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Project Resource Planning Template
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Know who you need, when you need them, and whether you actually have them available.
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To download an Excel file, go to File —> Download —> Microsoft Excel
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What this template doesResource planning vs capacity planning
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Maps project work to people — showing when each role is needed and for how long.Capacity Planning (see the Capacity Planning template) tracks hours: who is overloaded right now.
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Cross-references availability with commitments to surface conflicts before they cause delays.Resource Planning asks a different question: do we have the right people with the right skills at the right time?
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Tracks both internal team members and external resources (contractors, agencies, vendors).Use resource planning at the start of a project. Use capacity planning throughout delivery.
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How to use itWarning signs to watch for
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1. Resource Register: list every role needed for the project — internal and external.A role marked TBC for more than 2 consecutive weeks = risk. Escalate to the relevant manager.
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2. Resource Plan: map each role to the weeks when they're needed. Mark confirmed vs TBC.Any person allocated >100% across all projects = immediate conversation required.
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3. Conflicts tab: shows any role that is needed by multiple projects in the same period.External resource confirmed late (< 2 weeks before needed) = schedule risk for dependent tasks.
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4. Review at each project phase gate — update allocations as the plan evolves.
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