woman in hardhat and reflective vest looks at laptop on construction site
Operational Excellence

Developing a Construction Resource Management Plan

Written By: Ray Waldron
May 15, 2024
10 min read

If you constantly find yourself overwhelmed by the numerous resources that need to be coordinated effectively across multiple projects—you're not alone.

Most construction professionals face the same challenge, and it can lead to costly delays, budget overruns, and missed deadlines. These challenges are often attributed to factors such as inefficient site management, poor site coordination, and improper planning. Special attention to production planning and control in mega construction projects can address these coordination challenges (El-Sabek & McCabe, 2018).

Imagine the stress and frustration of constantly juggling resources, trying to ensure that the right people and materials are in the right place at the right time.

The consequences of poor resource management can be severe, damaging your reputation and bottom line. Poor materials management, a component of resource management, has been identified as a critical factor leading to project delays, cost overruns, and compromised quality, all of which can negatively impact the overall reputation and financial performance of construction firms (Jusoh & Kasim, 2017)

But what if we say there's a solution? Construction Resource Management Software is designed to help you overcome these challenges.

With a centralized platform for managing all your resources, you can streamline your processes, improve visibility, and make informed decisions.

The Pillars of Resource Management

1. Timing is Everything

You need to develop a clear timeline for your project, breaking it down into manageable phases and milestones. Set realistic deadlines for each task and ensure that everyone involved understands the importance of meeting them.

Remember, delays in one area can have a ripple effect on the entire project, so stay proactive in your time management.

Quickbase's workflow management solution helps you create detailed schedules, assign tasks, and track progress in real-time.

With features like Gantt charts and dependencies, you can ensure that the right resources arrive at the right moment, avoiding costly delays and bottlenecks.

2. Budgeting Thoughtfully

Create a comprehensive financial plan that accounts for all expenses, from personnel costs to equipment and supplies.

Be meticulous in your budgeting, and always include a contingency fund for unexpected costs. Regularly review your budget and make adjustments as needed to keep your project on track financially.

With customizable budget templates, real-time tracking, and advanced reporting, you can monitor costs down to the penny.

Plus, Quickbase integrates with your favorite accounting software, so you can seamlessly manage invoices, payments, and financial projections all in one place.

3. Human Resources: Your Secret Weapon

Assemble a team of skilled and dedicated individuals who can work together seamlessly.

Clearly define roles and responsibilities, and provide your team with the training and support they need to excel.

Foster a positive work environment that encourages collaboration, creativity, and open communication.

4. Materials: The Building Blocks of Success

Material allocation is essential to keeping your project running smoothly. Procure the necessary equipment, supplies, and resources in a timely and cost-effective manner.

Develop strong relationships with suppliers and vendors, and always have backup plans in case of delays or shortages. Regularly inventory your materials and anticipate future needs to avoid costly disruptions.

Construction resource management software

Now, you might be thinking, "This all sounds great, but how can I possibly keep track of all these moving parts?" Enter construction resource management software – your new best friend.

1. Customizable Application Templates

With customizable app templates, you can tailor the software to align perfectly with your operational needs. This helps your team to collaborate more effectively, ensuring that your construction projects stay on track.

By having construction resource management software that fits your specific requirements, you can streamline processes, improve communication, and ultimately deliver projects more efficiently. Embrace the power of customization and watch your team's productivity soar.

2. Real-time Visibility into Equipment and Assets

Picture the convenience of having instant access to critical information about your personnel, equipment, and documents, no matter where you are.

With real-time visibility into equipment and assets, your field teams can quickly check the availability of resources, making informed decisions on the spot.

By having a clear overview of your assets, you can minimize downtime, maximize utilization, and keep your projects running smoothly.

Related: Lean construction project examples

3. Efficient Change Order Management

Change orders can be a significant challenge in construction projects, but with the right software, you can optimize your profit margins.

Imagine a system that streamlines the management of change orders, ensuring that resources and inventory are allocated effectively.

By keeping a tight grip on change orders, you can minimize budget overruns and keep your projects on schedule. With efficient change order management, you can protect your bottom line and deliver successful projects consistently.

Related: How to manage a construction project

How Consigli Construction Leveraged Quickbase to Solve Complex Projects

But don't just take our word for it – let's hear it from our customers.

Consigli Construction effectively leveraged Quickbase to improve safety standards at their job sites.

Quickbase allowed us to solve problems we’d already sort of solved, but not well. Then, it started solving other problems and took on a life of its own.
Anthony Chiaradonna
Anthony Chiaradonna
CIO, Consigli Construction

Faced with the need to streamline safety documentation and maintain high safety standards, Consigli quickly developed a solution using Quickbase that was operational in under a month.

The Quickbase solution allows field teams to use QR codes at each site to access a Quickbase form on their mobile devices, eliminating the need to gather in cramped job-site offices.

This process not only speeds up the documentation process but also enables site supervisors to monitor site attendance and compliance with safety requirements directly from their devices.

A key advantage of the Quickbase application is its customizability. It can be adapted to meet the unique safety requirements dictated by different clients, such as specific safety gear or additional safety checks.

