resource management software is a tool that assists in the planning and scheduling of projects. It’s used to manage your team, tools, equipment, materials and so forth—all of which are crucial to your success.

Your resources all have costs associated with them, and are often used for a limited period. These expenses and timeframes must be managed to align with the schedule. Resource management software lets you plan with these resources in mind, then allows you to allocate them and track who’s working on what and when.

A resource management tool will help you track costs and time related to your resources in order to make sure you use them as planned and are sticking to the project budget. Microsoft Project is one of the most commonly used project management software, but it has major drawbacks that make ProjectManager better for resource management.

Desktop and online resource management software share many features. This can make it difficult to choose which is the right solution for your project. They both allow managers a high-level view of the project resources. This makes it easier to quickly view the resources needed and provide just the right amount.

You can also generate reports with both a desktop and online application. For example, project status reports are critical to make sure you’re not overspending. They’re also a communication vehicle to present to project stakeholders and keep them updated on progress.

Pros of Desktop Resource Management Software

There are big differences between the two, however, and if you’re looking for security and speed, the desktop model might be best. Desktop applications can be more secure if they don’t require an internet connection. Of course, neither desktop or online software are guaranteed to offer impenetrable security, but the desktop probably does have an edge there.

Speed is also a factor. Desktops are not at the mercy of the strength of your online connection. Of course, if your internet connection is severed, then your online tool will not function at all.

Pros of Online Resource Management Software

While desktop software might have advantages in security and speed, those gaps are rapidly closing. Advancements in two-factor authentication and Single Sign On can provide an incredibly secure experience.

Online has other advantages that desktops can never achieve. The major difference is that an online resource management tool is going to have real-time data, which is crucial when managing resources to keep the project running smoothly.

Real-time data means better decision making, but it also creates a platform on which your team can collaborate. This leads to greater productivity, meaning your resources will go further. Having features that connect teams to work through their tasks together helps with efficiency and building better teams.

Finally, an online resource management software can be accessed anywhere and at any time, if there’s online connectivity. That means teams that are distributed across the globe have access to the tool and can even work together. It also means that all your project documentation is centrally located and also available when and where you need it.

Managing resources requires real-time data to keep track of your costs and the time spent in order to maintain your budget and stay on schedule.

Online resource management software gives relevant and timely information because you don’t have the luxury of waiting when the success of your project hangs in the balance. But that’s not all you get, the following are more advantages related to using an online resource management tool:

• Track resource costs
• View availability of team
• Balance team’s workload
• Integrate resources into project plan
• Automatic calculation of actual vs. planned costs
• Keep updated on team’s hours with automatic timesheets

There are lots of resource management software options on the market. To choose the one that is best for your project, make sure it has these features:

Assign Teams & Track Resources

When building your project plan, schedules must include team assignments and the related resources they’ll need to execute their tasks. Interactive Gantt charts do all this online, giving you a tool to assign and track project resources that stay on budget and deliver on time.

Track Your Team’s Work

Timesheets have become more than a tool for payroll. Resource management tools can have timesheets that automatically reflect your team’s status updates. This not only streamlines the process, but gives managers an invaluable view into their team’s progress.

Know Who’s Working on What

To keep teams working productively, you need to know how many tasks they’ve been assigned. Having a view into their workload can help you re-allocate as needed to make sure they’re not overburdened. Balancing workload also makes sure your resources are being used efficiently.

Keep Updated With Live Information

An online resource management tool collects live data to help managers make better decisions. But you also need a system in place to keep managers and their teams aware of any updates. A tool that triggers email alerts is a must, one that has in-app notifications is essential.

Get Easy, Flexible & Detailed Data

Reporting features collect data on the progress and performance of your project and give you insights into how to best manage your resources. Having a report that can be easily shared with stakeholders and filtered to focus in on specifics is ideal.

See Resources Across Many Projects

Managers are often responsible for more than one project, such as a program or portfolio, and want a tool that can assign, track and report on all their projects. This allows you to find synergy between projects and have them all work together for greater efficiency.

How to Execute a Resource Plan in ProjectManager

Resource management software assists project managers with planning and scheduling their project resources. It’s usually included as part of a suite of project management features that are designed to manage every aspect of your project.

ProjectManager is an award-winning software that’s designed to identify, organize and monitor your resources with robust online Gantt charts, real-time dashboards and one-click reporting that let you stay on top of everything. Here’s how it works:

1. List All Your Tasks

Gathering all the necessary tasks and determining the level of effort for a project is the first step needed to define your resources. You need to know what you’re doing before you can determine what you’ll need to do it!

Collect all your tasks on the task list view or Gantt chart view in our software. Add estimated start and end dates to populate the project timeline on the right side of the Gantt chart.

2. Add Your Resources to the Tool

Resources are your teams and the things they’ll need to execute their tasks. All of those resources must input into the software in order to manage and track their progress .

Onboard your team by inviting them to the project with the global add button in the top right corner. They will receive an email with a link. Once they follow that, they’re in and ready to start tracking their work.

3. Define Resource Costs

Calculating the cost of your resources is how you manage your budget. Keeping track of those costs is how you maintain your budget.

Add the labor rate for your resources, and set the cost by hours assigned. Our software automatically does the cost calculations for you as your team logs their hours and progresses through their tasks.

4. Schedule Resources on the Gantt

Resources (that aren’t people) need to be attached to tasks and added to your schedule to keep track of their costs throughout their life cycle in the project.

With ProjectManager’s Gantt chart you can create a resource calendar . Add your nonhuman resources the same way you onboarded your team. You can set their costs, then track them later in the project to keep on budget.

5. Track Time

Monitoring the hours logged by your resources is how you make sure they’re adhering to the project plan, schedule and budget.

Use timesheets to track the hours your team logs as they work. Their time updates are automatically reflected throughout the software.

6. Balance Resources

Once the project is executed, it’s crucial to keep your resources matched with your production capacity , making sure you have just what you need, when you need it.

Keep your resources level by checking the workload page. Here, you’ll see a color-coded chart that shows if team members have too many or too few tasks. You can then reallocate their tasks from this page.

7. Report to Stakeholders

Stakeholders are the people who are invested in the project. They will want to stay up-to-date on progress and performance.

Generate reports on workload with a single click. Filter to show the data you want, then easily print or save as a PDF to share with your stakeholders.

Ready to start managing your projects, tasks and resources in one tool? Take a free trial of ProjectManager.

Creating a Resource Management Plan: An In-Depth Look

So, those are the basic terms and processes. But how can you use them to create a process, schedule your resources throughout the project cycle , and monitor those resources within the boundaries of your budget, without overburdening them and risking team burnout? Lucky for you, we’ve covered the basics of resource planning before, and it can be distilled into a super basic three-step process.

First, note all your resources, including people, equipment and materials. Next, figure out how many of those resources are needed to get the project done. Finally, make a schedule for the resources. Drilling down, however, it’s important to make sure you have all the components of a good resource plan. It should include the following.

• All the Resources Necessary to Complete the Project: That’s everything from people to machines and even any office space you’ll need. Spend a good amount of time with this list, the more complete it is, the more accurate your schedule will be.
• Timeframes For the Planned Effort of Each Resource: By noting the duration of time needed for each resource, you have a clearer picture of how it will fit into your overall schedule.
• The Number of Each Resource You’ll Need Per Day/Week/Month: Again, you want to break your resource needs out on a daily, weekly and monthly rotation to better grasp what you’ll need and when.You can use a resource histogram to help you with this process.
• Quantity of Resource Hours Required Per Day/Week/Month: You’ve figured out what you need, but how many hours for each of those resources are you going to allocate over time?
• Assumptions and Constraints: An assumption is what you think might be true, while the constraints are the schedule, cost and scope of your project. So, you want to know what they are and how they’ll potentially impact your plan.
• Resource Constraints: In addition to the traditional project management constraints that affect how you manage resources, there are specific resource constraints that you’ll need to be aware of.

Think strategically. Are you assuming a team will be available in three months? Do you know for a fact they won’t get assigned by another group leader for a separate project? Have you taken into account holidays and scheduling shifts?

Identifying all your assumptions is a critical component of planning your resources wisely.

That’s the makings of a solid resource management plan. Now you need to know how to actively manage your resources as your project progresses.

You can do this when you have visibility into resource availability and workload. Because work shifts from person to person, as people collaborate back and forth, work can easily end up on the shoulders of only a few key team members. This can mean others are sitting idle waiting for them to reply or toss the work back. You need to be able to monitor those workflow trends and be able to quickly reallocate idle resources.

So how do you do this? There are four ways you can keep on top of the resources workload.

1. Manage Work Schedule Calendars Actively

You need to be able to track the hourly and daily availability of individual resources, as well as track their planned holidays and vacations. Be sure to take into account global or regional time differences, as well as different global holidays that might differ from your home office holiday calendar.

