Over the past decade, we've spoken with thousands of companies about their project and resource management challenges. We've had the privilege of learning from some of the best in the business. Today, we're excited to share key insights on best practices for running resource planning meetings that help you get the most out of [#section-one]Mosaic.[#section-one]
The Core of Mosaic: Workload and Planner Spaces
Planning on Mosaic revolves around two main spaces: the Workload and the Planner. These tools are designed to simplify complex planning by cutting through the noise and offering a clear view of what everyone is working on—so you can effectively manage your resources.
Mosaic’s speed and simplicity empower teams to stay on top of project work without wasting time on extensive administrative tasks. As we like to say, the best tool is the one everyone actually uses.
Without modern resource management software, many organizations are stuck using spreadsheets or outdated ERPs for planning. This leads to osutdated information, confusion about who’s working on what, and difficulty tracking real-time workloads. Mosaic changes that by giving you the visibility and flexibility to adapt [#section-two]quickly.[#section-two]
Maximizing Efficiency with the Workload Space
The Workload Space provides a heatmap view of your team’s capacity. You can:
- Quickly identify who’s at capacity, underutilized, or overbooked.
- Assess workloads for the next month and beyond.
- Adjust resources by moving people between projects or teams.
This collaborative approach transforms resource planning into a team effort, allowing everyone to contribute to the planning conversation. By involving more people in these discussions, you can better prioritize work and optimize efficiency.
The Importance of Collaborative Planning
Getting everyone involved in resource planning is the key to optimizing team efficiency. Taking the time to discuss priorities and assignments as a group drives remarkable outcomes. In fact, we've found that over 80% of the efficiency and profitability gains firms achieve with Mosaic come from collaborative planning on this [#section-three]space.[#section-three]
The Friday Morning Workload Planning Meeting
One of the easiest ways to ensure success with Mosaic is to integrate it into your weekly resource planning meetings. The platform’s simplicity allows teams to:
- Review work plans in real time.
- Make live updates, such as reassigning tasks, rescheduling projects, and adjusting workloads.
- Leverage Mosaic’s AI to suggest work for underutilized team members.
These meetings take just 20 minutes for teams of 20-30 members and ensure everyone is aligned on priorities. Real-time updates and tracking eliminate the need for additional admin work later, making the process seamless and [#section-four]efficient.[#section-four]
Leveraging the Planner Space for Long-Term Project Planning
The Planner Space is ideal for monthly or bimonthly project planning meetings. Unlike traditional project schedules, Mosaic’s Planner accounts for your team’s actual capacity, ensuring realistic timelines.
During these meetings, you can:
- Copy and adjust work plans for new projects.
- Easily reassign projects and adjust timelines with simple drag-and-drop functionality.
- Automatically & instantly update all related workloads, budgets, and reports.
With Mosaic, project schedules become dynamic and interconnected, ensuring your plans remain up-to-date and [#section-five]actionable.[#section-five]
Transforming Chaos into Clarity
Planning is about thinking through what’s next, what’s most important, and how to get it all done. Without the right tools, teams often double-book resources, underprice projects, and operate out of fear of the unknown. Mosaic eliminates this uncertainty by providing the visibility and control needed to:
- Understand real-time supply and demand.
- Optimize team workloads.
- Drive efficiency and [#section-six]profitability.[#section-six]
Why Mosaic Outshines Spreadsheets and ERPs
Mosaic’s interconnected system updates everything in real time—from work plans to budgets and reports. This level of integration is impossible with spreadsheets or outdated ERPs. By centralizing your operations in Mosaic, you can:
- Unify processes to gain visibility and control over your projects.
- Optimize supply and demand for projects and people.
- Make informed decisions about staffing, hiring, and resource [#section-seven]allocation.[#section-seven]
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