Top 10 resource management tools to optimize your workflow

Successful project execution and organizational growth find their roots in robust resource management. It's about strategically aligning your resources—personnel, time, or technology—to optimize productivity and drive outcomes.

Having a clear grasp of resource management ensures that you harness your organization's capabilities to their fullest potential to minimize waste and maximize impact.

This article looks at key parts of resource management and showcases the top 10 tools that can improve how you use resources for better efficiency and success.

In this article

• What is resource management?
• 4 key aspects of resource management
• Reasons to invest in a resource management tool
• How to choose the right resource management tool
• 10 best resource management tools

What is resource management?

Resource management is the strategic allocation and utilization of an organization's assets to achieve set objectives efficiently and effectively. It involves identifying, deploying, and overseeing resources, including personnel, financial assets, equipment, technology, and time to ensure that projects are completed on schedule and within budget.

Resource management aims to maximize productivity and minimize waste. It does this by carefully planning and coordinating resource use, thus enabling organizations to handle complex projects with multiple competing demands. This practice optimizes resources, boosts team collaboration, improves project outcomes, and supports sustainable growth by ensuring judicious use and replenishment of resources.

4 key aspects of resource management

To fully harness the potential of resource management, it's essential to understand its key aspects. These components guide how resources are allocated, utilized, and monitored to align with organizational objectives and contribute to desired outcomes. Let's explore these critical facets of resource management, which form the backbone of effective resource allocation and utilization strategies.

1. Resource planning

Planning is a process that includes assessing current resources, predicting future needs, and creating strategies to allocate these resources effectively over time. A well-executed planning phase ensures that resources are neither underutilized nor overburdened, allowing optimal productivity and cost-effectiveness. It involves setting clear objectives, establishing timelines, and considering potential risks and contingencies.

2. Resource scheduling

Scheduling involves planning and organizing tasks, activities, and resources within a set timeline to maximize efficiency and productivity. Effective scheduling helps prevent resource conflicts, reduce downtime, and ensure that projects are completed within deadlines. It requires a keen understanding of project requirements, resource availability, and potential constraints. Advanced tools and software can aid in creating dynamic schedules that adjust with project changes. Proper scheduling streamlines operations and enhances team coordination and overall project success.

3. Resource allocation

Allocating is a critical aspect of resource management that involves strategically distributing resources such as time, personnel, and materials to maximize efficiency and productivity. Effective resource allocation requires a clear understanding of project goals and resource availability to ensure that tasks are appropriately staffed and equipped. This process often involves prioritizing tasks based on urgency and importance, while also considering potential constraints and dependencies. Regularly reviewing and adjusting allocations as project demands change is essential to maintaining a balanced and adaptive resource management strategy.

4. Resource monitoring and optimization

Monitoring involves the systematic tracking of resources to ensure they are being used efficiently and identifying any potential issues early. It provides real-time insights into resource allocation, helping managers make informed decisions.

Optimization, on the other hand, strives to enhance resource utilization by adjusting strategies and processes to improve productivity and reduce waste. Data analysis and performance metrics are often employed to achieve optimal results. Monitoring and optimization enable organizations to maximize their resources, reduce costs, and improve overall operational efficiency.

Reasons to invest in a resource management tool

Investing in a resource management tool can significantly enhance your organization's ability to manage its resources efficiently. Here are several compelling reasons to consider such an investment:

1. Improved resource allocation

Resource management tools provide clear visibility into current workloads, helping managers distribute tasks more efficiently and identify both underutilized and overburdened resources. With data-driven insights, organizations can ensure optimal utilization of skills, experience, and availability. This strategic alignment improves productivity and reduces project delays and minimizes costs for more successful project outcomes and higher employee satisfaction.

2. Enhanced productivity

Investing in a resource management tool significantly enhances productivity by streamlining workflow processes and optimizing resource allocation. These tools provide real-time data insights, allowing teams to prioritize tasks effectively and manage workloads efficiently. With features such as automated scheduling and resource tracking, organizations can minimise unnecessary downtime and resource overlap. This ensures that team members can focus on high-value tasks, improving overall output. Enhanced visibility into project timelines also facilitates better planning and rapid response to any potential disruptions.

