Managing Resources across multiple projects

I am trying to solve a resource management problem and I haven’t found a solution yet.

Here’s what I’m trying to do. I want to see all of my team members and what projects they are working on each month. I have created all of the project records in a board and have set a date range for each project. I’m then able to assign multiple team members and view everything in a workload view, so far so good.

The problem comes in when I have someone assigned to multiple projects and I realize that maybe they have too much on their plate for a given month and want to begin their involvement in a project later in the month or the next month. For example

John Doe is allocated to be working on Client Project 1 and Client Project 2. Project 1 started in January and is continuing through April. Project 2 is starting if February and is set to also run through April. Although Project 2 is starting in February, John Doe is too busy to begin work on Project 2, instead I’d like him to start in March.

This is what I can’t find a way to visualize. In the workload view I can see that he is assigned to multiple projects and that he may be overloaded but if I drag the slider for Project 2 to start in March for John Doe, then it changes for everyone.

I hope this makes sense and I hope someone out there as a suggestion.

I am in search of basically this same answer. Did you ever find a solution?

Hi Colin, Hunter,

I should say there’s no simple solution to this. How you model your entire solution is really dependent on many large and small factors in your organization.

One way to model this, for instance, would be to use subitems or create a board to store data “per person, per project”, as this would allow individual timelines to be entered, which appears to be one element at play here. If the project timeline doesn’t apply to all individuals equally, then something like that might be useful.

However, it’s really important to understand the bigger picture.

To use an analogy, this request is a bit like asking for car and saying it needs to do 0-60 in 4 seconds. A car manufacturer would say:

How many people does it need to hold?
What are the safety requirements?
What kind of boot space do you need?
What is the top speed requirement?
What’s your targeted fuel efficiency?
Does it need to fit specific dimensions?

If you’re planning something complex and aren’t familiar with or database structures, you’ll probably benefit from engaging a consultant. You’re certainly welcome to reach out to me. Likewise, have lots of partners and will happily point you in the direction of finding one.

We are looking to create the same type of board(s) to managed resources. Were you able to find a solution?