Resource management software guide.

Adobe Communications Team

06-25-2025

how to manage resources for a project

Resource management provides a centralized platform for organizations to plan, allocate, schedule, and track all resources. These resources may include employees, teams, equipment, finances, and facilities.

Resource management enables informed decision-making regarding resource deployment, workload balance, and resource utilization to boost efficiency. Simply put, it’s about planning and scheduling anything that helps a team complete a project.

Resource management software can also help you manage stakeholder expectations, team dynamics, and budgetary constraints by providing an understandable, accurate, and transparent view of resource capacity next to project demands. It helps you streamline and maximize your resource allocation goals so that your team can focus on the right work at the right time.

In this guide, we’ll cover:

The key capabilities of effective resource management software.

Choosing the right resource management software requires understanding the core functionalities that drive value. While specific features vary, effective solutions typically offer a robust suite of capabilities designed to address the entire resource lifecycle, from strategic resource planning to detailed tracking and analysis. The power of these capabilities is directly tied to the availability of real-time, accurate data – without it, planning becomes guesswork, and optimization is impossible.

Here are the essential capabilities to look for:

1. Comprehensive resource planning & scheduling:

2. Intelligent resource allocation:

3. Real-time visibility & tracking:

4. Collaboration & communication hub:

5. Robust reporting & analytics:

6. Integration capabilities:

No tool operates in a vacuum. Seamless integration with other critical business systems – including project management platforms, CRM software, financial systems (ERP), HRIS, communication tools (like Slack, Microsoft Teams, email), and specialized creative or development tools – is vital for creating a connected workflow.

Workfront capabilities for resource management.

Workfront offers a comprehensive suite of tools to enhance every resource management aspect—from planning and allocation to real-time tracking and performance analysis. The table below outlines key capability areas, associated features, and the core benefits they deliver.

Capability Area
Key Workfront Features/Tools
Core Benefit
Planning & Forecasting
Resource Planner, Schedules, Capacity Settings, Resource Pools, Forecasting Reports
Accurate forecasting & strategic resource budgeting
Allocation & Scheduling
Workload Balancer, Skills/Role Assignment, Contouring/Swapping, AI Allocation Suggestions
Optimal assignment of right people to right work, balanced loads
Visibility & Tracking
Customizable Dashboards, Workload Views, Real-time Updates, Integrated Time Tracking
Centralized, real-time understanding of work & capacity
AI & Automation
AI Health Assessment, AI Workflow Acceleration, AI Assistant, Copilot Integration
Proactive insights, streamlined workflows, enhanced efficiency
Reporting & Analytics
Customizable Reports, Utilization Reports, Budget Reports, Performance Dashboards, Data Connect
Data-driven decision making & performance tracking

Resource management software benefits.

There are many benefits to having the best resource management software for you and your business:

Learn more about Workfront Planning.

AI-powered resource management.

Integrating artificial intelligence (AI) into resource management software is changing how teams allocate resources. These technologies elevate resource management from a primarily administrative, often reactive, scheduling function to a proactive, intelligent, and strategic orchestration discipline.

The shift is clear: reliance on manual processes and static spreadsheets is diminishing, replaced by automated workflows and dynamic, data-driven insights.

AI is not merely automating existing tasks; it's enabling entirely new levels of optimization and foresight, such as:

Contrary to fears of robots taking over, AI in resource management often makes the process more human. By automating the mundane and providing intelligent support, AI allows managers to shift their focus from tedious administration to higher-value activities: strategic planning, mentoring and developing their teams, fostering collaboration, and addressing the unique human challenges that arise in any project. This shift from administration to strategy is a key benefit of AI adoption.

However, the effectiveness of these AI capabilities is intrinsically linked to the quality, completeness, and accessibility of the underlying data. AI algorithms require rich datasets encompassing skills inventories, accurate availability information, detailed project histories, and consistent time tracking to learn effectively and generate reliable predictions and recommendations. Organizations must invest in robust data practices to unlock the full potential of AI-driven resource management.

