(Human) Resource Management

This blog was updated June 2025.

Well, the numbers are crunched, sliced and diced, and our new research report on Resource Management Challenges has been posted on our website ... and while I can't say the results hold any big surprises, there are a few things I wanted to hold up and point at (which I will do, actually, in person, at our Strategy & Projects Summit in Cambridge this May.)

In an earlier post, I wrote about one of the (human) resource challenges pointed to in this report: the fact that executives often assume there are plenty of resources to accomplish planned work when, in fact, there are not. (This is a research finding so familiar to most of us from our daily work lives that it probably warrants a resounding "Well, duh!" We can only hope that some executives will read it and recognize themselves in it ...)

The other finding that I put under the heading "(human) resource challenge" centers on tools for resource management. Once again, the findings merely validate the sense of disappointment with tools that have become almost a cliché. If I worked in the software field, it would give me a headache to read that, while almost half (47.9%) of all organizations use automated information systems to assist in resource management functions, they are lukewarm at best when describing the value of those systems. Almost half (47.3%) thought that the tools did not accurately calculate resource forecasts. More than half (55%) said their managers did not use the systems consistently or effectively.

As we all know, software only works well when it has good data to work from and skilled users.

That's why this is a (human) resource challenge. Bad experiences with tools of any kind, in our experience, result from poor preparation for their implementation. The best project management software in the world won't raise the PM maturity level of an organization with poor management support for the process and resistant or untrained users.

What’s Changed Since This Report?

Simple answer: a lot. 

When this blog was first published in 2009, resource management tools were often criticized as clunky, underused, or unreliable. And while many of the core challenges remain, like overallocation and undertrained users, the landscape has evolved.

Here’s what’s different today:

• Remote and cloud-based tools dominate. Ever since 2020, we've been in a remote work era that appears to be here to stay. Today, the best tools are built for distributed teams, offering real-time collaboration and dynamic resource forecasting that far exceed the limitations of older, on-premise systems.
• Integration is key. Today’s tools are rarely standalone. They integrate seamlessly with project management platforms, HR systems, and time-tracking software to provide leaders with a comprehensive view of team capacity.
• Executive buy-in is increasing—slowly. More organizations recognize that resource management is strategic, not just operational. But adoption still depends on change management and leadership support.
• AI and automation have gained much traction. Machine learning is now being used to predict capacity gaps, identify bottlenecks, and optimize scheduling based on actual work patterns. However, the human element still drives successful project management practices.

Despite the availability of better tools, the human side remains critical. No system can compensate for poor communication, unrealistic timelines, or a leadership team that refuses to prioritize resource planning. In that sense, the heart of the “(human) resource challenge” still beats strong.

Build a More Adaptive Organization

The project management industry evolves fast, and organizations must be ready to respond with agility to whatever comes next.

Our white paper, The Adaptive Organization, outlines seven transformative project management actions that help leaders prepare for uncertainty, lead through disruption, and build a culture of trust and adaptability.

You’ll learn how to:

• Put benefits first
• Set up an agile PMO
• Measure maturity and progress
• Train for mindset, not compliance
• Choose the right approach
• Follow principles, not procedures
• Trust your teams

Read Establishing The Adaptive Organization and take the next step toward a more resilient, future-ready business.

FAQ

Why do resource management tools often fail?

It’s rarely the software itself. Tools fail when they’re poorly implemented, lack executive support, or aren’t used consistently. Garbage in, garbage out still applies.

What’s the biggest challenge in project resource planning?

Overconfidence. Many leaders assume the people needed for a project will just “be there,” without analyzing availability or workload across teams.

How do I know if our organization has a resource management problem?

Look for chronic overwork, missed deadlines, or frequent reassignments. If project plans rarely match reality, resource planning may be the weak link.

How can we improve adoption of our resource management tool?

Start with training, communicate the “why,” and involve managers in customizing how the tool is used. Tie the tool to real decision-making, not just status reporting.

Should resource management be centralized or decentralized?

That depends on your organization’s size and structure. Centralized planning increases consistency, while decentralized approaches offer flexibility, but both need visibility and accountability.