2. Monitor Progress on Gantt and Dashboard

You can also consult the planned versus actual progress of your overall project to get a head’s up if there’s a problem with resources. A Gantt progress bar should tell you how much progress is being made on a specific task according to the planned effort. You should also be able to see whether progress is made on individual tasks with shading on the larger task bars.

You should also be able to get a view of the whole project’s progress both by looking at a rolled-up view of the Gantt tasks or on a dashboard report. If you’re falling behind, usually moving around resources is a way to get back on track.

3. Review Workload Allocation

The team’s workload is another metric you’re going to need to keep close. If all the work is being laid on the shoulders of only a few team members, while the others are idle, then you’re going to need to reallocate your resources.

Another way of looking at this is leveling your resources by ensuring that they are equally distributed across your team. Checking on workload is a daily part of keeping your resources well-allocated.

4. Get Resource Reports to Monitor Productivity

When you’re watching your resources in real-time, and the project’s success is on the line, then you’re going to need to make decisions swiftly. Use the reporting feature of your project management tool to produce reports on resource allocation, as well as task progress by an individual. It’s important to monitor resources regularly with deep dives into data to measure productivity KPIs like output and actual effort.

Remember, resource management is heavily linked to your scheduling and management of your project management schedule . These are different but complementary disciplines, and the more holistically you approach managing your resources, the more you’ll be able to act in a timely manner to keep your project moving towards success, on time and within budget.

Therefore, you want to have the right resource management tools to keep you informed of your resources while the project is in progress, whether that’s collecting data in an Excel spreadsheet or a more robust online PM tool. Using an online Gantt chart gives you a visual view of the project’s tasks, their durations, and whatever dependencies are linking one task to another, so you’re able to note bottlenecks and easily reallocated resources to get the project back on track. Try ProjectManager today to take advantage of the best resource management tools on the market.

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11.3: Conducting a Feasibility Analysis

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• Michael Laverty and Chris Littel et al.

Learning Objectives

By the end of this section, you will be able to:

• Describe the purpose of a feasibility analysis
• Describe and develop the parts of a feasibility analysis
• Understand how to apply feasibility outcomes to a new venture

As the name suggests, a feasibility analysis is designed to assess whether your entrepreneurial endeavor is, in fact, feasible or possible. By evaluating your management team, assessing the market for your concept, estimating financial viability, and identifying potential pitfalls, you can make an informed choice about the achievability of your entrepreneurial endeavor. A feasibility analysis is largely numbers driven and can be far more in depth than a business plan (discussed in The Business Plan ). It ultimately tests the viability of an idea, a project, or a new business. A feasibility study may become the basis for the business plan, which outlines the action steps necessary to take a proposal from ideation to realization. A feasibility study allows a business to address where and how it will operate, its competition, possible hurdles, and the funding needed to begin. The business plan then provides a framework that sets out a map for following through and executing on the entrepreneurial vision.

Organizational Feasibility Analysis

Organizational feasibility aims to assess the prowess of management and sufficiency of resources to bring a product or idea to market Figure 11.12 . The company should evaluate the ability of its management team on areas of interest and execution. Typical measures of management prowess include assessing the founders’ passion for the business idea along with industry expertise, educational background, and professional experience. Founders should be honest in their self-assessment of ranking these areas.

Resource sufficiency pertains to nonfinancial resources that the venture will need to move forward successfully and aims to assess whether an entrepreneur has a sufficient amount of such resources. The organization should critically rank its abilities in six to twelve types of such critical nonfinancial resources, such as availability of office space, quality of the labor pool, possibility of obtaining intellectual property protections (if applicable), willingness of high-quality employees to join the company, and likelihood of forming favorable strategic partnerships. If the analysis reveals that critical resources are lacking, the venture may not be possible as currently planned. 47

Financial Feasibility Analysis

A financial analysis seeks to project revenue and expenses (forecasts come later in the full business plan); project a financial narrative; and estimate project costs, valuations, and cash flow projections Figure 11.13 .

The financial analysis may typically include these items:

• A twelve-month profit and loss projection
• A three- or four-year profit-and-loss projection
• A cash-flow projection
• A projected balance sheet
• A breakeven calculation

The financial analysis should estimate the sales or revenue that you expect the business to generate. A number of different formulas and methods are available for calculating sales estimates. You can use industry or association data to estimate the sales of your potential new business. You can search for similar businesses in similar locations to gauge how your business might perform compared with similar performances by competitors. One commonly used equation for a sales model multiplies the number of target customers by the average revenue per customer to establish a sales projection:

T×A=ST×A=S

Target(ed) Customers/Users×Average Revenue per Customer=Sales ProjectionTarget(ed) Customers/Users×Average Revenue per Customer=Sales Projection

Another critical part of planning for new business owners is to understand the breakeven point , which is the level of operations that results in exactly enough revenue to cover costs (see Entrepreneurial Finance and Accounting for an in-depth discussion on calculating breakeven points and the breakdown of cost types). It yields neither a profit nor a loss. To calculate the breakeven point, you must first understand the two types of costs: fixed and variable. Fixed costs are expenses that do not vary based on the amount of sales. Rent is one example, but most of a business’s other costs operate in this manner as well. While some costs vary from month to month, costs are described as variable only if they will increase if the company sells even one more item. Costs such as insurance, wages, and office supplies are typically considered fixed costs. Variable costs fluctuate with the level of sales revenue and include items such as raw materials, purchases to be sold, and direct labor. With this information, you can calculate your breakeven point—the sales level at which your business has neither a profit nor a loss. 48 Projections should be more than just numbers: include an explanation of the underlying assumptions used to estimate the venture’s income and expenses.

Projected cash flow outlines preliminary expenses, operating expenses, and reserves—in essence, how much you need before starting your company. You want to determine when you expect to receive cash and when you have to write a check for expenses. Your cash flow is designed to show if your working capital is adequate. A balance sheet shows assets and liabilities, necessary for reporting and financial management. When liabilities are subtracted from assets, the remainder is owners’ equity. The financial concepts and statements introduced here are discussed fully in Entrepreneurial Finance and Accounting .

Market Feasibility Analysis

A market analysis enables you to define competitors and quantify target customers and/or users in the market within your chosen industry by analyzing the overall interest in the product or service within the industry by its target market Figure 11.14 . You can define a market in terms of size, structure, growth prospects, trends, and sales potential. This information allows you to better position your company in competing for market share. After you’ve determined the overall size of the market, you can define your target market, which leads to a total available market (TAM) , that is, the number of potential users within your business’s sphere of influence. This market can be segmented by geography, customer attributes, or product-oriented segments. From the TAM, you can further distill the portion of that target market that will be attracted to your business. This market segment is known as a serviceable available market (SAM) .

Figure 11.14

Projecting market share can be a subjective estimate, based not only on an analysis of the market but also on pricing, promotional, and distribution strategies. As is the case for revenue, you will have a number of different forecasts and tools available at your disposal. Other items you may include in a market analysis are a complete competitive review, historical market performance, changes to supply and demand, and projected growth in demand over time.

ARE YOU READY?

You’ve been hired by a leading hotel chain to determine the market and financial potential for the development of a mixed-use property that will include a full-service hotel in downtown Orlando, located at 425 East Central Boulevard, in Orlando, Florida. The specific address is important so you can pinpoint existing competitors and overall suitability of the site. Using the information given, conduct a market analysis that can be part of a larger feasibility study.

WORK IT OUT

Location feasibility.

You’re considering opening a boutique clothing store in downtown Atlanta. You’ve read news reports about how downtown Atlanta and the city itself are growing and undergoing changes from previous decades. With new development taking place there, you’re not sure whether such a venture is viable. Outline what steps you would need to take to conduct a feasibility study to determine whether downtown Atlanta is the right location for your planned clothing store.

Applying Feasibility Outcomes

After conducting a feasibility analysis, you must determine whether to proceed with the venture. One technique that is commonly used in project management is known as a go-or-no-go decision . This tool allows a team to decide if criteria have been met to move forward on a project. Criteria on which to base a decision are established and tracked over time. You can develop criteria for each section of the feasibility analysis to determine whether to proceed and evaluate those criteria as either “go” or “no go,” using that assessment to make a final determination of the overall concept feasibility. Determine whether you are comfortable proceeding with the present management team, whether you can “go” forward with existing nonfinancial resources, whether the projected financial outlook is worth proceeding, and make a determination on the market and industry. If satisfied that enough “go” criteria are met, you would likely then proceed to developing your strategy in the form of a business plan.

WHAT CAN YOU DO?

Love beyond walls.

