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How to estimate the resources needed for digital projects
08 May 2026by Kellie Smith
We look at how to identify the resources you need to carry out a digital project, so you can deliver it on time and to budget
When you’re planning a new digital project, it’s important to plan what resources you need so you can manage the project effectively. This means making sure the project runs to schedule and working within an allocated budget.
Whether you’re planning to develop a new website for your charity or launch a new online service for people who use your organisation’s services, it’s important to take time to think about your resources.
When you plan your resources, you should look at:
- Which staff you need to work on the project, including what skills you need them to have and how many team members you need
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How much budget you need to do the work
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How long the work will take
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What technology is needed to run the project
The Digital Project Manager advises that planning your resources “…provides a clear understanding of what it will take to bring a project across the finish line successfully.” By doing this initial work, project managers can identify early on in the process if there are any constraints on resources and make informed decisions, rather than using guess work.
As well as improving efficiency and productivity in the workplace, reviewing your resources for a project will prevent staff from burning out. They won’t have to work extra hours to complete a project because you’ve not allocated enough people to work on it.
Here is some step-by-step advice to estimate what resources you need for your next digital project:
Define the scope of your project
The first thing to do is to define the scope of the project, including the aim and goals, what you want to achieve and deliver, and the timeline for completing it. When you are clear on this information, you’ll be able to work out what resources you need to carry out the project.
Review your current resources
Look at what resources are currently available. This will help you to understand the current situation and work out the costs of increasing available resources. For example, recruiting new staff or bringing in more staff from across the charity to help out with the project.
Reviewing current resources will help you to identify shortages in staff or prevent too many staff being allocated to a project.
Break down tasks and responsibilities
Work out the different tasks involved in your project and then assign a member of staff to carry out each responsibility. Think about how long each task will take to complete, when the task will start and when it will finish, and what the milestones are for each task (this will help you to track the progress of each task).
As you have already figured out your current resources, you’ll now be able to identify resource gaps and fill these.
Make sure you clearly communicate everyone’s roles so staff know what they are doing. This will help to ensure tasks are completed on time and the project runs to schedule.
Monitor your resources
It’s inevitable that a project will evolve, especially if it’s a large project running over a long time. To keep a project on track, you should continue to monitor your resources. You should look at whether staff are working too much or too little, whether you are continuing to work within the agreed budget, and whether tasks are being completed on time.
This will help you to spot delays or bottlenecks and adjust your resources accordingly. For example, you may need to bring more staff on board if the existing team are overworked.
Have a contingency plan
Where possible, plan extra resources for any unexpected problems that come up. For example, allocate extra money in case additional technology is needed to carry out the project.
Communicate clearly
Every project needs good communication, so make sure you update staff throughout the project. If there are any changes that could affect the team, let people know straight away.
Hold regular meetings with staff who are working on the project. Remind them of the project goals each time you meet and review roles and responsibilities.
Check in with staff on how their tasks are going. This will help you to assess if anyone in the team is overworking and needs help.
Kellie Smith
Kellie Smith
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