The Secret to Effective Professional Services Resource Management

What is Effective Professional Services Resource Management?

Professional services resource management is the process of ensuring that the right people are placed on the right project at the right time. Scheduling resources effectively, which can be achieved with resource management software, is one of the critical success factors of running a successful professional services business.

How to Think About Resource Planning for Professional Services

Leonardo da Vinci was the ultimate Renaissance Man. It’s hard to comprehend that the same person who painted the Mona Lisa and The Last Supper was also an accomplished military engineer, architect and mathematician. Da Vinci had an unquenchable thirst for knowledge in both the arts and sciences as well as a unique ability to combine concepts from those diverse fields.

Very few of us are ever likely to rise to the level of producing enduring masterpieces that stand the test of centuries. Nevertheless, we do have the occasional opportunity to combine concepts from widely disparate disciplines and exercise both halves of our brains.

Professional services organizations need to combine art and science in the pursuit of effective resource management.

Left Brain Approach to Professional Services Resource Management

The traditional view of the left brain is the scientific, logical, mathematical, analytical half of the equation. Professional services resource management deals with patterns of availability, utilization targets, resourcing approval workflows. It’s the distillation of consultants’ educations and experiences into quantitative assessments, certification levels, and skills databases.

It’s the mathematical algorithms used to calculate best fit scenarios amongst multiple potential candidates. It’s the structured request and approval workflows we use to make sure the right people get on the right projects at the right times, but only if approved by the right managers.

It’s the forecast variance models we use to take all this deterministic data and layer on natural stochastic variation into future staffing and revenue prediction ranges. It’s all the stuff governed by known facts, algorithms, mathematical truisms.

In short, it’s what electrons and silicon and bits and code are supremely good at. Something like professional services automation, or PSA, a type of professional services resource management software.

It’s not, however, the whole story.

Bonus: Download a FREE guide for strategies focused on achieving effective and scalable professional services resource management! 

Right Brain Approach to Professional Services Resource Planning

The purely rational, analytical, procedural method of assigning resources by algorithm works great in some environments. Production management software is great at managing the flow of entirely identical widgets through manufacturing lines. Field dispatch systems can optimize the heck out of scheduling completely interchangeable field service technicians.

As anyone who’s managed a professional services team knows “entirely identical” and “completely interchangeable” are words that rarely describe the professional services environment. There are many factors that can make a huge impact on the wisdom of assigning an individual person to a particular project.

Perhaps the resource and the project manager don’t get along. Or, the candidate has never worked on a particular technology before, but is passionate about learning it. Maybe the rest of the team is skewed very senior and could absorb the risk of a less experienced person. Perhaps the client is manic and could use a relationship manager with a calming demeanor.

This is the stuff that relies heavily on grey matter and empathy and intuition. This could be a resource manager or a scheduler or an operations team or a PMO. Whatever way, it’s definitely human.

Whole Brain Approach Utilizing Resource Management

The most successful professional services resource management processes combine silicon and grey matter in a ratio that matches the needs of the organization. A staff augmentation firm that runs a clearinghouse of more interchangeable, more commoditized resources, may skew towards the more automated, algorithm-driven end of the left brain/right brain continuum. A boutique management consultancy that relies heavily on relationships between principals and clients may skew the other way.

The point here is that smart professional services organizations will make conscious decisions about how much structure and automation to put in place and how much to rely on smart people to embody their resource management processes. Only in the rarest of cases will they rely entirely on one or the other.

Rather, most successful organizations will figure out how to use PSA software to model the information that it’s good at modeling. The best resource management software for professional services will perform in support of resource managers. In the same way that the left brain and right brain work together as a united whole, professional services resource management software needs to work seamlessly with its users. It does this by providing the information schedulers require to make decisions, and by supplying the tools necessary to allow them to execute those decisions efficiently.

Effective Professional Services Resource Management

All this is not to say that your choice of resource management software is not important. Quite the contrary… there are dramatic variations in how well different PSA tools support their users’ and their organizations’ resource management efforts.

Professional Services Resource Management Software
Impact of effective professional services resource planning tools.

Based on the independent PS Maturity Model Benchmark by Service Performance Insight, vendors whose users rated their PSA solutions as having more effective resource scheduling tools found that they were able to staff their projects faster than their competitors, resulting in higher billable utilization.

In fact, of all vendors with more than five respondents, Projector users who participated rated Projector as the most effective tool for resource planning for professional services, had the fastest staffing workflows, and enjoyed the highest billable utilization.


So, no matter how you think about managing resources in the professional services environment, whether it be a left brain/right brain combination or a melding of art and science, the point is that this process is a complex, multi-dimensional problem.

It can’t be solved with project resource management systems alone. It also can’t be solved — at least not efficiently — with people in isolation. It requires a combination of the right professional services resource management software that’s able to support the right team, all wrapped together with the right process.

If you’re looking for a PSA system designed from the start to work with its users to combine the art and science of resource management, check out Projector’s professional services automation software.  PSA software delivers an integrated approach to professional services resource planning that includes project management and accounting modules (resource management for Quickbooks, for example, is a common integration). We’ve built Projector to be a top resource management software that also balances the other metrics that matter to a professional services organization. We hope Leonardo would approve of what we’ve done.

Want more information on effective professional services resource management?

Get the e-book
Just Starting Your Search? Get Our Guide to Resource Management and Capacity Planning for Delivery Success!

Frequently Asked Questions About Resource Management

What is resource management in professional services?

Resource management is the process of ensuring that the right people are placed on the right project at the right time.

What is resource management software?

Resource management software allows a professional services organization to schedule resources effectively by providing the information schedulers need to make decisions as well as the tools to execute decisions efficiently.

What is the best resource management tool?

The best resource management tool will be one that supports the organization’s users and resource management efforts and goals. It will combine structured automation with smart people in a ratio that matches the needs of the organization.

Why do you need resource management tool?

Resource management software is a tool that provides real-time visibility into resource planning for projects, empowering services organizations to staff projects faster and improve billable utilization.


Projector PSA Logo 2020


Share on twitter
Share on linkedin
Share on facebook
Share on email

2 thoughts on “The Secret to Effective Professional Services Resource Management”

  1. Hi I am writing a poetry chapbook dealing with mathematics of nature and humans. As topics I include the golden ratio and Fibonacci numbers and more. I am either developing images or seeking existing images which can provide a visual smile and food for thought to compliment the poetry. The image used in your article
    Mona Lisa with the Fibonacci spirals would be perfect. If you can provide it, I am requesting permission to use this image in this chapbook. If there is another contact with respect permission to use would you please let me know who that might be?
    I would appreciate any assistance you might be able to provide in this matter.

    Thank you
    Professor Emeritus from Wayne State University, College of Engineering.

    • Hi Bob,

      Thanks for your comment. We’re happy to let you use this image in your chapbook. I’ll contact you directly via the email address you provided and will get you the source files for this so that you can tweak the image if you’d like and/or create a higher resolution version of it.

      Thanks for your interest, and best of luck with the chapbook!


Leave a Comment