When Terence Lester saw a homeless man living behind an abandoned, dilapidated building, he asked the man if he could take him to a shelter. The man scoffed, replying that Lester should sleep in a shelter. So he did—and he saw the problem through the homeless man’s perspective. The shelter was crowded and smelly. You couldn’t get much sleep, because others would try to steal your meager belongings. The dilapidated building provided isolation away from others, but quiet and security in its own way that the shelter could not. This experience led Lester to voluntarily live as a homeless person for a few weeks. His journey led him to create Love Beyond Walls (www.lovebeyondwalls.org), an organization that aids the homeless, among other causes. Lester didn’t conduct a formal feasibility study, but he did so informally by walking in his intended customers’ shoes—literally. A feasibility study of homelessness in a particular area could yield surprising findings that might lead to social entrepreneurial pursuits.

• What is a social cause you think could benefit from a formal feasibility study around a potential entrepreneurial solution?

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How to Write a Market Analysis for a Business Plan

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A lot of preparation goes into starting a business before you can open your doors to the public or launch your online store. One of your first steps should be to write a business plan . A business plan will serve as your roadmap when building your business.

Within your business plan, there’s an important section you should pay careful attention to: your market analysis. Your market analysis helps you understand your target market and how you can thrive within it.

Simply put, your market analysis shows that you’ve done your research. It also contributes to your marketing strategy by defining your target customer and researching their buying habits. Overall, a market analysis will yield invaluable data if you have limited knowledge about your market, the market has fierce competition, and if you require a business loan. In this guide, we'll explore how to conduct your own market analysis.

How to conduct a market analysis: A step-by-step guide

In your market analysis, you can expect to cover the following:

Industry outlook

Target market

Market value

Competition

Barriers to entry

Let’s dive into an in-depth look into each section:

Step 1: Define your objective

Before you begin your market analysis, it’s important to define your objective for writing a market analysis. Are you writing it for internal purposes or for external purposes?

If you were doing a market analysis for internal purposes, you might be brainstorming new products to launch or adjusting your marketing tactics. An example of an external purpose might be that you need a market analysis to get approved for a business loan .

The comprehensiveness of your market analysis will depend on your objective. If you’re preparing for a new product launch, you might focus more heavily on researching the competition. A market analysis for a loan approval would require heavy data and research into market size and growth, share potential, and pricing.

Step 2: Provide an industry outlook

An industry outlook is a general direction of where your industry is heading. Lenders want to know whether you’re targeting a growing industry or declining industry. For example, if you’re looking to sell VCRs in 2020, it’s unlikely that your business will succeed.

Starting your market analysis with an industry outlook offers a preliminary view of the market and what to expect in your market analysis. When writing this section, you'll want to include:

Market size

Are you chasing big markets or are you targeting very niche markets? If you’re targeting a niche market, are there enough customers to support your business and buy your product?

Product life cycle

If you develop a product, what will its life cycle look like? Lenders want an overview of how your product will come into fruition after it’s developed and launched. In this section, you can discuss your product’s:

Research and development

Projected growth

How do you see your company performing over time? Calculating your year-over-year growth will help you and lenders see how your business has grown thus far. Calculating your projected growth shows how your business will fare in future projected market conditions.

Step 3: Determine your target market

This section of your market analysis is dedicated to your potential customer. Who is your ideal target customer? How can you cater your product to serve them specifically?

Don’t make the mistake of wanting to sell your product to everybody. Your target customer should be specific. For example, if you’re selling mittens, you wouldn’t want to market to warmer climates like Hawaii. You should target customers who live in colder regions. The more nuanced your target market is, the more information you’ll have to inform your business and marketing strategy.

With that in mind, your target market section should include the following points:

Demographics

This is where you leave nothing to mystery about your ideal customer. You want to know every aspect of your customer so you can best serve them. Dedicate time to researching the following demographics:

Income level

Create a customer persona

Creating a customer persona can help you better understand your customer. It can be easier to market to a person than data on paper. You can give this persona a name, background, and job. Mold this persona into your target customer.

What are your customer’s pain points? How do these pain points influence how they buy products? What matters most to them? Why do they choose one brand over another?

Research and supporting material

Information without data are just claims. To add credibility to your market analysis, you need to include data. Some methods for collecting data include:

Target group surveys

Focus groups

Reading reviews

Feedback surveys

You can also consult resources online. For example, the U.S. Census Bureau can help you find demographics in calculating your market share. The U.S. Department of Commerce and the U.S. Small Business Administration also offer general data that can help you research your target industry.

Step 4: Calculate market value

You can use either top-down analysis or bottom-up analysis to calculate an estimate of your market value.

A top-down analysis tends to be the easier option of the two. It requires for you to calculate the entire market and then estimate how much of a share you expect your business to get. For example, let’s assume your target market consists of 100,000 people. If you’re optimistic and manage to get 1% of that market, you can expect to make 1,000 sales.

A bottom-up analysis is more data-driven and requires more research. You calculate the individual factors of your business and then estimate how high you can scale them to arrive at a projected market share. Some factors to consider when doing a bottom-up analysis include:

Where products are sold

Who your competition is

The price per unit

How many consumers you expect to reach

The average amount a customer would buy over time

While a bottom-up analysis requires more data than a top-down analysis, you can usually arrive at a more accurate calculation.

Step 5: Get to know your competition

Before you start a business, you need to research the level of competition within your market. Are there certain companies getting the lion’s share of the market? How can you position yourself to stand out from the competition?

There are two types of competitors that you should be aware of: direct competitors and indirect competitors.

Direct competitors are other businesses who sell the same product as you. If you and the company across town both sell apples, you are direct competitors.

An indirect competitor sells a different but similar product to yours. If that company across town sells oranges instead, they are an indirect competitor. Apples and oranges are different but they still target a similar market: people who eat fruits.

Also, here are some questions you want to answer when writing this section of your market analysis:

What are your competitor’s strengths?

What are your competitor’s weaknesses?

How can you cover your competitor’s weaknesses in your own business?

How can you solve the same problems better or differently than your competitors?

How can you leverage technology to better serve your customers?

How big of a threat are your competitors if you open your business?

Step 6: Identify your barriers

Writing a market analysis can help you identify some glaring barriers to starting your business. Researching these barriers will help you avoid any costly legal or business mistakes down the line. Some entry barriers to address in your marketing analysis include:

Technology: How rapid is technology advancing and can it render your product obsolete within the next five years?

Branding: You need to establish your brand identity to stand out in a saturated market.

Cost of entry: Startup costs, like renting a space and hiring employees, are expensive. Also, specialty equipment often comes with hefty price tags. (Consider researching equipment financing to help finance these purchases.)

Location: You need to secure a prime location if you’re opening a physical store.

Competition: A market with fierce competition can be a steep uphill battle (like attempting to go toe-to-toe with Apple or Amazon).

Step 7: Know the regulations

When starting a business, it’s your responsibility to research governmental and state business regulations within your market. Some regulations to keep in mind include (but aren’t limited to):

Employment and labor laws

Advertising

Environmental regulations

If you’re a newer entrepreneur and this is your first business, this part can be daunting so you might want to consult with a business attorney. A legal professional will help you identify the legal requirements specific to your business. You can also check online legal help sites like LegalZoom or Rocket Lawyer.

Tips when writing your market analysis

We wouldn’t be surprised if you feel overwhelmed by the sheer volume of information needed in a market analysis. Keep in mind, though, this research is key to launching a successful business. You don’t want to cut corners, but here are a few tips to help you out when writing your market analysis:

Use visual aids

Nobody likes 30 pages of nothing but text. Using visual aids can break up those text blocks, making your market analysis more visually appealing. When discussing statistics and metrics, charts and graphs will help you better communicate your data.

Include a summary

If you’ve ever read an article from an academic journal, you’ll notice that writers include an abstract that offers the reader a preview.

Use this same tactic when writing your market analysis. It will prime the reader of your market highlights before they dive into the hard data.

Get to the point

It’s better to keep your market analysis concise than to stuff it with fluff and repetition. You’ll want to present your data, analyze it, and then tie it back into how your business can thrive within your target market.

Revisit your market analysis regularly

Markets are always changing and it's important that your business changes with your target market. Revisiting your market analysis ensures that your business operations align with changing market conditions. The best businesses are the ones that can adapt.

Why should you write a market analysis?

Your market analysis helps you look at factors within your market to determine if it’s a good fit for your business model. A market analysis will help you:

1. Learn how to analyze the market need

Markets are always shifting and it’s a good idea to identify current and projected market conditions. These trends will help you understand the size of your market and whether there are paying customers waiting for you. Doing a market analysis helps you confirm that your target market is a lucrative market.

2. Learn about your customers

The best way to serve your customer is to understand them. A market analysis will examine your customer’s buying habits, pain points, and desires. This information will aid you in developing a business that addresses those points.

3. Get approved for a business loan

Starting a business, especially if it’s your first one, requires startup funding. A good first step is to apply for a business loan with your bank or other financial institution.

A thorough market analysis shows that you’re professional, prepared, and worth the investment from lenders. This preparation inspires confidence within the lender that you can build a business and repay the loan.

