What are pool resources?

Pool resources are staff, machines, vehicles, rooms, tools or other operational resources that can be shared and are not permanently assigned to a single person, department or specific project.

They are managed in a central resource pool and allocated to different tasks, teams, projects or sites depending on demand, availability, qualifications or location.

Typical pool resources include, for example, shared company vehicles, meeting rooms, service engineers, specialised machinery, mobile devices, test equipment or staff with specialist expertise.

The aim of structured pool resource planning is to utilise shared resources in a transparent, flexible and conflict-free manner. This helps to avoid double bookings, idle time and unnecessary new purchases.

With a digital planning of pool resources Availability, bookings, assignments and responsibilities can be coordinated within a single visual planning interface.

What is a resource pool?

A resource pool is an organisational grouping of resources that are available to multiple users, projects, departments or sites.

A pool can be set up according to various criteria:

• Resource type
• Location
• Department
• Qualifications
• Vehicle class
• Machine type
• Field of application
• Cost centre
• Availability

Examples of resource pools include:

• Pool of all service vehicles at a single site
• Pool of qualified project managers
• Pool of shared measuring instruments
• Pool of available meeting rooms
• Pool of mobile installation teams
• Pool of spare machines

Depending on the organisational structure, a resource may also be assigned to several pools. For example, an employee may belong to the site pool, the skills pool and a regional service team at the same time.

Which resources can be managed as pool resources?

In principle, all shared and time-limited resources can be organised within a resource pool.

Staff and skilled workers

Staff can be scheduled as pool resources if they can be deployed flexibly across different teams, tasks or projects.

These include, for example:

• Service technician
• Project Manager
• Fitters
• Springer
• temporary staff
• Specialists
• Consultant
• Quality Assurer
• IT professionals
• external service providers

When allocating resources, availability, qualifications, working hours, location and current workload must be taken into account.

Vehicles

Shared vehicles are among the most common pool resources.

Examples include:

• Pool vehicles
• Transporter
• Service vehicles
• Lorries
• Trailer
• Construction site vehicles
• Special-purpose vehicles
• Replacement vehicles

When allocating vehicles, factors such as location, vehicle class, equipment, range, payload and maintenance status can be decisive.

Machinery and plant

Machines can be managed in a central pool and allocated to different orders, projects or production areas.

These include, for example:

• Production machinery
• Construction machinery
• Lifting platforms
• Cranes
• Test benches
• Replacement machines
• mobile systems
• Specialised equipment

Technical suitability and actual machine availability must be checked before each allocation.

Tools and technical equipment

High-value or infrequently used equipment is often managed centrally.

Typical examples include:

• Measuring instruments
• Test equipment
• Specialist tools
• mobile computers
• Tablets
• Scanner
• Cameras
• Presentation technology
• Safety equipment

Rooms and workstations

Spatial resources can also be organised as pool resources.

These include:

• Meeting rooms
• Training rooms
• Workstations
• Test rooms
• Workshops
• Laboratories
• Event venues
• Storage areas

When planning rooms, factors such as capacity, facilities, location, access authorisation and opening hours can be taken into account.

Production and service capacities

In addition to individual resources, entire teams, lines or capacity groups can also be planned as a pool.

Examples include:

• Installation teams
• Service teams
• Development capabilities
• Production lines
• Shift groups
• external partner capacity

How does pool resource planning work?

Pool resource planning coordinates the availability, booking and allocation of shared resources.

The typical process consists of several steps.

1. Add resources

First, all shared resources are recorded along with their relevant properties.

This may include:

• Name or identification number
• Resource type
• Location
• Responsible person
• Qualifications or equipment
• Capacity
• Costs
• Availability
• Maintenance status

2. Create resource pools

Resources are grouped according to criteria that make sense from a technical perspective.

For example, a company can set up its own pools for vehicles, service engineers, project managers, machinery or meeting rooms.

3. Record requirements

For an order, a project or an appointment, the type of resource required is specified.

The following requirements may be defined:

• Period
• Location
• Qualifications
• Capacity
• Features
• Priority
• Cost centre

4. Check availability

The schedule shows which resources are available, reserved, in use, absent or blocked during the required period.

In addition to simply checking whether the resource is available, it is necessary to assess whether it is suitable from a technical and organisational perspective.

5. Assign a resource

A suitable resource is assigned to the order, project, team or site.

Selection can be based, for example, on the following criteria:

• Qualifications
• Distance
• Capacity utilisation
• Costs
• Priority
• technical suitability
• Previous experience

6. Confirm booking

Depending on the process, a booking may be binding immediately or may initially be treated as an enquiry or provisional reservation.

