Effective resource allocation is key to the success of any project. But, there are always some resource limits. These limits could be deadlines, simultaneous projects, or the resources themselves – if you’re missing them.). Luckily, you can work around the obstacles with the right techniques and still have a successful outcome. Depending on your obstacles, you can choose from these two tactics: resource smoothing or resource leveling.

What is resource smoothing?

Resource smoothing in project management is also sometimes called time-limited resource scheduling. Resource smoothing involves organizing and reorganizing your resources to make sure the project finishes on time. Basically, it refers to the flexibility of your resources within an inflexible deadline.

There are two key concepts of time in resource smoothing: total float and free float. 

Total float is the amount of time that you can delay a project activity without delaying the overall duration of the project. So, total float looks at activity time compared to the deadline of the project. Total float is also sometimes referred to simply as float or slack. 

Free float is the amount of time a project activity can be delayed without affecting the start of the following activity. So, free float looks at time in relation to each project activity.

When resource smoothing should be used

Resource smoothing is used when your main constraint is time: the project is absolutely timebound and a determined finishing date is the number one priority. If you use WeekWise you can easily identify, allocate, and adjust resources within a project’s deadline.

Here’s a brief resource smoothing example.
There are 5 project activities with four-week cycles with an unchangeable eight-week deadline. The outputs of Activities 4 and 5 result in the project’s successful outcome. Activities 1, 2, and 3 can be completed at the same time. Activity 4 is dependent on Activities 1 and 2 so cannot start until they are completed. But, activity 5 is dependent on Activity 3. Activity 1 gets a bit delayed (free float) and needs Activity 2’s resource to help out. Activity 3 finishes before Activities 1 and 2, so Activity 5 can start earlier than Activity 4 (free float). Activity 4 can be slightly delayed because Activity 5 will finish before Activity 4 and then Activity 5’s resources can be moved to Activity 4 (free float) to ensure Activity 4 also finishes on time (total float).

Pros and cons of resource smoothing

Pros of resource smoothing include finishing on time, cost-effectiveness, and general efficiency. 

Cons include potential overwork and burnout from stress, the potential for inappropriate task assignments to meet a deadline.

Find out more on How to manage the stress of compelling a project. 

What is resource leveling?

Resource leveling in project management involves assessing when your resources are available and what constraints they might have. Then you make or adjust the project schedule based on the resource capacity. This means the project might start earlier or, more commonly, finish later than originally planned. Resource leveling is sometimes called resource-limited scheduling.

All resource leveling techniques must analyze and assess the constraints on resources. Examples of constraints that may apply to your resources are

• Conflicts – It’s possible your resources may be needed or scheduled for other simultaneous projects.
• Mandatory constraints – Physical limitations such as workspace, equipment, or even holidays or sick days.
• Discretionary constraints – Resources may have preferences of how and when they work, and what they work on.
• Dependencies – Some activities cannot start until a previous activity has finished. This affects when you can deploy your resources, who may be tasked to multiple activities.

WeekWise lets you explore all available resources and see their time and skill constraints that might affect allocation. 

When resource leveling should be used

Resource leveling is used when limited resources are your main constraint. With resource leveling, you examine the resources and work out when the project can finish. You can also change the start and/or finish dates of the project based on the resource capacity. WeekWise’s weekly planning and resource allocation tool lets you flexibly apply resource leveling.

Here’s a brief resource leveling example.
You see that a resource that had been working on another project becomes free two weeks earlier than expected. This means you can allocate that resource to start one of your project activities two weeks earlier than originally expected.

Another resource leveling example. 

A resource leaves your company but you are unable to hire a new one, and your remaining resources are currently fully allocated. Your company has a resource that will become free but you have to wait a month to be able to allocate them to your project. You decide to adjust the project’s finish to one month later than originally planned. 

Pros and cons of resource leveling

Pros of resource leveling include respecting team members’ workloads while keeping team members off the bench, appropriate task assignments, and even finishing earlier than planned. 

Cons of resource leveling include possible delays, extra costs, and balancing the demand of a resource across many projects.

Resource leveling techniques

Sometimes resource leveling lets you extend the project schedule. However, sometimes the customer may demand the project go even faster. Resource leveling can help a project finish early by using these techniques: fast-tracking and crashing. 

Fast-tracking

With fast-tracking, you may move some activities to earlier in the schedule. This means activities that do not have dependencies can be finished earlier. And then the dependent activities can also be done earlier or faster. Careful, though! It also means you may over-allocate some resources (ie, overwork your team members). 

Crashing

With crashing you compress the schedule by making cost trade-offs. The project may finish earlier, but it could cost more. Why? You need to add resources to achieve speedier project outcomes.

WeekWise gives you a thorough overview of your resource capacity so you will know if you can fast-track or crash a project. 

Key differences between resource leveling and smoothing

Let’s look at the key differences between resource leveling and resource smoothing. 

When to use each technique:

What if…	What to use
…the project must finish by a set deadline?	Resource smoothing
…the project can be extended?	Resource leveling
…the project needs to finish even earlier than the original deadline?	Resource leveling
…limited resources are your main constraint and start or finish time is flexible?	Resource leveling

Key differences between the techniques themselves:

Resource Smoothing	Resource Leveling
Uses free and/or total float to allocate resources.	Allocates resources when they are available.
Stay within the originally planned timeframe.	The timeframe is flexible based on resource availability.
The critical path cannot change.	The critical path can change.
Used when resources may be unevenly allocated.	Balances the under or over-allocation of particular resources.
Tasks are only delayed within float periods.	Tasks can be delayed beyond the float period.

With WeekWise you can use resource smoothing and resource leveling to meet each project’s unique needs. Both techniques are useful depending on your constraints. 

WeekWise keeps track of costs, capacity, and weekly scheduling across multiple projects. 

This lets you quickly allocate resources or adjust projects tasks no matter what obstacles you may have. Whether you have a strict deadline or a limit on resource capacity, WeekWise is a tool that lets you manage your projects effectively and deliver successful outcomes.