3. Real-time monitoring and reporting

Real-time monitoring and reporting are vital features of resource management tools, providing organizations with up-to-the-minute insights into resource allocation and project progress. This capability enables managers to quickly identify potential bottlenecks, adjust resources as needed, and ensure projects stay on track. Moreover, real-time data empowers decision-makers to generate accurate reports efficiently, enhancing transparency and facilitating data-driven strategies.

4. Better project planning and forecasting

A resource management tool significantly enhances project planning and forecasting capabilities. It provides a clear view of resource availability, helping managers allocate resources efficiently and avoid potential bottlenecks. A resource management tool helps teams predict project timelines and outcomes more accurately, allowing for proactive adjustments. This level of foresight ensures projects stay on track and within budget, ultimately improving overall project success. Enhanced planning capabilities also facilitate better risk management and decision-making processes.

5. Cost efficiency

A resource management tool helps minimize waste and optimize the use of assets. This results in reduced overhead costs as resources are deployed more effectively. It also has better planning and forecasting capabilities that decrease the likelihood of overstaffing or underutilization. Ultimately, this enables organizations to allocate budgets more strategically, leading to enhanced financial management and overall savings.

6. Improved collaboration and communication

Investing in a resource management tool significantly enhances collaboration and communication within teams. It provides a centralized platform where team members can access shared resources, project updates, and timelines, ensuring everyone is on the same page. With real-time communication and seamless information-sharing capabilities, it helps reduce misunderstandings and misalignments. This improved coordination boosts productivity while fostering a more cohesive work environment that enables teams to work more efficiently towards their collective goals.

7. Flexibility and scalability

A resource management tool provides significant flexibility and scalability, making it an invaluable asset for growing businesses. These tools ensure optimal resource allocation without wasted time or effort by enabling organizations to adjust quickly to shifting workloads and team sizes. As a company expands, the tool evolves alongside it—scaling in complexity and capability to meet rising demands and larger projects. With this adaptability, organizations can stay efficient and productive, positioning themselves to seize new opportunities and navigate challenges with confidence.

8. Risk mitigation

A resource management tool provides enhanced visibility into resource allocation and project timelines, thus mitigating risks early on. It allows organizations to identify potential bottlenecks and resource shortages before they impact project delivery. With better planning and forecasting, a resource management tool helps teams remain on track and within budget. This proactive approach reduces the likelihood of project overruns and missed deadlines, ultimately safeguarding the organization against financial losses and reputational damage.

How to choose the right resource management tool

Managing resources effectively is essential for delivering successful projects, optimizing team performance, and achieving business goals. Whether you're a consulting firm, IT services provider, marketing agency, or any other professional services organization, having the right resource management tool can make all the difference. To help you choose the best tool for your needs, we’ve outlined key features to look for:

Centralized resource visibility

The right tool should offer a centralized dashboard that provides real-time visibility into resource availability, utilization, and capacity. This allows you to identify who is working on what, spot underutilized team members, and plan assignments effectively. Centralized resource visibility minimizes scheduling conflicts and ensures balanced workloads.

Skill-based resource allocation

A good resource management tool should allow you to assign the right people to the right tasks based on their skills, experience, and availability. Look for features like skill tagging, role matching, and automated suggestions that simplify resource allocation. These capabilities ensure that your projects are staffed efficiently, leading to better outcomes.

Capacity planning and forecasting

Effective capacity planning helps you predict future resource needs and align them with your pipeline of work. A great tool should provide forecasting features that allow you to plan for upcoming projects, identify resource gaps, and adjust hiring or training strategies accordingly.

Utilization tracking and optimization

Maximizing resource utilization is key to profitability. Choose a tool that tracks utilization rates and offers insights into how resources are being used. It should highlight under- or over-utilized resources and provide actionable recommendations for improvement.