4. Beat the competition

Your research will offer valuable insight and certain advantages that the competition might not have. For example, thoroughly understanding your customer’s pain points and desires will help you develop a superior product or service than your competitors. If your business is already up and running, an updated market analysis can upgrade your marketing strategy or help you launch a new product.

Final thoughts

There is a saying that the first step to cutting down a tree is to sharpen an axe. In other words, preparation is the key to success. In business, preparation increases the chances that your business will succeed, even in a competitive market.

The market analysis section of your business plan separates the entrepreneurs who have done their homework from those who haven’t. Now that you’ve learned how to write a market analysis, it’s time for you to sharpen your axe and grow a successful business. And keep in mind, if you need help crafting your business plan, you can always turn to business plan software or a free template to help you stay organized.

This article originally appeared on JustBusiness, a subsidiary of NerdWallet.

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Business Analysis Frameworks and Methodologies: Tools for Effective Requirements Gathering and Analysis

In today’s dynamic business environment, the success of any project hinges on a thorough analysis and understanding of its requirements.

This process, called business analysis, forms the basis for making sound decisions, defining the extent of a project, and ensuring that all business targets agree with the final product. As a result, many frameworks and methodologies have also been developed to facilitate requirement gathering and analysis.

In this comprehensive guide, we will take a deep dive into the foundations of frameworks and methodologies—their key principles, methods, techniques, and practical applications. Let’s start!

Table of Contents:

The Importance of Effective Requirements Gathering and Analysis

• Waterfall Methodology
• Agile Methodology
• Lean Six Sigma
• Design Thinking
• Business Process Model 
• Engage Stakeholders Early and Often
• Use Multiple Methods
• Clearly State Requirements
• Prioritize Requirements

Final Thoughts 

At its core, business analysis is about identifying business needs and finding ways to address them. It is about understanding how that organization is structured, its policies and operations, and proposing changes that will enable it to meet its objectives.

Additionally, requirements gathering and analysis are pivotal to any successful business endeavor, be it new product development, software implementation, or business process modeling.

With a proper understanding of what stakeholders need or expect, a project can easily succeed and be efficient.

Stakeholder engagement, effective communication, and thorough analysis during the requirements-gathering phase lay the foundation for a successful project by ensuring that all parties involved have a clear understanding of what needs to be accomplished and how it will be achieved.

Organizations can use robust frameworks and methodologies for requirements gathering and analysis to:

• Minimize Risks: Clear requirements help identify potential risks early in the project lifecycle, allowing for mitigation strategies to be put in place.
• Enhance Communication: Stakeholders across different departments and levels of the organization can communicate more effectively when requirements are well-defined.
• Optimized Resource Allocation: Understanding requirements helps allocate resources efficiently, reduce waste, and maximize return on investment.
• Ensure Stakeholder Satisfaction: Meeting stakeholders’ needs and expectations increases the likelihood of project success and customer satisfaction.

Also Read: Enhancing Your Business with Business Analysis Consultancy Services

Understanding Key Business Analysis Methodologies 

Let us now take a look at some popular business analyst frameworks and methodologies that are widely used globally:

1.  Waterfall Methodology

Waterfall methodology happens to be one of the oldest and simplest approaches to software development and project management. Following this method, projects go through a series of sequential linear phases: requirements gathering, design, coding, testing, deployment, and maintenance.

Although the Waterfall methodology brings about orderliness and clarity, its rigidity becomes a hindrance, especially in changing business landscapes where requirements tend to change quickly.

2.  Agile Methodology

Agile is an adaptive set of software development practices that focus on collaboration, flexibility, and customer feedback during the project life cycle.

Instead of the whole project being divided into smaller parts, as done by the waterfall model, agile methodology divides it into small manageable parts called sprints, with each sprint producing potentially shippable product increments.

Agile methods like Scrum or Kanban favor responsiveness toward change rather than adhering to a rigid plan, thus allowing teams to respond quickly to evolving requirements while bringing value more often for stakeholders.

3.  Lean Six Sigma

Lean Six Sigma brings together the principles of Lean manufacturing and Six Sigma to get rid of waste, enhance quality, and simplify procedures. It focuses on removing non-value-added activities that drive variation and streamline workflow.

Business analysts use Lean Six Sigma tools such as value stream mapping, root cause analysis, process optimization, etc, to determine requirements and steer continuous improvement programs in organizations.

4.  Design Thinking

Design thinking is a user-centric innovation approach that prioritizes empathy, experimentation, and creativity.

It involves understanding user needs, generating ideas, prototyping solutions, and testing them with real users to refine the product or service iteratively.

By empathizing with users and involving them in the design process, organizations can develop products and services that truly meet their needs. Business analysts exploit design thinking methods to unearth hidden customer needs and prove assumptions while co-creating answers with key stakeholders.

5.  Business Process Model 

Business process models are used to visualize an organization’s processes, understand how they work, identify inefficiencies, and suggest improvements. They often use techniques such as flowcharts, swimlane diagrams, and business plan models and scripts (BPMN) to model business processes.

Business analysts use process modeling to document current state processes, analyze challenges, and develop future state processes that align with organizational goals and objectives. This streamlines the organization’s operations, reduces costs, and increases customer satisfaction.

Best Practices for Effective Requirements Gathering and Analysis

Regardless of the chosen framework or methodology, specific best practices can enhance the effectiveness of requirements gathering and analysis.

Some of them are as follows: 

1.  Engage Stakeholders Early and Often

Involve a variety of stakeholders from different backgrounds and roles in the project lifecycle to ensure that their needs and perspectives are well represented. 

Make sure you schedule regular meetings and workshops with stakeholders to gather requirements, solicit feedback, and validate assumptions throughout the project. This ongoing engagement fosters collaboration, builds trust, and ensures that the final solution meets the expectations of all stakeholders.

2.  Use Multiple Methods

Use a mix of methods such as interviews, surveys, workshops, and observations to gain in-depth needs and validate proposals. 

Make sure you always select the most appropriate methods based on the nature of the project, the complexity of the requirements, and the preferences of stakeholders. Each method offers unique advantages and insights, so combining them ensures a comprehensive understanding of the business needs and requirements.

3.  Clearly State Requirements

State requirements clearly, concisely, and unambiguously, using standard formats such as user profiles, use case developments, or other appropriate documentation methods.

4.  Prioritize Requirements

Prioritize requirements based on importance, urgency, and impact on project success, resulting in better resource allocation and decision-making.

Also, consider using techniques like MoSCoW prioritization to categorize requirements as must-have, should-have, could-have, or won’t-have, allowing for better focus on critical aspects of the project.

Make sure you routinely validate requirements with stakeholders to address any emerging changes or concerns and ensure alignment with business objectives.

Also Read: Why Organizations Need Business Analysis As A Service (BAaaS)?

Performance evaluation systems and processes provide valuable guidelines and tools for collecting and evaluating requirements.

Whether they follow traditional methodologies like Waterfall or adopt Agile methodologies like Scrum Kanban, organizations can use these processes to increase collaboration, reduce risks, and deliver value to independent business projects.

At Hurix Digital, we provide a wide range of solutions tailored to meet your specific needs. With our expertise, you can not only streamline your requirements gathering and analysis processes but also ensure that your projects are delivered successfully, on time, and within budget.

Connect with us now!

Currently serving as the Assistant Vice President of Technology Delivery Operations at HurixDigital, a prominent global provider of digital content and technology solutions for publishers, corporations, and educational institutions. With over 16 years of experience spanning EdTech and various domains, I hold certification as a SCRUM Product Owner (CSPO). My expertise includes operations, finance, and adept people management skills.

How To Create A Resource Plan In 7 Steps

As an agency project manager, you’ve probably experienced the agony of a project going over budget or missing deadlines because of poor project resource planning.

But let’s face it—creating a resource management plan while balancing a project’s requirements, budget, and schedule can be a real pain. Even the thought of identifying all the required resources, assigning them, and creating a detailed schedule is enough to give you a headache.

It doesn’t have to be this way.

This article will show you how to create a resource plan that addresses these pain points and sets your project team up for success. You’ll learn about the steps involved, the tools needed, and the best practices to document a resource management plan.

Ready to get started?

Let’s start by understanding what a resource plan is.

What is a resource plan?

A resource plan is a document that outlines the resources (people, tools, and materials) needed to complete a project. For an agency project, this document focuses primarily on human resources and their capacity, availability, and workload.

This plan helps a project manager manage resources and adjust the schedule.

Project managers create it in the early planning stages of project management. It’s a deliverable of an effective resource planning process.

