Whenever we take on a construction project, we must take our available resources into consideration. With many projects running in tandem, it can sometimes be tricky to make sure that we properly allocate the company's resources across all of our projects. Resources can be anything your company needs in order to operate effectively, including manpower, equipment, and machinery. This guide will take you through our fool-proof way of ensuring that none of our resources are double-booked or overlooked!
It's really important that we keep track of all of the resource needs of all of our projects and project managers. One of the ways we organize these needs is by concentrating requests for machinery, workers, and equipment with a monday.com board! All of the items are requests for resources for one day of work. The requests are submitted using a monday.com form, shown below:
The project manager fills in their name, what equipment is needed, and how many units are required, as well as the option to add comments! This information automatically generates an item in our board!
We use the following automation to set the "Date Requested" column to the date that the form was submitted so that we make sure to always respond to these important requests as quickly as we can!
Once all of the crucial information is filled out, we can take a look at the requests in our board and compare them to our available resources to decide whether or not we can supply each of our projects with exactly what they need!
Before we can approve the use of our workers and machinery for a certain project, we need to first make sure that the resources needed are available. To keep track of all of our resources and where they have been allocated, we've added the Workload View to our board!
Our board is set up using the Status Column to identify the machinery or resource required, and a Numbers Column to indicate how many machines or workers are needed. We set up our Workload View to reflect these variables by choosing the "Date Needed" column as our time column and our "Resource" column as our "Resource type". As a result, we've created a sort of chart where we can check the availability of our resources by looking up the resource on the y-axis and checking the date along the x-axis.
Since we only have two of each machine, we want to make sure that there are no more than two of each type of machine booked on any given day. To make sure we can see any conflict, we can choose to measure by "Effort"! We want to define our effort by our "Number" Column, and then enter '2' in the 'Weekly Capacity' field below.
Now, we can see which machines are booked each day of the week. The bubbles are colored according to the resource's availability, with a blue checkmark meaning the resource has reached capacity, dark blue within light blue indicating that there is still one or two units available for booking, and the red circle lets us know that we have overbooked a machine! The number to the right of the bubble shows how many units of the given resource has been booked for each date.
In the case that we've overbooked a machine, we can click on the circle to take a look at all of the projects who requested it and move things around. For example, if we click the red circle where our mini track loader has been booked 3 times, we can see that Mark Fletcher has booked two mini track loaders for the Downing Street Building project. We know that he can manage one day with just one, so we will go ahead and change the value in the "Number" column from 2 to 1.
Now that we no longer have a scheduling conflict with the mini track loaders, we can go ahead and "Approve" them in our "Approval" Column!
With a system like this in place, we can spend our time on the important things rather than worrying about organizing and assigning resources.
If you have any more questions, feel free to reach out to our Customer Success Team! We are here 24/7 and happy to help! :)