Time tracking and reporting

Time tracking is critical for understanding where effort is being spent and ensuring accurate billing. Look for tools that include easy-to-use timesheets and real-time reporting. This enables you to measure productivity, improve estimates, and enhance accountability across teams.

Scalability and flexibility

As your business grows, your resource management needs will evolve. Ensure the tool you choose is scalable and flexible enough to adapt to changing requirements, whether it’s supporting larger teams, more complex projects, or integrations with other systems.

10 best resource management tools

The right resource management tool can provide invaluable capabilities, from simplifying scheduling to enhancing collaboration, ultimately boosting productivity and driving success. To help you navigate the options available, we've compiled a list of the top 10 resource management tools that stand out for their features, usability, and impact.

1. Rocketlane

Rocketlane PSA offers a comprehensive resource management solution designed for professional services teams. It streamlines capacity planning, resource allocation, and scheduling to ensure your team is always working at optimal efficiency. The platform consolidates multiple resource management functions, allowing for better coordination and faster project delivery.

With Rocketlane, you can easily match skills to tasks, track resource availability in real-time, and manage workloads to keep projects on track. Its built-in time tracking and timesheet tools ensure accurate billable hours and improved profitability. Automation features help reduce manual effort, allowing teams to focus on what matters most—delivering results.

The platform also offers a client-facing portal for transparent communication and visibility into project timelines, resource allocation, and progress, enhancing client satisfaction and engagement.

Key features

• Capacity planning and resource allocation
• Real-time resource availability tracking
• Skill matching for task assignments
• Time tracking, timesheets, and billable utilization management
• Project forecasting for resource demand
• Automated task updates and reminders
• Customizable dashboards for resource insights
• Integration with project management tools like Jira and Slack
• Client-facing portal for collaboration and transparency
• Automated resource utilization reporting
• Flexible scheduling and drag-and-drop task management

Pros

• Purpose-built for professional services teams
• Advanced resource planning and utilization tracking
• AI-powered insights for risk detection and automation
• Unified project, time tracking, and billing
• Seamless collaboration with internal and external teams
• Comprehensive reporting and dashboards
• Customizable workflows and reusable templates
• Intuitive customer portal for better engagement
• Native integrations with Salesforce, Slack, Jira, and more
• Scales easily for mid-market and enterprise teams

Cons

• Higher pricing for smaller teams
• Custom configuration takes time

Ideal for

Best suited for professional services teams and customer onboarding, helping streamline project delivery and collaboration.

Customer reviews

Rocketlane holds a strong 4.8/5 rating on G2, with users frequently highlighting its ease of use and ability to streamline project tracking. One reviewer noted that Rocketlane "has saved me at least four hours of work every week," highlighting its efficiency in streamlining tasks.

On TrustRadius, Rocketlane has a rating of 9.4/10, with positive feedback on its structured approach to managing projects. But some users have noted that certain tasks require more manual effort than expected, suggesting opportunities for further automation.

2. Certinia

Certinia, formerly FinancialForce, is a robust resource management tool tailored for professional services organizations. Built natively on the Salesforce platform, it integrates seamlessly with Salesforce CRM, enabling businesses to align their resource planning with sales and project data. Certinia is particularly strong in resource optimization, financial tracking, and ensuring efficient project delivery.

Key features

• Native Salesforce integration
• Resource forecasting and capacity planning
• Financial and project management capabilities
• Real-time resource utilization insights
• Configurable dashboards and reporting

Pros

• Seamless integration with Salesforce CRM for end-to-end visibility
• Strong resource forecasting and planning tools
• Highly customizable for professional services organizations
• Effective reporting and dashboards for informed decision-making

Cons

• Higher pricing, making it less accessible for smaller businesses
• Requires Salesforce expertise for optimal use
• Initial setup and customization can be time-consuming
• Limited functionality for organizations not using Salesforce

Ideal for

Certinia is a great tool for financial and professional services automation, integrating resource management with financial operations.

Customer reviews

Certinia holds a 4.1/5 rating on G2, with users appreciating its flexibility and integration capabilities, particularly for professional services automation. Many reviews highlight its strong reporting features and ability to streamline project management.

