Long-term projects often feel like a marathon. At first, everything looks clear, but over time priorities shift, people‘s schedules change, and unexpected challenges appear. If you only plan week to week, you risk shortages or burned-out teams. Resource forecasting helps you avoid this. It lets you look ahead, see what skills and capacity you will need, and prepare before problems arise.
Why resource forecasting matters in long-term projects
Short projects are usually easier to plan. You check who is free, assign tasks, and track progress. Long-term projects are different. They last months or even years, and during that time people leave, priorities shift, and clients change their minds. Without a forecast, it is easy to overbook staff, miss deadlines, or overspend.
A clear forecast shows what skills, time, and people you will need. It helps prevent burnout, keep projects on track, and protect profit margins.
Start with historical data
Good forecasts are based on facts. Look at past projects of a similar size or type. Compare estimates with actual results. Which tasks always took longer? Where did teams run into delays?
For example, an engineering firm planning a two-year project might check older work. If testing often took 20 percent longer than planned, they can build that into the new schedule.
Tools like Birdview PSA make this easier by keeping project history in one place so you can quickly see planned versus actual results.
Map out long-term demand
Turn your project plan into resource demand. Break phases into tasks and estimate hours. Be realistic, because not every person is needed full time. For instance, an engineer may only be required during design and testing, not the entire project.
This approach helps you see demand over time. For example, a consulting firm may need more analysts in the discovery stage, fewer during rollout, and more again for reporting. Planning ahead avoids last-minute hiring or overload.
Factor in availability and skills
Forecasting is not just about numbers. It is about people. You may need 1,000 hours of development, but not all developers have the right skills. You also need to consider vacations, training, and other projects.
The best way is to track availability and skills in one place. This shows you who is free now and who will be free later. Birdview PSA helps by showing workloads and skill sets, so managers can assign the right people at the right time.
Adjust for uncertainty
No forecast is perfect. Long-term projects always bring surprises. That is why many firms plan for 70 to 80 percent resource utilization instead of 100 percent. This leaves space for sick leave, urgent requests, or client changes.
For example, an IT services firm might leave a few hours unbooked each week. If something unexpected comes in, the team can handle it without stress.
Keep updating your forecast
Forecasting is not a one-time job. Projects change, so the forecast must evolve too. Check forecasts against actual results. If one phase takes longer, shift the following phases.
Birdview PSA makes this easier with real-time data. Managers can see workloads, budgets, and timelines in one view. If the plan is slipping, they can fix it early.