Elements of a project resource plan

A comprehensive resource plan includes:

• Resource requirements: A list of all the resources needed to complete the project, including their number, roles, and responsibilities
• Project schedule: A detailed schedule including task start and end dates as well as critical milestones
• Resource gaps and risks: An analysis of the resource needs that cannot be met internally and a plan to deal with resource risks
• Resource management: A plan about how to monitor resource utilization and workload
• Monitoring and control plan: A plan to share resource planning and management updates with stakeholders, team members, and management.

How to create a resource plan?

Project managers plan resource management during the project’s planning phase. This upfront project management work ensures that you have the right resources available at the right time in your project.

Let’s look at the steps involved in creating one.

Grab a copy of our free project resource plan template to follow along.

#1. Document project scope

The first step in project management is to define the project’s scope.

The scope document not only helps you plan a project’s schedule, but it’s also critical for understanding the resource requirements of a project.

You don’t need to redo the entire scope document. However, it helps to include the following:

• Key project deliverables
• Major activities needed to deliver them
• And things that are out of scope

Creating a Work Breakdown Structure (WBS) based on project requirements helps you identify the deliverables and tasks.

Include a brief project scope outlining the deliverables and activities needed to complete the project.

#2. Identify resource requirements

At this stage, you know the activities needed to deliver a project. Next, you can quickly identify the resources required to complete each activity.

For example, here’s how you can document the resource requirements for a content marketing project.

For every resource type, note down the following:

• Responsibilities (you’ll need these later to identify resource gaps)
• And the number of resources required

#3. Include the project timeline

At the end of step #2, you’ve identified the “who,” i.e., the project resources.

Next, you need the “when.”

You only need some of the resources at all times in your project’s lifecycle. It makes sense to allocate and release a valuable resource as required so they can work on multiple projects.

That’s where a project timeline helps.

At this stage, the timeline represents the baseline schedule of the project’s activities. This could change resource assignments depending on resource availability.

Toggl Plan’s drag-and-drop Project timelines make it easy to create project schedules and adjust them just as quickly when things change.

Include a link to your project timeline in this section.

#4. Allocate resources to project tasks

Resource allocation is the process of assigning and managing the available resources.

It is an essential step of the resource management process as it helps balance a project’s resource needs with an organization’s total resource capacity.

Managers need to compete for resources when an agency works on multiple projects. As a result, a manager often needs to work with other project managers to book resources for a project.

Toggl Plan’s Team timelines make it easy to see your entire team’s schedule. See who’s on vacation and who’s busy with other projects in one place. Thus making it simple to schedule resources based on their availability and capacity.

Once you’re happy with the allocation plan, add the project resource schedule to the plan document. This involves adding the name of the person, their role, allocation start and end dates, and their estimated workload in hours.

Once you’ve allocated resources, you may find some project activities without any assignees. These are called resource gaps.

You may find other project activities without room to add a buffer resulting in the risk of a project lag. This risk can occur within a project or across projects in your agency.

Once you’ve identified the gaps and risks, include them in the plan.

#5. Make a risk management plan

Agency project managers mostly need to manage human resources. As a result, the project resource planning process is full of uncertainties. All an agency manager can do is prepare for roadblocks to complete projects on time and within budget.

You’ve already identified the resource gaps and risks in the last step.

Next, make a plan to manage these risks.

Here are some common project resource risks and their solutions:

The solutions you choose depend on the client and other project priorities.

Once you’ve identified the potential solutions, include them in your plan.

#6. Monitor and control project resources

There’s one final step before you can send the plan for approval.

You need a plan for when and how you’ll track resource availability and utilization.

A regular review meeting schedule helps you:

• Stay on top of your project’s resource requirements.
• Revisit specific resource assignment decisions.
• Manage resource risks better.

Include the resource review meeting date, topic, and attendee information in the resource management plan.

Tracking utilization

Utilization indicates how effectively resources are utilized in a project compared to their estimated allocation. It clearly shows you if your project is suffering from under or over-utilization of resources.

Allocation can be estimated from previous successful lookalike projects. Using a time-tracking tool to track time is the best way to measure your project team’s utilization accurately.

You can also use a simple spreadsheet or use Toggl Track’s reports to track your team utilization rate.

#7. Get the plan approved

You are now all set to send the plan for approval.

You must get the plan approved by all the stakeholders involved in the project. This way, they understand the plan and risks in managing resources.

Critical stakeholders in an agency project include:

• Client (or the project owner)
• Account manager
• People ops team (if you plan to hire additional resources or train existing resources)
• Finance/budget team

In large agencies, these are separate teams. On the other hand, in small agencies, the agency owner is often the only one you’ll need approval from.

Do you really need a documented plan?

Some of the steps outlined above seem apparent. In fact, so evident that agencies rarely make resource plans—less than 40% of project teams invest in resource planning and management ( Wellingtone , 2021).

Is it worth then investing in planning your project’s resources?

Absolutely. Here’s why:

• Reduce project failure rate : According to the same Wellingtone report, poor resource planning is the third-most common cause of project failure.
• Better manage resource constraints: With a clear picture of resource availability and allocation, you can make better decisions to utilize resources efficiently.
• Effective project portfolio management : Juggling multiple client projects is never easy. A documented plan gives you a clear picture of who’s doing what and when. Thus ensuring that all projects get a fair shot at available resources.
• Clear project communication: A documented plan means all stakeholders (including clients) know the resource needs, risks, review schedule, and mitigation plans.
• Resource commitments: Getting signed approvals to ensure everyone has budgeted for the resource requirements—including other PMs, HR, and finance teams.

Tools for effective resource planning

Creating and documenting a plan to manage resources may feel daunting. However, templates and resource management software make it easy.

Free resource planning templates

Make a copy of this free Google Docs (or MS Word) template to document your resource plan.

Also, grab our free resource planning and management templates (Google sheets and Excel versions)

Resource planning software

The free templates can help you get started quickly. But if you’re serious about resource management, it pays to invest in resource management tools.

Read our detailed comparison of the top resource planning tools . Or check out our top picks below.

Create an effective resource management plan with Toggl Plan

For agency projects, you need a simple tool to plan your projects and resources.

Project managers are hands-on and often have little time to learn and tinker with a complex project management tool.

That’s where Toggl Plan can help. It’s a simple, visual, drag-and-drop project planning tool.

Its colorful timelines make it easy to see who’s doing what and when. As a result, you can quickly make and adjust project and resource plans.

The time-off planning feature is handy for staying on top of your team’s vacation plans and avoiding scheduling conflicts with off time and other projects.

It also has a two-way integration with Toggl Track, a time-tracking tool. Using both tools, you and your team can stay on top of your team’s allocation, utilization, and workload.

Start your free Toggl Plan trial now .

Jitesh is an SEO and content specialist. He manages content projects at Toggl and loves sharing actionable tips to deliver projects profitably.

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How To Write the Management Section of a Business Plan

Susan Ward wrote about small businesses for The Balance for 18 years. She has run an IT consulting firm and designed and presented courses on how to promote small businesses.

Ownership Structure

Internal management team, external management resources, human resources, frequently asked questions (faqs).

When developing a business plan , the 'management section' describes your management team, staff, resources, and how your business ownership is structured. This section should not only describe who's on your management team but how each person's skill set will contribute to your bottom line. In this article, we will detail exactly how to compose and best highlight your management team.

Key Takeaways

• The management section of a business plan helps show how your management team and company are structured.
• The first section shows the ownership structure, which might be a sole proprietorship, partnership, or corporation.
• The internal management section shows the department heads, including sales, marketing, administration, and production.
• The external management resources help back up your internal management and include an advisory board and consultants.
• The human resources section contains staffing requirements—part-time or full-time—skills needed for employees and the costs.

This section outlines the legal structure of your business. It may only be a single sentence if your business is a sole proprietorship. If your business is a partnership or a corporation, it can be longer. You want to be sure you explain who holds what percentage of ownership in the company.

The internal management section should describe the business management categories relevant to your business, identify who will have responsibility for each category, and then include a short profile highlighting each person's skills.

The primary business categories of sales, marketing , administration, and production usually work for many small businesses. If your business has employees, you will also need a human resources section. You may also find that your company needs additional management categories to fit your unique circumstances.

It's not necessary to have a different person in charge of each category; some key management people often fill more than one role. Identify the key managers in your business and explain what functions and experience each team member will serve. You may wish to present this as an organizational chart in your business plan, although the list format is also appropriate.

Along with this section, you should include the complete resumés of each management team member (including your own). Follow this with an explanation of how each member will be compensated and their benefits package, and describe any profit-sharing plans that may apply.

If there are any contracts that relate directly to your management team members, such as work contracts or non-competition agreements, you should include them in an Appendix to your business plan.

While external management resources are often overlooked when writing a business plan , using these resources effectively can make the difference between the success or failure of your managers. Think of these external resources as your internal management team's backup. They give your business credibility and an additional pool of expertise.

