Smartsheet Tutorial: Resourcing Basics for Current Projects | Setting Up Future Projects

Introduction

This tutorial provides a comprehensive overview of setting up resource management in Smartsheet for current and future projects. You'll learn how to enable and configure resource management views, manage active project resources, and forecast resource needs for upcoming projects. This guide is designed for project managers and team leaders looking to optimize resource allocation across multiple projects using Smartsheet.

Step 1: Enable Resource Management in Smartsheet

To start managing resources effectively, you need to enable the resource management features in your Smartsheet.

• Open your Smartsheet project or create a new one.
• Go to the Project Settings by clicking on the gear icon.
• Find the Resource Management options and enable them to set up resource tracking.

Practical Tip

Ensure you have the necessary permissions to modify project settings. If you don't see the options, check with your Smartsheet administrator.

Step 2: Configure Your Project for Resource Management

Proper configuration of your project is crucial for effective resource management.

• Define resource names by going to the Resource View.
• Input the available resources and their capacities.
• Set up roles for users that details their responsibilities and resource availability.

Common Pitfall

Avoid entering inaccurate resource capacities as this can lead to improper allocation and project delays.

Step 3: Set Up Resource Views

Resource views help you to visualize resource allocation across multiple projects.

• Access the Resource View from the main Smartsheet interface.
• Use filters to display resources based on criteria such as project or workload.
• Adjust the view settings to show utilization graphs for a clearer understanding of resource needs.

Real-World Application

Using resource views allows you to identify over-allocated resources and make necessary adjustments before issues arise.

Step 4: Manage Active Project Resources

Effectively managing resources currently assigned to active projects is essential for project success.

• Regularly check the resource allocation to ensure no one is overburdened.
• Update resource assignments as project tasks progress or change.
• Communicate with team members regarding their workload and any potential adjustments.

Practical Tip

Schedule regular check-ins with your team to discuss resource allocations and address any challenges they might be facing.

Step 5: Forecast Resources for Future Projects

Planning for future projects involves forecasting the resources you will need.

• Analyze past project data to estimate the resources required for upcoming projects.
• Use the Forecasting Tool in Smartsheet to project resource needs based on historical data.
• Create a resource forecast template that can be reused for similar future projects.

Common Pitfall

Underestimating resource needs can lead to project delays, so always err on the side of caution when forecasting.

Step 6: Configure Admin Center Settings

Ensure that all licensed users can access resource views appropriately.

• Navigate to the Admin Center in Smartsheet.
• Adjust user permissions to allow designated users to view resource data without editing capabilities.
• Verify that your team members have the correct access to the resource management features.

Conclusion

By following these steps, you will be able to effectively manage and forecast resources in Smartsheet for both current and future projects. Key takeaways include understanding how to enable resource management, setting up resource views, managing active resources, and forecasting future needs. For further learning, consider exploring additional Smartsheet tutorials to deepen your project management skills.