A week before a critical bridge construction deadline, Sarah, an engineering project manager, faced chaos. A key engineer was on leave, a crane was double-booked, and the welding team missed vital updates.
As emails and calls piled up, delays mounted—issues a resource calendar could have prevented. By organizing schedules, tracking availability, and preventing conflicts, a resource calendar keeps projects on track.
In this guide, we’ll explore what a resource calendar is and why it’s a crucial tool for organizations. Plus, we’ll show step-by-step how to create one using resource planning software or by integrating with tools like Google Calendar and Outlook.
What is a Resource Calendar?
A resource calendar is a tool used in project management to schedule and manage the availability of resources (personnel, equipment, or facilities) over a specific period of time. It provides a visual representation of when resources are allocated to tasks or projects, helping project managers effectively plan and manage resource utilization.
While most people know of resource calendars created in Calendar software, such as GCal or Outlook. One can also be created in dedicated resource planning tools. Which gives a better way to not only manage the general allocation and daily tasks, but other aspects such as utilizations, skills management, and more granular resource tracking.
Key Features of a Resource Calendar in Project Management
Here are some key aspects of a resource calendar:
Resource Availability
A resource calendar shows when resources are available to work on tasks or projects. It helps project managers identify potential scheduling conflicts or resource shortages and make informed decisions about resource allocation.
Allocation and Booking
Project managers can allocate resources to specific tasks or projects by scheduling them on the resource calendar. This ensures that resources are effectively utilized and that tasks are assigned to available resources based on their availability and skills.
Timeframe
Resource calendars typically cover a specific timeframe, such as days, weeks, or months, depending on the duration of the project or the granularity needed for scheduling resources.
View Options
Resource calendars may offer different viewing options, such as daily, weekly, or monthly views, allowing project managers to visualize resource availability and allocation over different time periods.
Color Coding and Visualization
Resource calendars often use color coding or visual cues to indicate the status of resource allocation. For example, available resources may be represented in green, while allocated resources may be represented in red or another color, making it easy to identify resource conflicts or overbookings.
Benefits of a Resource Calendar
As with every new feature, Calendar View provides users with a different perspective on their data. Being able to get a quick overview of what’s been planned, but decreasing the need to run personal reports or create personal single-resource views.
A resource calendar helps visualize bookings:
- Clear visibility into resource availability.
- Better workload management to avoid over- or under-utilization.
- Improved collaboration by centralizing schedules.
- Seamless integration with tools like Google Calendar and Outlook.
A Resource Calendar in Ganttic
Calendar View is a new way to see your planner’s data. You can still see what work your resources are engaged in, but instead of a Gantt chart, you got a detailed resource calendar. All booked tasks in this View are color coded by Resources.
Within this View, there’s also a brand new Agenda. In the Agenda, you’ll get a rundown of tasks and projects for the next 30 days. Making it a convenient task to-do list.
Navigating in Calendar View
Once opened, by default you’ll see the current month. And unlike your other Views there’s no way to save a custom date. So just use the arrows to take a peek for what’s in the store for the upcoming months. You can also scroll up or down in the Calendar to travel through time.
In the upper right corner you can toggle between a month or week View. Depending on how focused you want the Calendar.
By clicking the Today button you’ll be instantly whisked back to the current day.
How to Create a Resource Calendar in Ganttic
All Users have access to the Calendar View. You’ll find the icon in the left sidebar.
In Calendar View, the Taskbars are color coded according to Resource. In case you want to edit the Resource’s color do so by opening a Resource Edit Dialog – just click on a Resource from the Resource List or while on a Gantt Chart. The box next to the Resource’s Name is where you can tweak the color.
You’ll see that the Taskbar takes on the corresponding color as the Resource.
Keep track of which Resources’ Tasks and information you see in the Calendar’s Settings. Here you can also filter out which Resources you see on the calendar. This makes the tool especially useful for individual users who want a quick rundown of their personal tasks for the week.
Open the Calendar’s Settings by clicking the hamburger menu at the top. In Settings you can decide what data is visible on the calendar. Choose from amongst your own Task Data Fields., Task start and end dates, or projects.
Over to You
With Calendar View your team members have a quick rundown of what’s in store for their day. It’s a personal agenda in a familiar format that makes it easy to get the info they need for their daily tasks. We’ll be making more tweaks and adjustments in the upcoming months so reach out to support and let us know what you like and what isn’t working – either with Calendar View or with any other feature.
And be sure to stay tuned – because it’s quite likely you’ll see a pocket-sized Calendar View with the release of our new mobile app in the near future. Keep up to date with everything on Twitter and LinkedIn.
Happy Planning.