Advisory Board

An Advisory Board can increase consumer and investor confidence, attract talented employees by showing a commitment to company growth and bring a diversity of contributions. If you choose to have an Advisory Board , list all the board members in this section, and include a bio and all relevant specializations. If you choose your board members carefully, the group can compensate for the niche forms of expertise that your internal managers lack.

When selecting your board members, look for people who are genuinely interested in seeing your business do well and have the patience and time to provide sound advice.

Recently retired executives or managers, other successful entrepreneurs, and/or vendors would be good choices for an Advisory Board.

Professional Services

Professional Services should also be highlighted in the external management resources section. Describe all the external professional advisors that your business will use, such as accountants, bankers, lawyers, IT consultants, business consultants, and/or business coaches. These professionals provide a web of advice and support outside your internal management team that can be invaluable in making management decisions and your new business a success .

The last point you should address in the management section of your business plan is your human resources needs. The trick to writing about human resources is to be specific. To simply write, "We'll need more people once we get up and running," isn't sufficient. Follow this list:

• Detail how many employees your business will need at each stage and what they will cost.
• Describe exactly how your business's human resources needs can be met. Will it be best to have employees, or should you operate with contract workers or freelancers ? Do you need full-time or part-time staff or a mix of both?
• Outline your staffing requirements, including a description of the specific skills that the people working for you will need to possess.
• Calculate your labor costs. Decide the number of employees you will need and how many customers each employee can serve. For example, if it takes one employee to serve 150 customers, and you forecast 1,500 customers in your first year, your business will need 10 employees.
• Determine how much each employee will receive and total the salary cost for all your employees.
• Add to this the cost of  Workers' Compensation Insurance  (mandatory for most businesses) and the cost of any other employee benefits, such as company-sponsored medical and dental plans.

After you've listed the points above, describe how you will find the staff your business needs and how you will train them. Your description of staff recruitment should explain whether or not sufficient local labor is available and how you will recruit staff.

When you're writing about staff training, you'll want to include as many specifics as possible. What specific training will your staff undergo? What ongoing training opportunities will you provide your employees?

Even if the plan for your business is to start as a sole proprietorship, you should include a section on potential human resources demands as a way to demonstrate that you've thought about the staffing your business may require as it grows.

Business plans are about the future and the hypothetical challenges and successes that await. It's worth visualizing and documenting the details of your business so that the materials and network around your dream can begin to take shape.

What is the management section of a business plan?

The 'management section' describes your management team, staff, resources, and how your business ownership is structured.

What are the 5 sections of a business plan?

A business plan provides a road map showing your company's goals and how you'll achieve them. The five sections of a business plan are as follows:

• The  market analysis  outlines the demand for your product or service.
• The  competitive analysis  section shows your competition's strengths and weaknesses and your strategy for gaining market share.
• The management plan outlines your ownership structure, the management team, and staffing requirements.
• The  operating plan  details your business location and the facilities, equipment, and supplies needed to operate.
• The  financial plan  shows the map to financial success and the sources of funding, such as bank loans or investors.

SCORE. " Why Small Businesses Should Consider Workers’ Comp Insurance ."

8 Business Plan Templates You Can Get for Free

8 min. read

Updated April 10, 2024

A business plan template can be an excellent tool to simplify the creation of your business plan. 

The pre-set structure helps you organize ideas, covers all critical business information, and saves you time and effort on formatting.

The only issue? There are SO many free business plan templates out there. 

So, which ones are actually worth using? 

To help remove the guesswork, I’ve rounded up some of the best business plan templates you can access right now. 

These are listed in no particular order, and each has its benefits and drawbacks.

What to look for in a business plan template

Not all business plan templates are created equal. As you weigh your options and decide which template(s) you’ll use, be sure to review them with the following criteria in mind:

• Easy to edit: A template should save you time. That won’t be the case if you have to fuss around figuring out how to edit the document, or even worse, it doesn’t allow you to edit at all.
• Contains the right sections: A good template should cover all essential sections of a business plan , including the executive summary, product/service description, market/competitive analysis, marketing and sales plan, operations, milestones, and financial projections. 
• Provides guidance: You should be able to trust that the information in a template is accurate. That means the organization or person who created the template is highly credible, known for producing useful resources, and ideally has some entrepreneurial experience.
• Software compatibility: Lastly, you want any template to be compatible with the software platforms you use. More than likely, this means it’s available in Microsoft Word, Google Docs, or PDF format at a minimum. 

1. Bplans — A plan with expert guidance

Since you’re already on Bplans, I have to first mention the templates that we have available. 

Our traditional and one-page templates were created by entrepreneurs and business owners with over 80 years of collective planning experience. We revisit and update them annually to ensure they are approachable, thorough, and aligned with our team’s evolving best practices.  

The templates, available in Word, PDF, or Google Doc formats, include in-depth guidance on what to include in each section, expert tips, and links to additional resources. 

Plus, we have over 550 real-world sample business plans you can use for guidance when filling out your template.

Download: Traditional lender-ready business plan template or a simple one-page plan template .

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2. SBA — Introduction to business plans

The U.S. Small Business Administration (SBA) offers two different business plan templates along with a short planning guide. 

While not incredibly in-depth, it’s enough to help you understand how traditional and lean plans are structured and what information needs to be covered. The templates themselves are more like examples, providing you with a finished product to reference as you write your plan.

The key benefit of using these templates is that they were created by the SBA. While they may provide less guidance, you can be assured that the information and structure meet their expectations.

Explore: The SBA’s planning guide and free templates

3. SCORE — Planning workbook

SCORE’s template is more like a workbook. It includes exercises after each section to help you get your ideas down and turn them into a structured plan.

The market research worksheets are especially useful. They provide a clear framework for identifying your target market and analyzing competitors from multiple angles. Plus, they give you an easy way to document all the information you’re collecting.

You will likely have to remove the exercises in this template to make it investor-ready. But it can be worth it if you’re struggling to get past a blank page and want a more interactive planning method.

Download: SCORE’s business plan template

4. PandaDoc — A template with fillable forms

PandaDoc’s library offers a variety of industry-specific business plan templates that feature a modern design flair and concise instructions. 

These templates are designed for sharing. They include fillable fields and sections for non-disclosure agreements, which may be necessary when sending a plan to investors.  

But the real benefit is their compatibility with PandaDoc’s platform. Yes, they are free, but if you’re a PandaDoc subscriber, you’ll have far more customization options. 

Out of all their templates, the standard business plan template is the most in-depth. The rest, while still useful, go a bit lighter on guidance in favor of tailoring the plan to a specific industry.

Explore: PandaDoc’s business plan template library  

5. Canva — Pitch with your plan

Canva is a great option for building a visually stunning business plan that can be used as a pitch tool. It offers a diverse array of templates built by their in-house team and the larger creative community, meaning the number of options constantly grows.

You will need to verify that the information in the template you choose matches the standard structure of a traditional business plan. 

You should do this with any template, but it’s especially important with any tool that accepts community submissions. While they are likely reviewed and approved, there may still be errors.

Remember, you can only edit these templates within Canva. Luckily, you only need a free subscription, and you may just miss out on some of the visual assets being used. 

To get the most value, it may be best to create a more traditional planning document and transfer that information into Canva. 

Explore: Canva’s business plan gallery

6. ClickUp — The collaborative template

Out of all the project management tools that offer free business plan templates, ClickUp’s is the most approachable.

Rather than throwing you into all the features and expecting you to figure it out—ClickUp provides a thorough startup guide with resource links, images, and videos explaining how to write a plan using the tool. 

There’s also a completed sample plan (structured like an expanded one-page plan) for you to reference and see how the more traditional document can connect to the product management features. You can set goals, target dates, leave comments, and even assign tasks to someone else on your team. 

These features are limited to the ClickUp platform and will not be useful for everyone. They will likely get in the way of writing a plan you can easily share with lenders or investors. 

But this is a great option if you’re looking for a template that makes internal collaboration more fluid and keeps all your information in one place.

Sign Up: Get a free trial of ClickUp and explore their template library

7. Smartsheet — A wide variety of templates

I’m including Smartsheet’s library of templates on this list because of the sheer number of options they provide. 

They have a simple business plan template, a one-page plan, a fill-in-the-blank template, a plan outline, a plan grading rubric, and even an Excel-built project plan. All are perfectly usable and vary in visual style, depth of instructions, and the available format.

Honestly, the only drawback (which is also the core benefit) is that the amount of templates can be overwhelming. If you’re already uncertain which plan option is right for you, the lengthy list they provide may not provide much clarity.

At the same time, it can be a great resource if you want a one-stop shop to view multiple plan types.

Explore: Smartsheet’s business plan template library  

8. ReferralRock affiliate marketing business plan

I’m adding ReferralRock’s template to this list due to its specificity. 

It’s not your standard business plan template. The plan is tailored with specific sections and guidance around launching an affiliate marketing business. 

Most of the template is dedicated to defining how to choose affiliates, set commissions, create legal agreements, and track performance.