On TrustRadius, Certinia has a rating of 7.0/10, with users noting its usefulness in managing financials and resources. That said, some reviews mention that the platform can be complex to configure and may require additional customization to fit specific business needs.

3. Kantata

Kantata, formerly Mavenlink and Kimble, offers a comprehensive resource management solution tailored for professional services firms. With its emphasis on intelligent resource allocation and project visibility, Kantata ensures that businesses can optimize resource utilization and align delivery with client expectations. Its AI-driven insights and customizable workflows make it a standout choice for teams managing complex projects.

Key features

• AI-powered resource optimization
• Real-time project and resource tracking
• Advanced forecasting and capacity planning
• Time tracking and expense management
• Seamless integrations with tools like Salesforce, Slack, and NetSuite

Pros

• Strong focus on AI-driven resource allocation and utilization
• Excellent reporting capabilities for resource planning and project progress
• Intuitive interface with customizable workflows
• Integrates well with popular professional services tools

Cons

• Pricing may be prohibitive for small and medium-sized businesses
• Performance issues with large datasets
• Setup and implementation can take time for complex organizations
• Limited offline functionality for remote teams

Ideal for

Kantata is well-suited for resource and project management in professional services, with strong forecasting and collaboration tools.

Customer reviews

Kantata Professional Services Cloud holds a 4.2 out of 5-star rating on G2, with users praising its resource management capabilities and project tracking features.

On TrustRadius, Kantata PS Cloud has a score of 8.1 out of 10, with users appreciating its project management and collaboration functionalities. However, users have mentioned that the platform's complexity can lead to a steep learning curve, and certain features may require additional customization to align with specific business processes.

4. Monday.com

Monday.com is a versatile work operating system offering powerful resource management capabilities alongside project tracking and team collaboration. Known for its visually engaging and customizable interface, Monday.com makes resource planning simple and intuitive for teams of all sizes. Its extensive integrations and templates cater to a wide range of industries and workflows.

Key features

• Customizable dashboards for resource planning
• Workload view to manage team capacity
• Time tracking and automation capabilities
• Pre-built templates for resource management
• Integrations with tools like Slack, Google Workspace, and Microsoft Teams

Pros

• Highly intuitive and visually appealing interface
• Easy to set up and customize without extensive technical expertise
• Versatile templates and automations to streamline workflows
• Scalable for businesses of all sizes and industries

Cons

• Advanced features can be costly for smaller teams
• Limited functionality for complex resource forecasting
• Some users report challenges with task dependencies and linking projects
• Mobile app functionality can be less robust than the desktop version

Ideal for

Best for teams looking for a highly customizable work management platform with automation and collaboration features.

Customer reviews

​Monday.com holds a 4.7 out of 5-star rating on G2, with users highlighting its intuitive interface and robust project management capabilities. On TrustRadius, it has a score of 8.5 out of 10, with positive feedback on its automation tools and customization options.

Users have noted that the platform's pricing structure can be confusing, particularly due to per-seat pricing and minimum team size requirements. ​

5. Teamwork

Teamwork is a comprehensive project management tool with strong resource management features designed for agencies and professional services teams. It helps businesses streamline resource allocation, improve team collaboration, and ensure projects are delivered on time. With its focus on team productivity and workload visibility, Teamwork is a solid choice for managing both small and large projects effectively.

Key features

• Resource scheduling and workload management
• Time tracking and budget management tools
• Gantt charts and project planning features
• Client and team collaboration in one platform
• Integrations with apps like Slack, HubSpot, and QuickBooks

Pros

• User-friendly interface, ideal for agencies and small businesses
• Excellent time tracking and billing features for project profitability
• Strong collaboration tools for internal and client communication
• Flexible pricing plans for businesses of various sizes

Cons

• Advanced features like resource forecasting may feel limited
• Can be less suitable for highly complex or enterprise-level projects
• The mobile app lacks some functionality compared to the desktop version
• Reporting capabilities may require additional customization for detailed insights

Ideal for

Ideal for client service teams, Teamwork helps manage projects from start to finish, from planning and resourcing to execution and reporting.

