SOP: Using Resource Graph for Visual Checking in Microsoft Project
The Resource Graph is one of the fastest ways to visually check whether your workers, crews, or equipment are overloaded or underutilized.
For a construction project, it helps answer questions like:
Is the Mason Team overloaded?
Is the Electrician Team idle?
Do I need more workers?
Which day has too much work assigned?
Step 1: Open Resource Graph
Open your project.
Click View tab.
In the Resource Views group:
Click Resource Graph
If you cannot see it:
Click View
Click Other Views
Select Resource Graph
Step 2: Understand the Graph
The graph displays:
Blue Bar
= Actual assigned work.
Red Bar
= Resource is overloaded.
Example:
Mason Team capacity = 8 hours/day
Assigned work = 12 hours/day
Result:
Blue bar exceeds limit
Red section appears
This means:
❌ Overallocated Resource
Example
Suppose:
| Resource | Capacity |
|---|---|
| Mason Team | 8h/day |
| Electrician Team | 8h/day |
Assigned work:
| Day | Mason Team |
|---|---|
| Monday | 12h |
| Tuesday | 10h |
| Wednesday | 6h |
Resource Graph shows:
Monday → Red
Tuesday → Red
Wednesday → Normal
Step 3: Switch Between Resources
Use:
Next Resource
or
Previous Resource
buttons.
You can review:
Mason Team
Electrician Team
Plumbing Team
Supervisor
Equipment
one by one.
Step 4: Identify Problems
Look for:
Red Areas
Meaning:
Overallocated
Example:
Mason Team = 16h/day
Available = 8h/day
Need action.
Empty Areas
Meaning:
Resource has no assigned work.
Example:
Electrician Team waiting 3 days.
Opportunity:
✅ Assign more work.
Uneven Graph
Example:
| Day | Work |
|---|---|
| Monday | 14h |
| Tuesday | 2h |
| Wednesday | 12h |
This indicates poor workload balance.
Step 5: Fix Overloaded Resources
Option 1:
Delay Non-Critical Tasks
Move some work later.
Option 2:
Add More Workers
Example:
Instead of:
Mason Team (1 crew)
Use:
Mason Team A
Mason Team B
Option 3:
Use Resource Leveling
Resource Tab
Level Resource
Level All
Microsoft Project will spread work automatically.
Step 6: Verify Again
After changes:
Return to Resource Graph.
Review every resource.
Goal:
✅ No red bars
✅ Balanced daily workload
✅ Smooth resource utilization
Construction Example
For your 8AM residential projects:
Resources:
Mason Team
Rebar Team
Formwork Team
Electrician Team
Plumbing Team
Painting Team
Use Resource Graph to check each crew.
If Mason Team shows:
Monday = 16h
Tuesday = 4h
Wednesday = 12h
Then rebalance tasks until workload becomes more even.
Best Practice
Follow this sequence:
Create WBS
Create task relationships
Assign resources
Save Baseline
Check Resource Graph
Fix overloads
Run Resource Leveling
Check Resource Graph again
Review Critical Path
Start project execution
Rule: Resource Graph is not for editing schedules. It is for visual checking. Use it every time you assign crews to ensure that no team is overloaded and daily workload remains balanced.