How to Assign Resources in Microsoft Project
Assigning resources correctly is one of the most important steps in Microsoft Project. It allows you to:
Know who is responsible for each task
Calculate workload automatically
Identify overallocated workers
Forecast labor requirements
Perform Resource Leveling correctly
Step 1: Create Your Resource List
Go to Resource Sheet
Click View
Select Resource Sheet
Enter your resources:
| Resource Name | Type | Max Units |
|---|---|---|
| Mason Team | Work | 100% |
| Electrician Team | Work | 100% |
| Plumbing Team | Work | 100% |
| Site Engineer | Work | 100% |
| Concrete Crew | Work | 100% |
Meaning of Max Units
| Value | Meaning |
|---|---|
| 100% | One team |
| 200% | Two identical teams |
| 300% | Three identical teams |
Example:
If you have 3 masonry crews:
| Resource Name | Max Units |
|---|---|
| Mason Team | 300% |
Step 2: Return to Gantt Chart
Click View
Select Gantt Chart
Step 3: Insert Resource Names Column
Right-click any column header
Click Insert Column
Choose Resource Names
Now you can assign resources directly to tasks.
Example:
| Task Name | Duration | Resource Names |
|---|---|---|
| Excavation | 3 Days | Concrete Crew |
| Brickwork GF | 5 Days | Mason Team |
| Electrical Conduit | 2 Days | Electrician Team |
Step 4: Assign Resources Using Assign Resources Tool
Select a task
Go to Resource tab
Click Assign Resources
A window appears showing all resources.
Select:
Mason Team
Electrician Team
Site Engineer
Click Assign
Step 5: Assign Multiple Resources to One Task
Example:
| Task | Resources |
|---|---|
| Reinforcement Work | Steel Crew, Site Engineer |
| Concrete Pouring | Concrete Crew, Site Engineer |
| Final Inspection | Site Engineer, Client |
Microsoft Project allows several resources on one task.
Step 6: Check Resource Usage
Go to:
View → Resource Usage
You can see:
| Resource | Day 1 | Day 2 | Day 3 |
|---|---|---|---|
| Mason Team | 8h | 8h | 8h |
| Electrician Team | 4h | 8h | 4h |
This helps identify overloaded crews.
Step 7: Check for Overallocation
Go to:
View → Resource Sheet
If a resource is overloaded, Microsoft Project displays a red indicator.
Example:
| Resource | Status |
|---|---|
| Mason Team | 🔴 Overallocated |
This means the same team has been assigned to too many tasks at the same time.
Step 8: Verify Daily Workload
For construction projects, always check:
View → Team Planner (Project Professional)
or
View → Resource Usage
Look for:
✅ Balanced daily workload
❌ One day with too many tasks
❌ One day with no work
Construction Example
Resources
| Resource | Max Units |
|---|---|
| Mason Team | 200% |
| Electrician Team | 100% |
| Plumbing Team | 100% |
| Site Engineer | 100% |
Tasks
| Task | Duration | Resource |
|---|---|---|
| Foundation | 5d | Concrete Crew |
| Ground Floor Brickwork | 6d | Mason Team |
| Mezzanine Brickwork | 6d | Mason Team |
| Electrical Conduit | 3d | Electrician Team |
| Plumbing Pipe Installation | 3d | Plumbing Team |
If Ground Floor Brickwork and Mezzanine Brickwork occur at the same time and there is only 100% Mason Team, Microsoft Project will show an overallocation.
Solutions:
Increase Mason Team to 200%
Split into Mason Team A and Mason Team B
Use Resource Leveling
Change task sequence
Best Practice for Sarim's Construction Projects
For your residential projects (12m²–50m² per floor), create resources by crew/team, not by individual worker:
Mason Team
Reinforcement Team
Formwork Team
Concrete Team
Plumbing Team
Electrical Team
Ceiling Team
Tile Team
Painting Team
Site Engineer
This makes scheduling, resource balancing, and resource leveling much easier and more realistic for a general contractor.