Comparison of allocation tools to maximise team efficiency

Allocation tool

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Understanding the importance of project resource allocation

Resource allocation is a key element of project management. Management software designed to optimise this function can considerably improve a project’s productivity and profitability. Knowing how to allocate staff, equipment and available time effectively enables managers to maximise the use of resources while minimising delays and unnecessary costs. The use of management software helps to visualise the workload of each team member and to optimally plan the tasks to be carried out. This real-time planning ensures that priorities are respected and that stakeholders are always informed of progress and any necessary adjustments. The software also enables all information to be centralised, making access to data quick and easy for all users, which strengthens team cohesion and efficiency. Identifying exactly when and where resources are needed helps to reduce downtime and optimise overall profitability. In addition, the resource management functionality in this software helps to maintain a balance between different demands, ensuring that each project receives the attention it requires without compromising quality or deadlines. In short, resource allocation software is essential for any business looking to improve its work processes. It offers the ability to plan, forecast and adjust resource allocations so as to maintain an optimal schedule, thereby increasing productivity and reducing the risk of delays. So investing in a high-performance tool is synonymous with substantial gains in terms of project management and performance.

Main criteria for choosing an allocation tool

When it comes to choosing an allocation tool to effectively manage project resources, several key criteria need to be taken into account to ensure that the tool meets the needs of the team and the project. Here are the main criteria to consider:

Functionalities adapted to resource management

A good allocation tool should offer a full range of functions dedicated to optimal resource management. It is essential that it can accurately allocate the personnel, equipment and other resources needed to complete a project. This includes task planning, resource availability management, and the ability to quickly readjust allocations in response to project changes.

Intuitive and easy to use

The tool chosen must be intuitive and easy to use for all team members, whatever their technical skills. A clear user interface and simple navigation are crucial to enable all project managers and team members to take full advantage of the tool without the need for extensive training.

Integration capacity

Integration with other software is another important criterion. The allocation tool must be able to integrate easily with other systems used by the company, such as accounting, communication and project monitoring software. This compatibility ensures fluid, centralised management of data across all platforms, facilitating coordination and communication between the different teams.

Support and resources available

Good technical support is essential for any project management tool. Before choosing a tool, it is important to check the quality of the support offered by the supplier, including training services, user manuals and technical assistance. Well-developed resources help to resolve problems quickly and reduce interruptions, ensuring continuity in project management.

Evaluation of allocation tools on the market

To help choose the best resource allocation tool, it is essential to evaluate the options available on the market. Here’s a comparative overview of five leading project management and resource allocation tools:

Microsoft Project

    • Features: Microsoft Project offers advanced project management capabilities, including detailed resource planning, dependency tracking, and reporting. It is particularly suited to large organisations with complex requirements.
    • Integration: Integrates well with other Microsoft products, such as Office 365, making it easier for teams to collaborate.
    • Usability: Its power brings complexity for new users, and  thus requires  a certain learning curve.
    • Support: Offers comprehensive support, with numerous online resources, tutorials and an active community.


    • Features: Smartsheet excels at flexible project management thanks to its spreadsheet-based approach. It provides a clear overview of resource allocations and availability.
    • Integration: Compatible with various applications such as Google Workspace, Slack, and Microsoft Teams, making it a versatile tool.
    • Usability: Its familiarity with spreadsheets makes Smartsheet very accessible for most users.
    • Support: Offers responsive technical support and a wide range of training materials.


    • Features: Wrike is renowned for its modularity and  resource management and project planning, as well as real-time reporting, are paying options.
    • Integration: Very good integration with messaging and collaboration tools, improving the efficiency of inter-team communications.
    • Usability: Offers an intuitive interface, although advanced features may require some learning.
    • Support: Robust customer support and a user community for sharing best practice.

Resource Guru

    • Features: Specialising in both human and non-human resource management, Resource Guru offers simple, effective planning with tools to view and adjust resource allocations quickly.
    • Integration: Integrates basic functionality with other software, focusing its strengths on the simplicity and specificity of resource management.
    • Usability: Simple to use, ideal for those looking for a no-fuss solution.
    • Support: Decent support with access to guides and customer assistance.


    • Features: As its name suggests, TeamGantt specialises in Gantt charts, making it easy to visualise project planning and resource management.
    • Integration: Good integration with tools like Slack and Trello, enabling effective synchronisation with other aspects of project management.
    • Usability: User-friendly, easy-to-use interface, ideal for teams who prefer graphical visualisations.
    • Support: Good level of support with educational resources available to help users.
Each tool has specific strengths and limitations, and the choice will depend on the particular needs of the project and the dynamics of the team. These assessments should provide a solid basis for deciding which tool would best facilitate resource management in your organisational context.

Presentation of Teambook: a strategic choice

  • Features: Teambook is designed to optimise resource management and allocation in projects of all sizes. It offers advanced tools for planning resources, monitoring availability in real time, and adjusting allocations according to project needs. Teambook also enables you to quickly visualise resource commitments and potential conflicts, facilitating strategic and operational decisions.
  • Integration: Teambook stands out for its ability to integrate seamlessly with a variety of platforms, including project management, CRM and communications systems. This integrability ensures a seamless workflow and synchronisation of data between the different tools used by the company.
  • Usability: With an intuitive user interface and clean design, Teambook is easy to use from the first touch. This reduces the training time required and allows all team members to quickly start using the tool effectively.
  • Support: Teambook offers robust customer support, with fast, efficient and above all multilingual assistance. Users have access to an extensive knowledge base, webinars, and personalised training sessions to help maximise the use of the tool.
With Teambook, project managers can allocate resources, track the progress of tasks and automatically adjust schedules. It’s the perfect option for companies that require precise management of deadlines and resources, ensuring that all projects proceed according to plan.
Teambook has the added advantage of being compatible with other tools and work processes. Whether you want to link events to your calendar, import tasks from your favourite project management software, or send recorded hours to your invoicing solution, Teambook is flexible and adjusts to your needs.
Finally, Teambook is its pricing based on projects and not on users, unlike what most competitors offer. You can try Teambook free for 14 days, without a credit card. And, if you plan less than 10 projects, using Teambook remains free ! The little extra: Teambook is Swiss software, with a real, responsive interface and support in most European languages;


In conclusion, choosing the right resource allocation tool is crucial to effective project management. Microsoft Project, Smartsheet, Wrike, Resource Guru, and TeamGantt each offer unique features that can meet a variety of organisational needs. By considering functionality, integration, usability and support, project managers can identify the tool that will optimise productivity and improve team coordination. Careful evaluation of these tools will enable you to make an informed decision, promoting efficient resource allocation and greater project success.

Sign Up for FREE and start using Teambook in seconds!​

Free 14-day trial

Sign Up for FREE and start using Teambook in seconds!​

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