Customer review

Teamwork holds a 4.4 out of 5-star rating on G2, with users highlighting its robust project management capabilities and intuitive interface. On TrustRadius, it has a score of 8.4 out of 10, with positive feedback on its task management and team collaboration features. Although some reviews have noted that the platform can have a learning curve for new users.

6. BigTime

BigTime is a professional services management software tailored for firms seeking efficient resource allocation and project tracking. Designed with time and expense tracking in mind, BigTime excels at helping businesses optimize resource utilization and maintain profitability. Its easy-to-use interface and robust reporting make it a preferred choice for growing professional services organizations.

Key features

• Resource allocation and capacity planning tools
• Time and expense tracking for projects
• Real-time project profitability insights
• Invoicing and billing integration
• Customizable dashboards and reporting

Pros

• Simplified time tracking and invoicing for improved billing accuracy
• Intuitive interface, ideal for small and medium-sized teams
• Strong reporting capabilities for resource and financial management
• Scalable for growing professional services firms

Cons

• Limited integration options compared to other platforms
• Features like advanced forecasting may feel basic for larger organizations
• Mobile app could use more functionality for resource management
• Implementation may require time for teams unfamiliar with PSA tools

Ideal for

Ideal for professional services firms such as accounting, engineering, and consulting, BigTime streamlines operations by integrating time tracking, expense management, and invoicing into a single platform.

Customer reviews

BigTime holds a 4.5 out of 5-star rating on G2, with users praising its robust time tracking and project management capabilities. On TrustRadius, it has a score of 7.3 out of 10, with positive feedback on its billing and invoicing features.

However, users have noticed that the platform can have a learning curve during the initial setup and that the mobile app is limited compared to the desktop version.

7. Planview

Planview is a powerful resource and portfolio management tool designed to help organizations achieve strategic alignment and optimize resource utilization. With its robust forecasting and scenario planning capabilities, Planview empowers businesses to manage complex projects and adapt to changing priorities effectively. It’s an excellent choice for enterprise-level resource management and strategic decision-making.

Key features

• Advanced resource capacity and demand planning
• Scenario modeling and forecasting tools
• Portfolio management with real-time visibility
• Automated workflows and task management
• Integration with enterprise tools like Jira, Microsoft Teams, and SAP

Pros

• Comprehensive resource and portfolio management capabilities
• Advanced scenario planning to optimize resource allocation
• Strong focus on aligning resources with business goals
• Highly customizable dashboards for strategic insights

Cons

• Steeper learning curve due to its feature-rich nature
• Pricing may be prohibitive for small to mid-sized businesses
• Customization can require significant time and expertise
• Limited flexibility for smaller, less complex projects

Ideal for

Planview is best suited for enterprises managing complex portfolios, offering strategic planning and project execution tools.

Customer review

​Planview maintains a 4.1 out of 5-star rating on G2, with users commending its intuitive interface and robust project management features.  

On TrustRadius, Planview holds a score of 7.9 out of 10, with users appreciating its collaborative capabilities and ease of use. While the tool is effective, certain features or updates may not add significant value, suggesting room for improvement in feature development.

8. Resource management by Smartsheet

Resource Management by Smartsheet is a flexible tool that helps businesses streamline resource allocation, track team availability, and optimize project planning. With a focus on simplicity and usability, it integrates seamlessly with Smartsheet’s broader project management platform, making it a strong choice for organizations looking to align resources with project goals efficiently.

Key features

• Real-time resource allocation and availability tracking
• Project and portfolio visibility for better planning
• Time tracking and budget management tools
• Pre-built templates for resource planning
• Integration with Smartsheet and third-party applications

Pros

• Intuitive interface with easy setup and navigation
• Seamless integration with the Smartsheet platform for unified workflows
• Effective for managing resources across multiple projects
• Pre-built templates save time and ensure consistency

Cons

• Advanced features may be limited compared to standalone resource management tools
• It can feel restrictive for highly complex or enterprise-level projects
• Customization options are less extensive than competitors
• Pricing may become steep as team sizes and project scopes grow

Ideal for

Best for teams needing a flexible project and resource management tool with strong automation capabilities.

