Many project portfolios suffer from a silent but serious problem: resource saturation. This happens when key people are spread too thin across too many projects. When saturation goes unchecked, it leads to burnout, missed deadlines, and poor project outcomes.
In PMI’s Pulse of the Profession 2024 report, nearly half of project failures were tied to poor resource forecasting and availability. And yet, many PMOs still lack a structured way to see where resource limits are being exceeded.
This article offers practical ways to manage resource saturation before it causes major delivery issues.
What Resource Saturation Looks Like
Resource saturation doesn’t always show up as an HR complaint. Instead, it often appears in other ways:
- Delays on multiple projects that rely on the same people
- Frequent switching between tasks, lowering focus and quality
- Long work hours and repeated signs of burnout
- Sudden staff turnover in critical roles
A 2023 Gartner report found that only 28% of organizations track the effects of resource overload, even though it’s a top reason projects fail.
Four Ways to Reduce Resource Saturation
1. Plan Resource Capacity at the Portfolio Level
Don’t assess staffing needs project by project. Instead, use portfolio tools like Clarity PPM or Planview to model resource availability across all projects. These tools help you answer questions like:
- Do we have enough skilled people for our top priorities?
- If we launch this new project, what impact will it have on current work?
2. Prioritize High-Value Work
Not every approved project should move forward. Build a scoring system based on impact, timing, and resource demand. This helps the PMO say “no” to low-value projects and focus resources on what matters most.
According to McKinsey, “Focusing resources on fewer, more valuable initiatives improves delivery success.” (Strategic Portfolio Management, 2022)
3. Use Cross-Functional Resource Pools
Avoid keeping talent locked in silos. Instead, create shared pools of specialized staff—like business analysts or designers—who can be assigned across teams. This gives you more flexibility to respond to shifting needs.
4. Set Clear Time Allocation Rules
When people are assigned to more than one project, they need clear time guidelines. Define time blocks or minimum commitment levels to avoid scheduling conflicts and wasted effort.
Conclusion
Resource saturation is more than just a workload issue—it’s a threat to strategy execution. To stay ahead, PMOs must actively monitor capacity, prioritize wisely, and make smarter staffing choices across the portfolio. When resources are focused and well-managed, projects finish faster, staff stay engaged, and the business delivers on its goals.
Reference
Pulse of the Profession 2024 | Project Management Institute | 2024
Gartner PPM Summit Keynote: Resource Management Trends | Bonnie Wong | 2023
Strategic Portfolio Management: Unlocking Project Value | Andreas Kock | McKinsey & Company | 2022
Planview State of Strategy Execution Report | Planview Inc. | 2023