For critical or high-cost resources, additional approval may be required.

7. Document usage

After or during deployment, usage times, status, costs, damage, feedback or further information can be recorded.

8. Release the resource again

Once the assignment is complete, the resource becomes available again. In the case of vehicles, machinery or equipment, cleaning, maintenance, inspection or return may be required beforehand.

A practical example of pool resource planning

A technical services company operates four sites. It has 25 service engineers, eight service vehicles and six high-quality measuring instruments available for customer projects.

The measuring devices are not permanently assigned to individual sites, but are managed centrally as pool resources.

An urgent customer order requires a qualified technician, a service vehicle and a specific measuring device all at the same time.

With centralised pool resource planning, the planner can identify:

• which technicians have the necessary qualifications
• which staff members are available during the required period
• at which location a suitable vehicle is available
• which measuring instrument is available or has already been reserved
• which transport and handover times need to be taken into account
• which other orders would be affected by a rescheduling

The required resources can be reserved together for the job. This prevents a situation where a technician is scheduled but the necessary measuring instrument is simultaneously in use on another project.

Difference between pool resources and fixed resources

Fixed resources are permanently allocated to a specific person, department, machine or project.

Examples include:

• personal company car
• permanently assigned workstation
• Machine on a specific production line
• Members of a dedicated project team

Pool resources, on the other hand, are allocated flexibly and for a limited period.

A pool vehicle may be used by the sales department today, by customer service tomorrow, and by a project team the following week.

Flexible use increases capacity utilisation, but requires transparent booking and approval procedures.

Difference between pool resources and capacities

A pool resource is a specifically identifiable resource or group of resources. Capacity, on the other hand, describes the amount of service available within a specific period.

Example: A team of five technicians constitutes a resource pool. The total of 160 working hours available for the coming week represents the resulting capacity.

Pool resource planning determines which specific staff members are deployed. Capacity planning assesses whether the total available capacity is sufficient to meet the planned demand.

Pool resources and resource planning

The Resource planning It generally coordinates staff, machinery, vehicles, rooms, equipment and capacities.

Pool resource planning focuses specifically on resources that are shared across several departments and allocated flexibly.

Example: Resource planning displays all of a company’s vehicles. Pool resource planning controls which shared vehicles can be reserved by which departments or employees.

Pool resources and staff planning

Staff pools are used when skilled workers are flexibly assigned to different teams, projects or locations.

The Staff planning takes into account long-term staffing levels, staffing requirements, qualifications and development.

Pool resource planning, on the other hand, answers the operational question of which available employee from a defined staff pool can take on a specific task.

Typical pools of staff include:

• Springerpools
• Service technician pools
• Project Manager Pools
• Installation teams
• Temporary staff pools
• in-house pools of consultants
• external specialists

Pool resources and staff deployment planning

Staff resource planning assigns specific tasks, projects, shifts or work locations to employees.

When dealing with staff from a pool, the following factors must also be taken into account:

• Membership of the resource pool
• Qualifications
• Working hours
• Location
• Capacity utilisation
• Approval status
• Costs

An employee may be available in terms of time, but may still not be suitable for a particular assignment due to a lack of qualifications or an organisational constraint.

Pool resources and machine planning

Technical resources can be flexibly allocated to different production orders, construction sites or projects.

The Machine planning Taking into account, amongst other things:

• Machine availability
• technical suitability
• Capacity
• Tools and equipment
• Maintenance periods
• Delivery times
• Operating staff

A machine from a central pool may only be scheduled if it is available at the specified time and is technically suitable for the job.

Pool resources and fleet planning

Pool vehicles are shared by several employees, teams or sites.

When Fleet planning The following features, amongst others, can be taken into account:

• Vehicle class
• Location
• Reach
• Features
• Load volume
• Maintenance status
• Bookings
• Driver authorisations

A vehicle may be available, but may be unsuitable for a particular job due to its specifications or location.

Pool resources and project planning

Project organisations often use shared resources that are available to several projects.

These include, for example:

• Project Manager
• Specialists
• Developer
• Test equipment
• Laboratories
• Vehicles
• Meeting rooms

Project planning determines when these resources are required for tasks or project phases.

Pool resource planning shows whether they are available at that time or are being used by other projects at the same time.

Pool resources and space planning

Meeting rooms, workstations and training rooms can be managed as pool resources.

The following requirements can be taken into account when making a booking:

• Room size
• Number of participants
• Location
• Video conferencing technology
• Accessibility
• Access authorisation
• Opening hours
• Required equipment

This prevents a situation where a room is available but unsuitable for the scheduled appointment.

