The Best Resource Planning Template for Project Managers

Managing project resources efficiently is one of the biggest challenges for any project manager. Whether it’s assigning the right people to tasks, keeping budgets under control, or ensuring equipment and time are used wisely, resource planning sits at the heart of successful project management. A resource planning template can make this process far more organized and predictable by giving you a clear view of how your resources are allocated and used throughout the project.

In this article, we’ll explore what a resource planning template is, how to choose one that fits your needs, and five ready-to-use templates that can simplify your planning process. We’ll also discuss when it might be time to move from spreadsheets to professional resource planning software, and how TaskFord can help you manage resources more efficiently across projects.

What is a Resource Planning Template?

A resource planning template is a tool that helps project managers plan, allocate, and track resources throughout a project. Resources can include equipment, budgets, time, materials, human resources (team members), and even skills. Resource planning template is essential because:

• Improved Efficiency: With a resource planning template, you can allocate resources effectively, making the most of what you have without wasting time or effort.
• Cost Management: It helps you keep an eye on costs by ensuring that resources are being used in the most cost-effective way.
• Conflict Prevention: By identifying and resolving resource allocation conflicts before they arise, a template can help prevent delays and disruptions.
• Informed Decision-Making: A resource planning template allows you to track your project’s progress, giving you the data needed to make informed decisions.

Having a structured way to plan resources to ensure they are efficiently allocated, preventing overuse or underuse, and enabling you to monitor their utilization throughout the project lifecycle. In essence, it provides a roadmap that ensures all necessary resources are in place and used optimally.

How to Choose a Resource Planning Template Suitable to Your Work?

Choosing the right resource planning template for your project can be a daunting task, as different templates serve different needs. However, here are a few things to consider when selecting the perfect template:

1. Project Type: Consider the nature of your project. Are you managing a small team, or is it a large-scale project with many moving parts? For a small team, you may need a simple resource planning template. However, larger projects might require templates that allow for more detailed planning.
2. Team Size: Larger teams often require more complex templates that allow for multiple levels of resource allocation and tracking. For smaller teams, a simpler template might suffice.
3. Customization: Choose a template that allows you to tailor it to your specific needs. Flexibility is key to ensuring that the template works for your team.
4. Integration: Look for templates that can integrate with other tools and software you’re using. For example, integrating with project management platforms like TaskFord or team collaboration tools ensures seamless planning.
5. Automation: Templates that offer automation—such as automatic updates or notifications—can save time and reduce human error, especially in large projects.

5 Resource Planning Templates

Here are five highly effective resource planning templates that can streamline your project management process:

Project Resource Planning Template

Download Project Resource Planning Template by Smartsheet

This template from Smartsheet offers a detailed approach to managing resources across different project phases. It allows you to track human and non-human resources, such as equipment and materials, separately. It’s ideal for complex projects involving multiple departments, enabling effective cost estimation for various resource types like employees, consultants, and equipment.

Team Resource Planning Template

Download Team Resource Planning Template by Plaky

The Plaky team resource planning template helps you manage your team’s workload efficiently. It provides a monthly table to track hours booked and remaining hours for each team member. With this template, you can quickly see who’s available for more work and who is fully booked, ensuring better resource allocation.

Automated Capacity Planning Template

Download Automated Capacity Planning Template by Tactical Project Manager

This Excel-based template simplifies capacity planning by providing an organized view of your team’s workload. It helps you plan future tasks more efficiently, ensuring you make well-informed decisions on resource allocation. The tool accounts for non-working days and employee availability, making it easier to plan without errors.

Resource Allocation Template

Download Resource Allocation Template by Digital Project Manager

The Resource Allocation Template from Digital Project Manager helps you allocate the right people based on their skills, capacity, and availability. It allows you to plan resource assignments more effectively, ensuring the right team members are available for each project task.

ProjectSheet Planning Template

Download ProjectSheet Planning Template by forScale

This ProjectSheet template helps manage various aspects of project management, including resource planning, budget tracking, and end dates. It supports the creation of multi-level work breakdown structures and integrates well with Gantt charts, providing a clean and easy-to-navigate layout for seamless project planning.

Is Professional Resource Planning Software Needed?

While resource planning templates on Excel or Google Sheet can be incredibly useful, professional resource planning software can provide additional benefits, especially for larger projects. Here are some advantages of using specialized software:

1. Automation: Resource planning software often comes with automation features that make the process more efficient. For example, automated scheduling can free up time for project managers, and real-time updates help teams stay on track.

2. Real-Time Updates: As projects evolve, resources may need to be reallocated or adjusted. Professional software allows for real-time updates, ensuring that all stakeholders have the most up-to-date information.

3. User-Friendly Interface: Project management tools like TaskFord provides a user-friendly interface that helps both novice and experienced project managers easily navigate and update resource plans.

4. Scalability: As your projects grow in size and complexity, scaling your resource planning process is critical. Professional software is designed to handle large teams, multiple projects, and complex resource needs.

5. Reducing Errors in Large-Scale Projects: In large-scale projects, manual tracking can lead to errors in resource allocation. Resource planning software reduces human error and ensures that your resources are optimally utilized.

Plan Resources with TaskFord

While resource planning templates are a great starting point, TaskFord provides a comprehensive solution with even more efficiency for resource planning, project management, time management, and cost management—perfect for project managers looking for a robust, scalable solution. Below are the features that can help users improve their teams and projects:

• Resource Planning Dashboard: Get a complete overview of your team’s capacity, availability, and allocation in real time.

• Time Tracking: Monitor how time is spent to improve productivity and forecast future workloads.

• Task Management: Assign, prioritize, and track tasks while keeping everyone aligned with project goals.

• Cost Management: Keep budgets on track by linking resources directly to expenses and monitoring actual vs. planned costs.

Join our waitlist now and be the first to experience the power of TaskFord in transforming your project management processes.

Conclusion

Resource planning is more than just assigning tasks, it’s about ensuring every resource, from people to budgets, is used effectively to achieve project goals. A well-designed resource planning template gives you structure, visibility, and control, helping you stay on top of schedules, costs, and capacity. Whether you choose a simple spreadsheet template or invest in professional software, the key is to find a system that fits your team’s needs and scales with your projects.

Learn more

• What Is Resource Planning? Definition, Examples and How to Do it Right
• 7 Common Types of Risks in Project Management Every Project Manager Should Know
• What Is Project Management? A Beginner’s Comprehensive Guide 2026