Project managers are constantly challenged to deliver projects on time and within budget while efficiently utilizing their team and resources. That’s where Microsoft Project 2019 Pro comes in—an industry-leading tool designed to help you plan, allocate, and manage resources and workloads with unmatched precision.
In this blog, we’ll explore how to allocate resources and balance workloads using Microsoft Project 2019 Pro, ensuring smoother project execution, optimized human and material use, and reduced risk of burnout or bottlenecks.
Understanding Resource Management
Resource management refers to the efficient and effective deployment and allocation of an organization’s resources when they are needed. These resources include manpower, materials, equipment, and time.
Effective resource management ensures:
- Tasks are completed on time
- Resources are not overburdened
- Cost stays within budget
- Overall productivity improves
Why Use Microsoft Project 2019 Pro?
Microsoft Project 2019 Pro is specifically designed for managing complex projects. It helps in:
- Assigning resources and tracking availability
- Automatically calculating workloads and overallocations
- Real-time adjustments and simulations
- Easy-to-read visuals like Gantt charts and resource usage views
Types of Resources in MS Project
Before assigning, it’s important to understand the three types of resources:
1. Work Resources
People or equipment doing the task (e.g., developers, designers, machinery)
2. Material Resources
Consumables used during the project (e.g., concrete, cables, paper)
3. Cost Resources
Fixed costs such as travel or consultant fees that don’t depend on work hours
How to Add and Define Resources
Step 1: Open the Resource Sheet
- Go to View > Resource Sheet
Step 2: Enter Resource Details
- Add each resource in the “Resource Name” column
- Define Type (Work, Material, or Cost)
- Input additional details like Max Units, Standard Rate, Overtime Rate, Cost/Use
Example:
| Resource Name | Type | Max Units | Std. Rate | Ovt. Rate | Cost/Use |
| John Smith | Work | 100% | $40/hr | $60/hr | $0 |
| Laptop | Work | 1 | $5/hr | — | $0 |
| Steel | Material | — | — | — | $100/unit |
Allocating Resources to Tasks
Step 1: Go to Gantt Chart View
- Open Task view > Gantt Chart
Step 2: Assign Resources
- Double-click the task > go to Resources tab
- Use the Assign Resources dialog to select and allocate
Tips:
- Match skill level to task complexity
- Avoid assigning more than 100% of a resource’s availability unless splitting the task
Managing Resource Workloads
After assigning, it’s crucial to analyze workloads to avoid overutilization.
Use the Resource Usage View:
- Go to View > Resource Usage
- This view shows each resource’s tasks and how many hours per day they’re scheduled
Watch for:
- Red indicators for overallocation
- Days where scheduled work exceeds available hours
Leveling Overallocated Resources
Resource leveling is the process of resolving overallocation by delaying or splitting tasks without changing project scope.
Auto-Leveling in MS Project:
- Go to Resource tab > Leveling Options
- Choose Manual or Automatic
- Click Level All or Level Resource
Leveling Options:
- Level only within available slack
- Level by priority
- Allow splitting of tasks
Warning: Leveling may delay your project finish date. Always review changes carefully.
Visualizing Resource Utilization
Microsoft Project 2019 Pro offers powerful visuals:
1. Resource Graph View
Shows a graph of workload by resource. Ideal for quick visual inspection of overuse.
2. Team Planner View
Drag-and-drop task assignment tool. Allows for easy reallocation across team members.
3. Task Usage View
Details how tasks are assigned across days and resources.
4. Reports
Use built-in reports under Report > Resources such as:
- Resource Overview
- Resource Workload
- Overallocated Resources
Tips for Better Resource Allocation
- Always define working time calendars per resource
- Group resources by department or function
- Use task dependencies and constraints to manage project logic
- Set priorities for tasks to help with auto-leveling
- Adjust task types (Fixed Units, Fixed Duration, Fixed Work) based on need
- Include buffer time in resource schedules
- Use “Max Units” setting wisely to model part-time and multi-tasking
Common Mistakes and How to Avoid Them
| Mistake | Fix It By… |
| Assigning too many tasks to one person | Regularly checking the Resource Usage view |
| Ignoring resource calendars | Defining working/non-working hours per resource |
| Not using leveling properly | Customizing Leveling Options carefully |
| Assuming 100% availability | Adjusting Max Units to match actual availability |
| Overusing auto-scheduling | Combining manual and automatic scheduling |
Conclusion
Resource allocation and workload management are fundamental to successful project execution. Microsoft Project 2019 Pro equips you with the tools to allocate resources wisely, identify bottlenecks early, and optimize team performance without overburdening your team. With built-in views, leveling options, and reporting capabilities, you’ll maintain control over your project like a true professional.
FAQs
Q1: Can I assign multiple resources to a single task?
Yes, multiple resources can be assigned to a task with shared or divided workload.
Q2: How do I handle vacation or non-working days?
Use the Change Working Time tool to adjust individual resource calendars.
Q3: What happens if I assign more work than a resource’s capacity?
MS Project flags the resource as overallocated and you’ll need to level or redistribute.
Q4: Is resource leveling automatic?
You can choose between manual and automatic leveling under Resource > Leveling Options.
Q5: Can I track actual work vs planned work?
Yes, use tracking fields like Actual Work, Remaining Work, and Work Variance.