Customer reviews

Resource Management by Smartsheet holds a 4.0/5 rating on G2, with users highlighting its project tracking and scheduling capabilities. Many appreciate its flexibility in managing resources and tasks across teams.

On TrustRadius, Smartsheet has a score of 8.2/10, with positive feedback on its ease of use and automation features. Some reviews suggest that the platform can sometimes feel clunky, with a learning curve for new users.​

9. Runn

Runn is a modern resource management and planning platform designed to optimize team performance and project delivery. It focuses on providing real-time insights into resource utilization, forecasting, and capacity planning. With its user-friendly interface and advanced analytics, Runn is ideal for businesses looking to improve resource allocation and ensure projects stay on track.

Key features

• Real-time resource forecasting and capacity planning
• Drag-and-drop scheduling and team allocation
• Utilization and availability tracking
• Project financials and cost tracking
• Integration with tools like Slack, Google Calendar, and Xero

Pros

• Easy-to-use interface with intuitive drag-and-drop scheduling
• Real-time resource allocation and forecasting for improved decision-making
• Strong reporting and analytics for tracking team performance and project health
• Flexible pricing plans for businesses of various sizes

Cons

• Limited functionality for very large or complex organizations
• Some advanced features, like time tracking, require additional setup
• Integrations are fewer compared to more established platforms
• Can be less suitable for teams that require deep customization

Ideal for

Well-suited for resource planning and forecasting in professional services and consulting firms.

Customer reviews

​Runn holds a 4.5 out of 5-star rating on G2, with users appreciating its intuitive interface and robust scheduling capabilities. On TrustRadius, Runn has a score of 9.0 out of 10, with positive feedback on its project tracking and reporting features.

Although, the platform's feature set may not be as extensive as some competitors, suggesting that larger organizations with complex requirements might find it less comprehensive.

10. ClickUp

ClickUp is an all-in-one project management platform that offers robust resource management capabilities. Known for its flexibility, ClickUp allows businesses to manage team workloads, track resources, and plan projects with ease. Its customizable workflows, task management features, and integration options make it a popular choice for teams looking to centralize their work in one platform.

Key features

• Resource and workload management with team capacity tracking
• Time tracking and task prioritization
• Customizable workflows, templates, and views
• Collaboration tools including document sharing and real-time chat
• Integrations with apps like Slack, Google Drive, and Jira

Pros

• Highly customizable to fit various workflows and business needs
• Excellent for team collaboration with built-in chat and document management
• Affordable pricing for businesses of all sizes
• Strong reporting and analytics features

Cons

• The abundance of features can lead to an overwhelming user experience
• Some users report occasional performance issues with larger projects
• Advanced features require a learning curve for new users
• Mobile app functionality may not be as robust as the desktop version

Ideal for

Best for teams looking for an all-in-one productivity and project management platform with deep customization options.

Customer reviews

ClickUp holds a 4.7 out of 5-star rating on G2, with users highlighting its comprehensive feature set and customization capabilities. On TrustRadius, ClickUp has a score of 8.5 out of 10, with positive feedback on its project management functionalities and team collaboration tools.

Some users have noted that the platform's extensive features can lead to a steep learning curve, requiring time to fully adapt to its capabilities.

Still unsure? Meet Rocketlane!

Now that you have all the information you need to choose the right resource management tool, we hope you find the perfect fit for your team. But if you're still weighing your options, why not give Rocketlane a try?

Rocketlane is built to help professional services teams, IT consultancies, and implementation teams streamline resource planning, optimize utilization, and deliver projects efficiently. With real-time visibility, automated workflows, and seamless collaboration, Rocketlane ensures your team operates at peak efficiency—without the hassle.

Experience it for yourself! Book a demo today and see how Rocketlane transforms resource management for modern teams.

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