How to Use Resource Usage View to Check Daily Workload in Microsoft Project
The Resource Usage View is one of the best tools in Microsoft Project for checking whether your teams (Mason Team, Rebar Team, Formwork Team, Electrician Team, etc.) have a balanced daily workload.
Step 1: Open Resource Usage View
Open your project.
Click View tab.
Select Resource Usage.
You will see:
| Left Side | Right Side |
|---|---|
| Resource Names | Time-phased workload |
| Assigned Tasks | Daily/Weekly Hours |
Example:
Mason Team
Brickwork GF
Brickwork 1F
Electrician Team
Conduit Installation
Wiring Work
Step 2: Show Work Information
On the right side, Microsoft Project may show Cost or other information.
To show workload:
Right-click on the timesheet area.
Select Detail Styles.
Add:
Work
Actual Work
Remaining Work
Overallocation
The most important field is:
Work
Step 3: Change Timescale to Daily
To check daily workload accurately:
Right-click the date row.
Select Timescale.
Set:
Bottom Tier = Days
Now you can see workload day by day.
Example:
| Resource | Mon | Tue | Wed |
|---|---|---|---|
| Mason Team | 8h | 8h | 16h |
| Electrician Team | 4h | 12h | 4h |
Step 4: Identify Overloaded Resources
Look for:
Red Resource Names
Red means:
Overallocation
Example:
Mason Team (Red)
This means the team has more work than its available capacity.
Step 5: Compare Workload with Team Capacity
Suppose:
Mason Team
Resource Sheet:
Max Units = 500%
Meaning:
5 workers
Available work per day:
5 × 8h = 40h/day
If Resource Usage shows:
Mon = 32h
Tue = 40h
Wed = 56h
Then:
| Day | Result |
|---|---|
| Mon | OK |
| Tue | Full Capacity |
| Wed | Overloaded |
Because:
56h > 40h
Step 6: Add Overallocation Row
Right-click the timesheet area.
Select Detail Styles.
Add Overallocation.
Example:
| Resource | Mon | Tue | Wed |
|---|---|---|---|
| Mason Team Work | 32h | 40h | 56h |
| Overallocation | 0h | 0h | 16h |
This helps you immediately see overloads.
Step 7: Check Workload Balance
A good schedule looks like:
| Day | Mason Team |
|---|---|
| Mon | 36h |
| Tue | 38h |
| Wed | 40h |
| Thu | 37h |
| Fri | 39h |
Balanced workload means:
No overload
No idle days
Smooth productivity
Bad example:
| Day | Mason Team |
|---|---|
| Mon | 10h |
| Tue | 12h |
| Wed | 80h |
| Thu | 5h |
| Fri | 6h |
This indicates poor planning and resource distribution.
Step 8: Use Resource Graph for Visual Checking ✓
Go to:
View → Resource Graph✓
Select a resource.
You can quickly see:
Overloaded days
Underutilized days
Balanced days
The graph makes it easier than reading hours alone.
Daily Workload Review SOP
Every time you update your schedule:
1. Assign Resources
Assign Mason Team, Rebar Team, Formwork Team, Electrician Team.
2. Open Resource Usage
Check daily workload.
3. Look for Red Resources
Identify overallocations.
4. Compare Against Crew Capacity
Example:
Mason Team = 5 workers = 40h/day
Rebar Team = 4 workers = 32h/day
5. Balance the Work
Adjust task durations.
Split tasks if necessary.
Modify task relationships.
Use Resource Leveling carefully.
6. Verify Again
No red resources.
Daily workload remains reasonably even.
For a construction contractor like you, Sarim, I recommend this workflow:
Gantt Chart → Assign Resources → Resource Usage (Daily Check) → Resource Graph → Resource Leveling (only if necessary) → Save Baseline
This sequence helps prevent crew overloads and keeps your daily site activities balanced.