So, if you plan on starting an affiliate marketing business or program, this template will provide more specific guidance. Just know that you will likely need to reference additional resources when writing the non-industry sections of your plan.

Download: ReferralRock affiliate marketing business plan template

Does it matter what business plan template you use?

The short answer is no. As long as the structure is correct, it saves you time, and it helps you write your business plan , then any template will work. 

What it ultimately comes down to, is what sort of value you hope to get from the template. 

• Do you need more guidance? 
• A simple way to structure your plan? 
• An option that works with a specific tool?
• A way to make your plan more visually interesting?

Hopefully, this list has helped you hone in on an option that meets one (or several) of these needs. Still, it may be worth downloading a few of these templates to determine the right fit. 

And really, what matters most is that you spend time writing a business plan . It will help you avoid early mistakes, determine if you have a viable business, and fully consider what it will take to get up and running. 

If you need additional guidance, check out our library of planning resources . We cover everything from plan formats , to how to write a business plan, and even how to use it as a management tool . 

If you don’t want to waste time researching other templates, you can download our one-page or traditional business plan template and jump right into the planning process.

See why 1.2 million entrepreneurs have written their business plans with LivePlan

Kody Wirth is a content writer and SEO specialist for Palo Alto Software—the creator's of Bplans and LivePlan. He has 3+ years experience covering small business topics and runs a part-time content writing service in his spare time.

Table of Contents

• Qualities of a good template
• ReferralRock
• Does the template matter?

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How to create a farm business plan.

If you buy something through our links, we may earn money from our affiliate partners. Learn more .

Crafting a comprehensive farm business plan is a crucial step towards transforming your agricultural visions into tangible realities. This plan serves as a blueprint, enabling you to formally articulate your thoughts, ideas, and aspirations. Engaging in this process can lead to profound insights, illuminating the path to a thriving agricultural enterprise.

Even though the term ‘farm business plan’ might evoke a sense of formal rigidity, it’s important to remember that this document is, in fact, a living, evolving entity. Just like a seedling that sprouts, grows, and changes with the seasons, your business plan is not meant to be static.

It’s something you nurture, revise, and expand as circumstances dictate and as your farm business matures. Feeling pressure to perfect your business plan from the outset could be paralyzing. Instead, we suggest you view this document as a foundation that can be continuously built upon.

To get you started, we offer a detailed farm business plan template. This invaluable resource can be tailored and expanded to suit your unique agricultural venture, whether you’re cultivating a sprawling wheat field or nurturing a boutique organic herb garden.

The most effective business plans are those that exhibit flexibility and resilience, characteristics that are at the heart of any successful farm business. Agriculture, by its very nature, is a domain subject to the whims of Mother Nature. From unpredictable weather patterns to seasonal variations, farmers of all kinds grapple with an array of external factors.

Therefore, your farm business plan should not only anticipate these challenges but also prescribe adaptive measures to navigate through them. It’s this inherent adaptability that transforms a good farm business plan into a great one.

Writing a Farm Business Plan Template: 15+ Things Entrepreneurs Should Include

A farm business plan, like any strategic document, should be comprehensive, encompassing all aspects of your operation, be it agricultural (crops) or product-based. Utilize these 15 key sections to shape your farm business plan template.

Do bear in mind that while these sections are integral, they are by no means exhaustive. Your farm business plan may necessitate additional topics based on your specific farming operations.

Creating a robust business plan is of paramount importance, whether you’re kickstarting a farm venture or acquiring an existing one. Our farm business plan template starts off with an executive summary.

Executive Summary

The executive summary provides an essential overview of your farm business. It helps to streamline communication and understanding between various stakeholders, such as internal team members, potential lenders, business partners, and customers. When drafting your executive summary, consider the following key components:

• Business Profile : Provide a snapshot of your farm business, describing its nature and scope. Are you into crop cultivation, livestock rearing, or any specialized farming practices?
• Products : Clearly outline what product or products your farm will produce. These could range from dairy products to specific crops or even services like agrotourism.
• Production Methodology : Describe how you plan to achieve your production goals. This could involve discussing your farming techniques, usage of technology, or unique methodologies.
• Target Audience : Identify the individuals or groups who will be interested in your farm products or services. These might be local consumers, restaurants, farmers’ markets, or even online customers.
• Key Strategies : Highlight the strategies you plan to implement to run and grow your business. This could cover marketing techniques, sustainability practices, or partnerships.
• Mission and Vision : Briefly outline the mission and vision of your farm business. This helps to convey your long-term objectives and core values.

Remember, your executive summary is essentially the first impression of your business plan. Making it comprehensive, clear, and compelling will help attract interest and support from stakeholders.

Goals and Objectives

A well-crafted business plan should encapsulate both personal and economic goals and objectives. Many successful farm business plans also address environmental stewardship and community outreach. You may want to include goals around preserving farm resources for future generations, ensuring that both the operational and stewardship aspects remain within the family.

Introduction

Your introduction should provide information about the business owners, including their backgrounds and levels of industry experience.

Mission Statement and Values of Your Farming Business Plan

This section enables you to express the core values that led you to the farming business, whether it’s an urban farming venture or a homemade product-based farm. Your mission statement should reflect these values. Sustainable practices and conservation are often key motivations that draw people to farming, so don’t be shy to share your commitment to such principles.

Industry History

Understanding your place within the wider agricultural landscape is key. Be sure to research farms that have historically dominated your region, whether they specialize in vineyards, urban farming, or livestock rearing. Use this research to make educated projections about the future.

Company Background and History

Share the history of your farm if it has been a long-standing family venture or the journey leading up to your purchase if it wasn’t. If your farm business is a startup, focus on the business experience and backgrounds of the involved parties.

Competitor Analysis

Understanding your competition is crucial. In the agricultural sector, farmers often share resources, such as a high-tech corn planter , or cooperate in marketing endeavors. Factor in such synergies when analyzing competitors.

Target Market

Clearly define your target market. This can include area groceries, farmers’ markets, or online customers. If you’ll be relying on online sales, ensure your website is professionally designed, keyword optimized, and easily discoverable.

Products and Services

Describe each product or service offered by your farm, highlighting those features most appealing to your target market.

Organization, Human Resources, and Management Plans

These interconnected elements cover your farm’s day-to-day operations, employee roles and responsibilities (including their job descriptions ), and overarching management plans.

SWOT Analysis

Conduct a SWOT analysis to identify your farm’s strengths, weaknesses, opportunities, and threats. This will help you strategize on how to leverage your strengths, mitigate your weaknesses, exploit opportunities, and neutralize threats.

Your vision is the roadmap for your farm’s future. It should express not just your financial aspirations but also your plans for the farm operation in the long run.

Growth Strategy

A comprehensive growth strategy should outline your plans for debt reduction, savings, and business expansion. Keeping detailed farm production records is key to evaluating the effectiveness of your growth strategy.

Financial Plan

Your financial plan should include elements like balance sheets, income statements, projected cash flows, loan repayment schedules, and depreciation factors.

Marketing Strategy

A robust marketing strategy is essential for your farm’s success. Look into brochures, advertisements, and joining co-op groups. Resources from institutions like the University of Minnesota and Cornell University offer comprehensive insights into effective marketing strategies for farm businesses.

Establishing a Farming Business Entity

Discuss the legal structure of your farm business. Will it be a sole proprietorship, a partnership, an LLC, or a corporation? Outline the pros and cons of each and why the chosen structure is the best fit for your farm business.

Detailed Description of Farm Operations

Include a section that provides an in-depth look at your day-to-day farm operations. This can cover everything from crop rotation plans, livestock breeding programs, to the use of technology and machinery in your farming activities.

Risk Management Strategies

Address potential risks and challenges your farm might face, such as natural disasters, market fluctuations, or pest infestations. Discuss the strategies you plan to implement to mitigate these risks, like insurance coverage, diversification, and emergency response plans.

Sustainability and Environmental Impact

Highlight your farm’s approach to sustainability and its impact on the environment. Discuss practices like organic farming, conservation techniques, and renewable energy usage, which demonstrate your commitment to environmental stewardship.

Community Involvement and Social Responsibility

Describe how your farm business plans to engage with and contribute to the local community. This could include hosting educational farm tours, participating in farmers’ markets, or supporting local food programs.

Supply Chain and Vendor Relationships

Detail your farm’s supply chain and vendor relationships. Explain how you plan to source inputs like seeds, feed, or equipment, and any partnerships with local suppliers or distributors.

Technology and Innovation

Discuss the role of technology and innovation in your farm business. This could include the use of precision agriculture, innovative irrigation systems, or the adoption of farm management software to enhance efficiency and productivity.

Training and Development Plans

Explain how you intend to train and develop your staff. Include plans for ongoing education, skill development, and potentially, leadership training for future farm managers.

