Benefits of Resource Tracking and How to Make It Work for Your Business


Resource tracking is an essential tool for any business. It helps to ensure that resources are being used efficiently while also providing insight into areas of improvement. Resource tracking allows businesses to monitor their performance by providing key metrics, such as resource utilization and cost savings.

This data is used to make informed decisions. Resource tracking can help you and your businesses to better manage their resources, allowing to allocate them in a more efficient manner.

With the right resource management tools, businesses can maximize their resources in real time and improve their potential for success. Whether your business is large or small, resource tracking software can make a big difference all the same. Keep reading to learn more about the benefits of resource tracking and if you want to make it work for your business.

What is Resource Tracking in Project Management?

Resource tracking is an essential part of project management. It is the process of monitoring and managing resources on a project. It enables you to measure various resource metrics and identify any issues that may be impacting the project’s success.

Time is a resource. Tracking resources involves documenting everything from the amount of time spent on different tasks to the number of team members working on each project. With this information, you can decide which resources are necessary, which employees have the capacity be able to work on new tasks, and which resources are being used most effectively.

Time management tools often include built-in functionality for tracking resources. This functionality makes it easy to record the data necessary for effective resource tracking. Timetrack is one such tool.

The calendar has numerous features that will help you when you are planning the services.

You may assign responsibility to a specific workspace by selecting it when you create a new roster. If certain expertise is needed, just click the corresponding drop-down menu and enter the necessary headcount. In addition to setting the break duration and time, you can also choose the day and hour of your service.


TimeTrack – Duty roster



Why Do You Need to Track Resources?

Only 26% of organizations in a PMI study reported using resource management “always,” while 36% reported using it “frequently” in order to estimate and allocate resources.

Resource tracking is essential for any business that plans to use resources in some capacity. It allows businesses to get a clearer picture of exactly what is being used.

This data can then be used to make informed decisions about how the resources should be used. For example, if a business is tracking the number of hours that are being spent on a particular task, it can identify areas where it could be more efficient.

Resource tracking can also help to identify areas where there are too few resources available. This can help businesses to plan for the future, so they are better prepared for peak seasons or large projects.

Resource Tracking vs Micromanagement

Although tracking resources is essential for businesses, it is important to note that it does not equate to micromanagement. Micromanagement is when project managers closely monitor and dictate every aspect of a person’s work.

This can be extremely counterproductive, as it can cause employees to feel as though they are being treated unfairly. Resource tracking, on the other hand, helps businesses to understand the state of their resources.


How to Track Resources?

There are many ways to track the resources that are being used in your business. The best way depends on the type of resources you are using.

The first step in resource planning is to identify the resources that will be required for a specific project or activity. This includes both tangible resources, such as equipment and materials, as well as intangible resources, such as time and personnel. Once the resources have been identified, the next step is to determine how much of each resource will be required, and when it will be needed.

Once the resources have been identified and quantified, the next step is to acquire them. This may involve purchasing equipment or materials, hiring personnel, or resource allocation and budget. It is important to ensure that resources are acquired in a timely manner and that they meet the required specifications and quality standards.

Once the resources have been acquired, the next step is to manage them effectively. This includes ensuring that resources are used in the most efficient and cost-effective way possible and that they are allocated to the most beneficial tasks or activities. It is also important to monitor the use of resources to ensure that they are being used as intended.

For example, if you are using materials that need to be tracked, you can use a system that logs the quantity and location of these materials. If you are using employees to complete tasks, you can use a scheduling tool such as Timetrack to record the number of hours that each employee is working. You can also use project management software to track your resources, as many project management tools include functionality for tracking resources.

How to Plan Resources?

To effectively plan your resources, you need to know how many resources are currently being used and how many are available. Once you have this information, you can plan for future projects.

For example, if you have a large project coming up and you know that you will need more resources, you can start planning by recruiting additional employees or finding other ways to scale up. If you have a smaller project coming up and there are plenty of resources available, you can plan accordingly.


Strategies For Successful Resource Tracking

To ensure that resource tracking works for your business, it is important to implement it correctly. The following strategies can help make resource tracking successful for your business:

  • Create a culture of data – Getting your team on board with the process for resource tracking is essential to success.
  • Use key performance indicators – Determine the metrics that will best inform your decision-making.
  • Establish clear expectations – Make sure that everyone has a clear understanding of the process.
  • Measure, analyze, and adjust – Analyze the data to determine if adjustments are needed.
  • Look ahead – Take a long-term view to determine how resource tracking can benefit your business.
  • Be consistent – Resource tracking is only effective if it is done consistently.
  • Be accountable – Make sure that everyone is held accountable for the data.

Resource Tracking: Best Practices


As you implement your resource tracking strategy, you may find that you need to make adjustments along the way. Before you make any changes, make sure that you have thoroughly analyzed the data to determine if adjustments are needed. Once you have reviewed the data, you can make adjustments accordingly. Here are some best practices for resource tracking:

Keep Your Data Clean

Make sure that the data is accurate, consistent, and up-to-date. This will ensure that you get the most accurate information from your resource tracking system and you can become more efficient.

Prioritize Accuracy

Make sure that everyone is accurately documenting their activities so that you can accurately track their use of resources.

Share Your Data

Make sure that your team is comfortable sharing their data with others in the organization.

Keep a Close Eye On Trends

Look for trends that may indicate areas of improvement or areas that may require more attention.

Be Open To Change

Be open to adjusting your resource tracking strategy as needed.


In conclusion, resource planning is a comprehensive process that involves identifying, acquiring, and managing resources. It is a critical aspect of project management that helps organizations and individuals ensure that they have the required resources to achieve their goals.

By following best practices for resource planning, you can improve your chances of success and achieve goals more efficiently.

Organizations of all sizes may benefit greatly from instituting a centralized authorization system. To improve the system’s usability and productivity, grant the minimum set of permissions to each user.

Up to fifty users may be given varying degrees of access in TimeTrack. Features like time off accrual (either manual or automatic) and project access (as admin, team leader, or external collaborator) are just a few examples of the wide range of privileges that may be granted.