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Resource Management with monday.com

Resource management is the process of planning the use of your resources and scheduling out their allocation. Resources can be anything your business needs in order to operate effectively— employees, equipment, or even your brand assets. Whatever your resources may be, monday.com is here to help you keep your business on track!


Manage Your Team

For this example, let's imagine that you're opening a small business that sells items for the home. Your first project is to develop a line of beeswax candles. There are a lot of tasks that will go into creating these. But first! You need to know who on the team is available to get the work done. 

Employee Scheduling

Managing a team's availability can get complicated. Especially, if you don't have an effective system for keeping track. To make the process easier, you can create a board with employee availability.

Here you can use Status Columns to indicate the availability of your employees:


The "Hours Available" column and the "Days Available" column both use the Formula Column to calculate employee availability. 

For example, the "Hours Available" column uses this formula: 

IF({Days Available}>0,{Days Available}*7.5,"0 Hours")

And the "Days Available" column uses this formula: 

IF(SUM(COUNT(SEARCH("IN",{Monday}),SEARCH("IN",{Tuesday}),SEARCH("IN",{Wednesday}),SEARCH("IN",{Thursday}),SEARCH("IN",{Friday})),COUNT(SEARCH("AM",{Monday}),SEARCH("AM",{Tuesday}),SEARCH("AM",{Wednesday}),SEARCH("AM",{Thursday}),SEARCH("AM",{Friday}))*1/2,COUNT(SEARCH("PM",{Monday}),SEARCH("PM",{Tuesday}),SEARCH("PM",{Wednesday}),SEARCH("PM",{Thursday}),SEARCH("PM",{Friday}))*1/2)>0,SUM(COUNT(SEARCH("IN",{Monday}),SEARCH("IN",{Tuesday}),SEARCH("IN",{Wednesday}),SEARCH("IN",{Thursday}),SEARCH("IN",{Friday})),COUNT(SEARCH("AM",{Monday}),SEARCH("AM",{Tuesday}),SEARCH("AM",{Wednesday}),SEARCH("AM",{Thursday}),SEARCH("AM",{Friday}))*1/2,COUNT(SEARCH("PM",{Monday}),SEARCH("PM",{Tuesday}),SEARCH("PM",{Wednesday}),SEARCH("PM",{Thursday}),SEARCH("PM",{Friday}))*1/2),"0 Days")


Employee Compensation

You can also use the Formula Column to keep track of employee compensation on this board:


In the above example, every employee is being paid the same daily rate. In this case, the formula for the "Payment" column is:

MULTIPLY({Days Available},100)

But if you decide to pay each employee a different rate, you can add a Numbers Column. Then, you can add each employee's rate and multiply it by their availability:


Note: To update multiple items at once, check out Batch Actions!


Manage Your Team’s Workload

Let’s start with the basics of managing your team’s workload. One best practice when it comes to managing your team's workload is to break projects down into tasks. 


When looking at a list of tasks, the first thing that any team member needs to know is the level of priority. You can help your team to gauge priority at-a-glance by adding a Status Column:



Estimating Time

And how long will each task take? Add a time estimate with a Numbers Column, adjusting the units in the column footer to measure in hours:



Allocate Your Resources

Once you know how much time a task takes, you can begin to assign our team accordingly. If you know that Jane only has 15 hours available this week, you can filter your board using Board Filters to see how much time it will take for Jane to complete the tasks she’s been assigned to for this project. Then, you can make adjustments as necessary.


If remembering employee availability while assigning tasks becomes a problem, you can use the Table Widget to view employee availability on top of employee assignments. This is a great way to compare availability to allocation:


Once you start managing more than one project, the Timeline Widget and the Calendar Widget can be useful for allocation as well. With both widgets, you can view allocation according to deadline and make adjustments accordingly.

Simply drag and drop to change assignment dates:



Keeping Track of Time Spent

While having a time estimate is useful, you can gain even more powerful insights by tracking the time your team is actually spending. This is where the Time Tracking Column comes into play.

With the Time Tracking Column, your team can press start to begin recording time or they can input sessions manually. Either way, you'll have a more accurate idea of how your resources are being spent.

If you'd like an easy visual to better understand the difference between your estimated time and your actual time, add the Formula Column. This will allow you to plan more accurately for similar tasks in the future:


Note: The formula used for the "Remainder" column is:

IF({Status}="Done",CONCATENATE(INT( MINUS({Time Est.},DIVIDE({Time Tracking},3600))),"h ",ROUND((MINUS( MINUS({Time Est.},DIVIDE({Time Tracking},3600)),INT( MINUS({Time Est.},DIVIDE({Time Tracking},3600)))))*60,0))&"m","--")



As you may already know, monday.com is all about transparency. That's why we make communicating so simple with the updates section. By hovering over the upper right-hand corner of a status, you can add an update with context:


Just as important, with monday.com Automations you can receive notifications based on due dates, status changes, item movement, and item creation. You can even receive notifications when an update is posted.

Have a look at the "Notifications" section of your Automations Center to view all of the options:


Finally, you can use My Week to get a view of all of the tasks your team is working on this week. The "Following" option allows you to choose who to follow:



Manage Your Materials

Now that your team is organized, let's look at different methods for managing your materials.


Avoid Overbooking

For this example, let's say that you have two different creative studios, each with a workstation and a computer available for employee use. To schedule out the use of these resources, you can use the Tag Column.

Add a tag for each resource:


And then schedule accordingly:


Then you can use Search Everything to check that your resources aren't overbooked:




Another method for managing your materials is to allow for self-scheduling. Try setting up a board with each resource as an item. This is a lot like the employee schedule we created above. Instead, this setup allows you to manage the availability of materials:



Still have questions? For more great ideas on how to manage your resources, contact us at [email protected]