Resource planning template

Manage your projects effectively by getting a clear view of your resources with a resource planning template.

What is a resource planning template?

A resource management tool, such as a resource planning template, helps project managers estimate and organize how to meet a project’s needs with the resources they have. It’s essential for effective project management and resource allocation, keeping projects on time and within budget.

Benefits of using a resource planning template

Resource allocation

A project resource planning template is a powerful tool that aids in efficient resource allocation, enhances project planning, and improves team efficiency. It provides a comprehensive overview of resource requirements and availability, optimizing workforce distribution across projects. The template also offers a range of features that facilitate detailed project planning, such as flexible documentation, quick-start templates, customizable workflows, and spaces to organize project documents.

Project planning

Project planning is easier and more efficient with a resource management plan template. It offers a range of features that help you organize your project, collaborate with your team, and keep track of your progress. Here are some key features that help with detailed project planning:

  • Pages: Include text, images, code, tables, and more in these flexible documents. Write down all your project details, from the tasks you must complete to the available resources.
  • Templates: Access ready-to-use formats for different parts of your project. There are templates for project overviews, plans, milestones, and tracking. These templates make it easy to start your project planning and stay organized.
  • Spaces: Organize all your project documents in one place within Confluence, making it easy to find related documents and manage permissions.
  • Macros: Automate tasks. There are macros for project calendars, timelines, and table formats for time-based action items.
  • Page history: Track all changes to a document and understand how your project plans have evolved.

Multi-user editing

Teams can simultaneously edit documents using a resource plan template, allowing for real-time project collaboration. This feature means project team members can work on the same document simultaneously, adding comments, tagging others with @mentions, and using emojis to give feedback and express ideas. This kind of collaboration helps teams work together more efficiently, ensuring everyone is on the same page and can contribute to the project without waiting for others to finish their part.

Visual representation

Map out tasks, resources, and timelines clearly and in an organized way with a visual representation of resource planning. This visual representation can help you better understand the project scope, the resources at your disposal, and how you should allocate these resources over time.

Confluence whiteboards allow teams to brainstorm, visualize, and turn ideas into tasks without ever leaving Confluence. Teams can use stickies, lines, sections, and more to illustrate their ideas and plans and transform them into actual deliverables by converting stickies into Jira issues and Confluence pages.

Timeline management

Timelines provide a clear overview of a project’s progression, helping to identify potential delays or bottlenecks. Regular updates and timeline monitoring allow for necessary adjustments to keep the project on track. The template’s features—project calendars, timelines, and table formats for time-based action items—facilitate this process. They enable you to visually map out the sequence of tasks, their respective deadlines, and durations.

While effective timeline management ensures projects stay on track, integrating various tools through the template can further streamline the process, enhancing productivity and simplifying decision-making.


Integrations streamline workflows by enabling different applications to work together. Because the template facilitates connections with Jira and third-party apps, teams can use familiar tools in one place. This seamless collaboration boosts productivity by reducing the need to switch between platforms and consolidating relevant information, simplifying progress tracking and decision-making.

Featured product: Confluence

Bring everyone together and foster collaboration and progress with a connected workspace. With Confluence, teams can create, edit, and share project plans in one unified space, ensuring everyone is on the same page.

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How to use a resource planning template

Define project objectives

The first step in using a resource planning template is to establish clear and specific goals during the project kickoff. Aligning the objectives with the overall business goals is the foundation for teams to build the resource plan.

By setting clear project objectives, teams ensure all resource planning efforts directly contribute to the project’s success, which helps prioritize tasks, manage resources effectively, and set the direction for the project Remember to communicate these objectives to all team members to ensure everyone works toward the same goals and understands how their contributions fit into the larger picture.

Identify resource requirements

Identify the resources, skills, and quantities necessary for each project task or phase. Knowing the required skills and resources ensures the right talent and resource allocation, avoiding shortages or surpluses affecting project efficiency and outcomes.

Consider availability

Understanding capacity planning and assessing resource availability influences timelines and prevents delays. Project managers should evaluate resources early to ensure smooth project progress, allowing for informed task assignments, deadline management, and the maintenance of project momentum.

Set a timeline

When setting a project timeline, plan each project phase and follow these steps:

  1. Segment the project into smaller tasks, estimating time for each.
  2. Account for task dependencies and allocate buffer times for potential delays.
  3. Set milestones to monitor progress.
  4. Ensure the team creates a timeline for realistic and agreed-upon estimates.

Regularly update and monitor

Projects are not static; they evolve, so the resource plan must be adaptable. Regular updates and monitoring of resource planning ensure that the plan remains relevant and effective, reflecting the current state of the project and its resources.

Ready to use this template?