Ultimately, AI is rapidly becoming more than an efficiency booster; it's evolving into a significant competitive differentiator. Organizations that utilize AI for more agile team formation, accurate forecasting, and proactive risk mitigation can adapt more quickly to market shifts, seize opportunities faster, and optimize resource deployment for maximum impact.

How enterprises successfully manage their resources with Workfront.

The value of any enterprise software lies in the tangible results it delivers for its users. Leading organizations across diverse industries have successfully implemented Workfront to transform their resource management processes, overcome operational challenges, and achieve significant business outcomes.

Their experiences underscore the value of a strategic resource planning and allocation approach.

The Coca-Cola Company.

Facing the complexities of global marketing operations, Coca-Cola utilized Workfront to optimize resource management and capacity planning with an innovative, skills-based framework. This involved allocating marketing associates to high-impact agile teams based on their skills, fostering growth while ensuring critical projects were staffed effectively. They achieved significant time savings through automating task assignments and established a foundation for future AI-assisted capacity planning. Workfront became central to their tech-augmented marketing network, driving efficiency, enhancing global standardization, and ultimately boosting marketing outcomes.

CHG Healthcare.

This healthcare staffing company utilized Workfront to gain unprecedented visibility into its marketing workload, moving from minimal foresight to a three-month forecast. This enabled effective capacity planning meetings where project managers could proactively balance assignments, preventing employee burnout for high performers who might otherwise have been overloaded. The improved planning led to better work definition, higher quality output, and increased collaboration between creative, web, and communications teams, demonstrating deeper employee engagement and satisfaction.

BBVA Compass.

The web team at this financial institution struggled with missed deadlines due to managing requests via email and spreadsheets. Implementing Workfront provided the necessary structure and transparency. By centralizing requests, standardizing workflows, and providing clear visibility into assignments, they regained over 20 hours of team time per week previously lost to inefficient meetings and communication, increased team productivity by eliminating email back-and-forth, improved project throughput by 50% daily, and began meeting 100% of their publishing deadlines.

Workfront addresses the core needs of resource management through distinct but interconnected features:

Streamlined planning and scheduling:

Optimized resource allocation:

AI-driven insights and efficiency:

Centralized collaboration in the cloud:

Learn more about Workfront with Creative Cloud integration.

Robust reporting for data-driven decisions:

Manage your resources with Workfront.

Failure to manage resources effectively carries significant consequences. Projects stall, budgets balloon, valuable opportunities slip away, and the quality of work suffers under the strain of rushed deadlines.

Perhaps most critically, talented employees face burnout when consistently overloaded or misaligned, leading to decreased morale, plummeting job satisfaction, and reduced productivity. Protecting these valuable human resources is paramount.

This is where resource management software emerges as an indispensable solution. These powerful platforms provide tools to effectively plan, allocate, track, and optimize resources—primarily people, equipment, facilities, and finances.

By leveraging resource allocation software capabilities, organizations ensure the right talent focuses on the most impactful tasks. Advanced resource planning software features allow organizations to anticipate future needs and align resources with strategic goals.

Collectively, these resource management tools transform resource coordination from a reactive scramble into a proactive, strategic advantage. Effective resource management, powered by the right software, is no longer a luxury but a fundamental requirement for maximizing efficiency, driving profitability, and fostering a sustainable, high-performing workforce.

Workfront provides the resource management software capabilities to move beyond basic scheduling and reactive adjustments. It empowers organizations with intelligent resource planning software tools for forecasting and budgeting, sophisticated resource allocation software features for matching the right skills to the right work, and real-time visibility to track progress and manage capacity effectively.

By integrating resource management deeply within a comprehensive enterprise work management platform, Workfront connects planning to execution. Its robust features, cloud-based accessibility, powerful integrations, and increasingly sophisticated AI capabilities enable organizations to streamline workflows, enhance collaboration, make data-driven decisions, and optimize performance. From preventing burnout with balanced workloads to seizing opportunities with agile resource deployment, Workfront provides the foundation for strategic resource orchestration.

Start managing your resources effectively with Workfront.

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