Expansion and Diversification

Outline your long-term plans for expansion and diversification. This could involve adding new crops, branching into agrotourism, or exploring value-added products like farm-produced jams or cheeses.

Exit Strategy

Consider including an exit strategy for your farming business. This could be a plan for succession, selling the business, or transitioning to a different type of agricultural operation.

Wrap up your business plan with a conclusion that reiterates your farm’s core mission and vision, and express your enthusiasm and commitment to making your farm business a success.

Frequently Asked Questions

Include a FAQ section at the end of your business plan to address common questions potential investors or partners may have about your farm business. This can include queries about your business model, funding needs, or market potential.

Provide an addendum for additional documents that support your business plan. This can include resumes of key team members, detailed financial projections, market research data, or letters of support from future customers or partners.

Do I Need a Business Plan for My Farm?

Even if you’re knee-deep in the dirt, tending to your crops or livestock, every farming enterprise has the core elements of a business at its heart. These include aspects such as operations, marketing, human resources, and finances. When you embark on developing a farm business plan, it might astonish you to see where the journey takes you. You could end up discovering facets of your farm business that you hadn’t previously considered.

One of the many advantages of constructing your business plan is the opportunity it affords to involve others. Employees, family members, even your loyal farm dog might have innovative small farm business ideas that could significantly enhance your farm’s productivity and marketability. A different perspective can often yield solutions for issues you might not have even been aware of. Therefore, encourage an open exchange of thoughts and ideas. Who knows, the next great idea could be lying right under your hay bale!

More than just a document outlining your farm’s structure, your farm business plan should serve as a valuable decision-making tool. With it, you can confidently navigate the varied terrain of farm management, from daily operations to larger strategic initiatives. When you’ve got a meticulously crafted, robust farm business plan, it doesn’t just narrate your farm’s story, but also provides you with a roadmap to future growth and success.

Beyond this, a top-notch farm business plan can also be a lever that helps you access critical financing. Lenders and investors are more likely to support your venture when they see a well-structured, thoughtful business plan that articulates your vision, illustrates your understanding of the market, and demonstrates your commitment to fiscal responsibility.

So, where to begin? Let’s dive into our fundamental guide to crafting a farm business plan using our adaptable template. This resource has been designed to help you capture every aspect of your agricultural venture, laying a strong foundation for a bountiful future.

How Do I Write a Small Farm Business Plan?

Don’t sit down to write the whole thing. Chip away, one section at a time. Keep in mind that the plan doesn’t have to be the definitive last word. You can make adaptations.

How do you start a farm business plan?

Start with one piece of the business plan. One of the hardest sections of a business plan to write is the Mission Statement . If you get bogged down there, continue and come back to it later.

How much do farm owners make a year?

As you can imagine, the net income varies greatly by type of farm business.

The bottom line after expenses may not be high. Farmers need to consider net worth as assets grow and the farm property increases in value.

How much does it cost to start a small farm?

Getting set up to raise 100 beef cattle costs lots more than getting set up to raise 100 rabbits.

Things like property acquisition, soil preparation, equipment and machinery and the key costs. Other costs may be i rrigation systems , packaging and trucking.

What is the most profitable farming business?

Poultry farming is currently the most profitable – and common – farm business in the world. It includes chicken, turkey, quail, ducks and goose, that are being raised for meat or eggs.

It’s also one of the most expensive businesses to start, requiring significant capital investment. The industry is very labor-intensive and labor costs are high.

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Rawls College of Business

Master of science in data science.

Ranked the No. 3 best online, non-MBA program in the nation in 2022 , the Rawls College Master's in Data Science (MSDS) program provides graduates with the technical expertise needed to lead in the digital frontier. Through our 36-hour, STEM-designated program, learn how to manage, analyze and understand complex data to make strategic decisions. Upon graduation, you will have the skills and knowledge needed to be an agile data scientist capable of making impactful decisions across a variety of business settings and industries.

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Flexible format, on-campus or online classes.

Options to complete coursework on campus or online allow you to choose the course modality that best fits your personal needs.

One or Two-Year Options

Complete your degree in as little as a year, or take fewer classes per semester by selecting the online, two-year option.

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International students may qualify to work in the U.S. for up to three years after receiving their degrees.

Cutting-Edge Curriculum

We prioritize the real-world application of knowledge and skills to best support students who want to accelerate their careers in data science, business analytics, business intelligence and big data fields. Through our comprehensive curriculum, you will learn how to use advanced technologies and statistical methods to manipulate data and translate findings into actionable organizational strategies.

Classes include foundational building blocks for today's data scientists:

Statistics for Data Science

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The MSDS program requires 36-credit hours, consisting of specialized data science courses. This is a lock-step program, requiring students to take classes in a specific order, as concepts build on each other. The program begins in the summer, and summer courses are four to five weeks in length. Fall and spring courses are seven to eight weeks in length. Coursework for the one-year program can be completed on campus or online. The two-year program is available online only.

Working professionals experience their core courses together, creating a stimulating cohort-based learning environment. During your tenure in the program, you will build relationships with peers, emanating from diverse backgrounds and industries, resulting in a larger professional network upon graduation.

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Our MSDS faculty members include engaged technology practitioners who utilize real-world experience to inspire their instruction. Their areas of expertise include computer-aided decision making, information requirements determination, operations management, health care analytics, information economics and more.

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At Rawls College, we believe diversity drives opportunities for collaboration and learning. Together, we benefit from the many perspectives, skills and experiences our students from all over the world bring to our learning environment.

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Whether you are looking to switch careers or advance on your current path, the Rawls Career Management Center (CMC) is dedicated to supporting your success. The staff in the CMC can help you explore professions and industries, learn strategic career advancement techniques, and connect you with top employers.

Techsan Connection

The Techsan Connection is a free, online platform for Texas Tech alumni. Through the platform, alumni can apply to jobs, reconnect with fellow classmates, network with industry professionals and volunteer to mentor current students.

The admission process is the first step toward earning your degree. We will work closely with you to ensure your application process is personal, simple and successful.

Application Requirements

While no prior work experience is required, applicants must have a bachelor's degree. Most applicants have an education or work background in computer science, management information systems, science, engineering, or similar fields. Basic knowledge of computer programming software such as R, SQL, and Python will be beneficial throughout the program's coursework. Additionally, applicants will benefit from prior completion of coursework in calculus, statistics and probability.

Unofficial Transcripts

Applicants must submit unofficial transcripts from any degree-awarding college or university, as well as any post-secondary institution attended. 

Applicants must submit a detailed current resume, indicating professional work experience—including start and end dates (month and year) for each position held. Provide accomplishments and skills acquired, including managerial experience.

GMAT Scores

The summer 2023 intake will not require a GRE or GMAT for application, but submission of scores are encouraged. 

We don't have a set minimum or maximum requirement for test scores. We review students holistically taking the application in its entirety into consideration.

English Proficiency for International Students

All international applicants must provide proof of English proficiency before their applications can be considered for admission. Only your most recent measure of English proficiency is considered for admission purposes. This test is waived only for graduates of U.S. universities or universities in English proficiency-exempt countries. Applicants who have completed at least two consecutive years at a college or university in the U.S. or in an English proficiency-exempt country are also exempt from the English proficiency requirement.

Application Deadlines

Summer Entry: May 1

International students are encouraged to apply at least six months in advance when possible.

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Initiatives and Committees

Plan your research, join a study, curated resources for research design and analysis.

This resource provides curated training content for a non-statistical audience: students, residents, fellows, early-stage investigators, or anyone wanting to learn more about research design and analysis . The current topics provide guidance on the fundamentals of study design and the site will expand to cover a broader range of common statistical topics.

How to N avigate

Each t opic is introduced into an o verview , with curated resources sectioned by modality: v ideos, w ebsites, r eadings, and other relevant c ourse s and s oftware if available. Within each section, resources are l oosely ordered by relevance and utility . Permanent links are provided where possible , however , we also equipped the w ebsite s section with a rchive links for alternative use if users experience inactive sites.  

• Designing and Refining a Research Question
• Specific Aims
• Confirmatory versus Exploratory Research
• Outcomes and Endpoints

Coming Soon

Future topics include clinical trial and observational designs ; understanding data through visualization and summary statistics ; methods for categorical analysis ; hypothesis testing theory and implementation ; and sample size and power calculations .

This resource is being developed and maintained by members of Biostatistics, Epidemiology, and Research Design (BERD) at the Columbia University Irving Institute for Clinical and Translational Research and is supported by the National Center for Advancing Translational Sciences, National Institutes of Health, through Grant Number UL1TR001873. BERD does not take responsibility for any misuse or misinterpretation of the curated content. The content is solely the responsibility of the authors and does not necessarily represent the official views of the NIH.  

To suggest additional topics or resources, alert us of problems with links, or share suggestions for improvement, email [email protected] .

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