This flexibility means that the application can evolve as needed for each job site without extensive overhauls, saving time and reducing paperwork.

Overall, Quickbase has helped Consigli to maintain its high standards (the "Consigli way") by providing a centralized and flexible solution for safety reporting and data management, ultimately ensuring the safety and efficiency of operations across diverse job sites.

Addressing the challenges

1. Absence of Real-time Data

With resources constantly moving between tasks and sites—making decisions based on

outdated information leads to overallocation, delays, and budget overruns.

Without real-time data, you can't quickly adapt to changes or optimize resource utilization, resulting in missed opportunities and reduced efficiency.

To overcome this, you need a system that provides real-time tracking of your resources' location, status, and productivity.

Consider implementing a centralized resource management system like Quickbase—that provides you with up-to-date information at your fingertips.

2. Difficulty in Managing and Tracking Change Orders

In construction, changes are inevitable, but without a streamlined process for handling them, you may find yourself drowning in paperwork and struggling to keep your projects on track.

To overcome this challenge, look for a system that allows you to easily create, approve, and track change orders.

3. Lack of Effective Communication and Collaboration

When your team is siloed and lacks a centralized platform for sharing information, you see misunderstandings, repetition, and decreased productivity.

Break down these barriers by adopting a collaboration tool that fosters real-time communication and information sharing.

4. Inadequate Resource Forecasting

Failing to forecast resource requirements and plan accordingly accurately leads to under or overallocation of resources, project delays, cost overruns, and suboptimal utilization of assets.

Develop a robust resource forecasting and planning process. Analyze historical data, consider project complexities, and involve key stakeholders in the planning phase.

Use construction resource management software that provides insights into resource availability, skills, and capacity. Regularly review and adjust your resource plan based on project progress and changing requirements.

Putting it all into Practice

So, how can you put these resource management strategies into action? Here are a few actionable steps:

1. Assess your Current Resources

Begin by conducting a thorough inventory of your current resources.

Identify the assets, tools, and personnel at your disposal. Evaluate their strengths, weaknesses, and potential for growth.

This assessment will help you with a clear understanding of your starting point and help you make informed decisions moving forward.

3. Set Clear Goals and Priorities

Establish well-defined goals that align with your overall objectives. Break these goals down into specific, measurable, achievable, relevant, and time-bound (SMART) targets.

Prioritize your goals based on their importance and urgency. By having a clear roadmap, you can allocate your resources effectively and avoid wasting time and effort on low-impact activities.

4. Create a Resource Allocation Plan

Develop a comprehensive resource allocation plan that outlines how you will distribute your resources across various projects and tasks.

Consider the skills, expertise, and availability of your team members. Assign responsibilities based on individual strengths and ensure that workloads are balanced to prevent burnout.

Regularly review and adjust your allocation plan as priorities shift or new challenges arise.

5. Implement Efficient Systems and Processes

Identify areas where automation can save time and reduce manual effort. Leverage technology tools, such as project management software, collaboration platforms, and productivity apps, to enhance communication, track progress, and streamline tasks.

Continuously evaluate and refine your processes to eliminate bottlenecks and improve overall efficiency. Explore resource management softwares like Quickbase that can help you simplify and optimize your resource management.

Take advantage of free trials or demos to find the best fit for your needs.

6. Foster a Culture of Collaboration

Encourage a collaborative environment where team members can openly communicate, share ideas, and support one another.

Break down silos and promote cross-functional collaboration to leverage diverse perspectives and expertise.

Encourage knowledge sharing and provide opportunities for team members to learn from each other.

By fostering a culture of collaboration, you can tap into the collective intelligence of your team and find innovative solutions to resource challenges.

7. Monitor and Measure Performance Regularly

Monitor and measure the performance of your resources. Establish key performance indicators (KPIs) that align with your goals and track progress against these metrics.

Use data points to identify areas of improvement and make informed decisions.

Conduct regular reviews and assessments to ensure that your resources are being utilized effectively and efficiently.

8. Be Flexible

Be prepared to make adjustments as circumstances change or new information becomes available.

Continuously find ways to optimize your resources and improve overall performance.

Encourage feedback from your team and stakeholders to identify areas for improvement and implement necessary changes.

9. Invest in Training and Development

Recognize the importance of investing in the growth and development of your team. Provide training opportunities to enhance their skills and knowledge.

Encourage continuous learning and support their professional development goals. By empowering your team members to reach their full potential, you can build a more capable and resilient workforce that can effectively manage and optimize resources.

Improve your Operations with Resource Management Software

Resource management may seem like a daunting task, but with the right mindset and tools, it can be the key to unlocking your construction project's full potential.

And remember, you don't have to do it alone. Software solutions like Quickbase are here to help you every step of the way. So why not give it a try?

Reach out to us today to learn more about how Quickbase can improve your resource management and take your construction projects to new heights.

Picture of Associate Content Marketing Manager Ray Waldron set against a lochinvar background
Written By: Ray Waldron

Ray Waldron is an Associate Content Marketing Manager at Quickbase.