Booking rules for pool resources

Clear booking rules are essential to ensure that shared resources are allocated fairly and transparently.

Direct booking

Authorised users can reserve available resources without further approval.

Booking enquiry

A booking is initially requested and must be confirmed by a responsible person.

Priority-based allocation

Urgent, safety-related or revenue-critical assignments may take precedence over less important bookings.

Qualification-based awarding

A resource may only be used by staff with the necessary authorisations or expertise.

Location-based allocation

Resources are preferably allocated to users or orders at the same or nearest location.

Time limit

Bookings can be limited to specific time periods or maximum usage durations.

Approval upon use

A resource is only released again once it has been returned, checked, cleaned or its status confirmed.

Prioritisation of pool resources

If several users require the same resource, a transparent prioritisation process must be implemented.

Possible criteria include:

• Urgency
• Customer priority
• Project status
• contractual deadline
• Security implications
• Alternative resources
• Costs of a delay
• Time of booking

The rules should be clearly documented so that conflicts are not resolved through personal interjections or informal agreements.

Allocation and return of pool resources

When it comes to vehicles, machinery, tools or mobile devices, planning does not end with the booking.

Collection and return can also be arranged.

Typical information includes:

• Handover time
• Return time
• Status
• Mileage
• Operating hours
• Accessories
• Damage
• Cleaning
• Loading or refuelling status
• User’s signature

A buffer period may be required between two bookings for cleaning, inspection, transport or preparation.

Cross-site pool resource planning

Companies with multiple sites can centrally plan resources that can be shared.

The following points must also be taken into account:

• current location
• Transit time
• Delivery charges
• regional responsibility
• Opening hours
• responsible department
• Return address

A resource may technically be available, but may not arrive at the required location in time due to the distance involved.

Pool resources and document management

Shared resources often include documents and supporting evidence.

Examples include:

• User manuals
• Test reports
• Vehicle documents
• Security documents
• Handover reports
• Maintenance records
• Photos
• Certificates
• Terms of Use

With an integrated Document management Files can be linked directly to resources, bookings, users or appointments.

Common mistakes in pool resource planning

Resources are selected solely on the basis of availability

Qualifications, equipment, location or technical suitability are not assessed.

Bookings are made via various systems

Some users work with Excel, whilst others use calendars, emails or face-to-face arrangements.

Handover times are not taken into account

A resource is reserved again immediately after a job, even though cleaning, transport or inspection are required.

Pool resources are permanently blocked

Resources remain reserved even though they are no longer required.

Maintenance times are missing

Vehicles, machines or equipment are scheduled during a planned inspection or maintenance operation.

Qualifications are not checked

An employee reserves a resource that they are not authorised to operate or use.

Locations are not taken into account

A resource is available but is too far away from the intended location.

Responsibilities are unclear

It is not specified who approves bookings, documents damage or checks the resource after it has been returned.

Resources are not being released on time

Completed or cancelled bookings continue to block availability.

Capacity utilisation data is not analysed

Companies do not know which resources are heavily utilised and which remain unused on a long-term basis.

Key performance indicators for pool resources

Resource utilisation

Resource utilisation shows the extent to which a pool resource is actually being used within its available time.

Availability

Availability describes how much time a resource is bookable and ready for use.

Booking rate

The booking rate shows what proportion of the available time has been reserved.

Actual usage rate

This metric distinguishes between reserved and actually used time.

Cancellation rate

The cancellation rate shows how often bookings are cancelled or not used.

Double bookings

This metric identifies planning conflicts where the same resource is requested multiple times simultaneously.

Average booking duration

The average booking duration shows how long a resource is typically booked for.

Service life

Downtime refers to periods during which a resource that is normally available is not being used.

Maintenance share

The maintenance percentage shows what proportion of the available time is taken up by maintenance, inspections or repairs.

Site utilisation

Site utilisation shows at which sites resources are being used particularly heavily or particularly sparingly.

Frequency of borrowing

The usage frequency records how often a resource is reserved or allocated within a defined period.

Cost per use

This key figure relates acquisition, maintenance or operating costs to actual usage.

Software as a support tool

Software can support the planning of pool resources by providing centralised information on dates, availability, resources and responsibilities. The most suitable solution depends on the specific process, the available data and the existing systems. One example is Planning pool resources with Visual Planning®.

Conclusion

Pool resources are staff, vehicles, machinery, rooms or equipment that can be shared. Structured planning provides transparency regarding availability, bookings, qualifications and locations, and facilitates allocation based on demand.