How to Use Resource Leveling to Balance Workload in Microsoft Project
Resource Leveling helps you solve overallocation problems when the same worker, crew, or team is assigned to too many tasks at the same time.
For example:
| Resource | Problem |
|---|---|
| Mason Team | Assigned to 3 tasks on the same day |
| Electrician Team | Assigned to 2 tasks at the same time |
| Rebar Team | Assigned to multiple floors simultaneously |
Microsoft Project can automatically adjust the schedule to create a more balanced workload.
Step 1: Create Resources Correctly
Open:
View → Resource Sheet
Add your crews:
| Resource Name | Type | Max Units |
|---|---|---|
| Mason Team | Work | 100% |
| Rebar Team | Work | 100% |
| Formwork Team | Work | 100% |
| Electrician Team | Work | 100% |
Meaning of Max Units
| Max Units | Meaning |
|---|---|
| 100% | One crew |
| 200% | Two crews |
| 300% | Three crews |
If you actually have 3 Mason crews:
Set Mason Team = 300%
Step 2: Assign Resources to Tasks
Open:
Gantt Chart View
Assign crews to each task.
Example:
| Task | Resource |
|---|---|
| Foundation Rebar | Rebar Team |
| Foundation Formwork | Formwork Team |
| Foundation Concrete | Mason Team |
| Wall Construction | Mason Team |
Step 3: Check Resource Overallocation
Open:
View → Resource Sheet
Look for resource names shown in red.
Red means:
⚠ Resource is overloaded.
Example:
| Resource | Status |
|---|---|
| Mason Team | Red |
| Electrician Team | Red |
Step 4: View Daily Workload
Open:
View → Resource Usage
Insert:
Work
Remaining Work
Then:
Format → Details
Select:
✓ Work
✓ Overallocation
You can now see daily workload.
Example:
| Day | Mason Team |
|---|---|
| Monday | 24 hrs |
| Tuesday | 8 hrs |
| Wednesday | 4 hrs |
Monday is overloaded.
Step 5: Run Resource Leveling
Open:
Resource → Leveling Options
Recommended settings:
| Option | Value |
|---|---|
| Level Calculations | Manual |
| Look for Overallocations | Day by Day |
| Leveling Order | Standard |
| Level Only Within Available Slack | No |
| Leveling Can Adjust Assignments | Yes |
| Leveling Can Create Splits | Yes |
Then click:
Level All
Microsoft Project will move conflicting tasks automatically.
Step 6: Review the Result
Check:
View → Resource Usage
Before:
| Day | Mason Team |
|---|---|
| Monday | 24 hrs |
| Tuesday | 4 hrs |
After:
| Day | Mason Team |
|---|---|
| Monday | 8 hrs |
| Tuesday | 8 hrs |
| Wednesday | 8 hrs |
Workload becomes balanced.
Step 7: Review Critical Path Again
After leveling:
View → Gantt Chart
Then:
Format → Critical Tasks
Review whether project completion has been delayed.
Resource Leveling often:
Extends project duration
Moves tasks later
Changes task dates
Always check the critical path after leveling.
Best Practice for Construction Projects
For your 8AM construction projects:
Leveling Sequence
Create WBS
Link all tasks logically
Assign crews
Save Baseline
Check Resource Usage
Run Resource Leveling
Review Critical Path
Adjust manually if needed
Publish Weekly Schedule
Track Actual Progress
Common Mistakes
❌ Mistake 1: Leveling Before Linking Tasks
Microsoft Project doesn't understand the construction sequence properly.
Always link tasks first.
❌ Mistake 2: Wrong Max Units
Example:
Mason Team = 100%
Actual crews = 3
Project will show false overallocations.
❌ Mistake 3: Level All Immediately
Always:
Resource Usage → Review Overallocated Resources First
Then decide whether to:
Add crews
Change logic
Level resources
❌ Mistake 4: Forgetting Baseline
Always save a baseline before leveling.
Otherwise you cannot compare the schedule changes.
Construction Manager SOP
WBS → Logic → Resources → Baseline → Resource Usage → Level Resources → Critical Path Review → Weekly Plan
This workflow gives the most reliable and balanced workload in Microsoft Project for construction scheduling.