{"id":29809,"date":"2026-09-01T08:12:00","date_gmt":"2026-09-01T08:12:00","guid":{"rendered":"https:\/\/twproject.com\/blog\/?p=29809"},"modified":"2026-09-01T14:05:16","modified_gmt":"2026-09-01T14:05:16","slug":"how-to-coordinate-resources-in-a-production-company-with-distributed-facilities","status":"publish","type":"post","link":"https:\/\/twproject.com\/blog\/how-to-coordinate-resources-in-a-production-company-with-distributed-facilities\/","title":{"rendered":"How to coordinate resources in a production company with distributed facilities"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\"><br><br>Imagine a business project involving the engineering department, production, administration and an overseas branch. The engineering department works standard shifts, production works three shifts, administration works reduced hours on Fridays, and the branch observes different public holidays. How do you calculate <strong>actual lead times<\/strong>? How do you know if a <strong>resource is actually available <\/strong>when you need it?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you manage <strong><a href=\"https:\/\/twproject.com\/blog\/human-resource-planning-and-scheduling\/\" target=\"_blank\" rel=\"noreferrer noopener\">human resources<\/a> at a <a href=\"https:\/\/twproject.com\/blog\/how-to-manage-complex-projects-in-production-companies\/\" target=\"_blank\" rel=\"noreferrer noopener\">production company<\/a><\/strong> &#8211; whether you\u2019re the production manager, a project manager or someone responsible for organising the workforce &#8211; this isn\u2019t a theoretical question. It\u2019s a question you ask yourself every week, and one you often answerroughly.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And at a rough guess, <strong><a href=\"https:\/\/twproject.com\/blog\/bottlenecks-project-delays\/\" target=\"_blank\" rel=\"noreferrer noopener\">delays quietly pile up<\/a><\/strong> until it\u2019s no longer possible to catch up\u2026<\/p>\n\n\n\n<div class=\"table-of-content\">\n<h5>CONTENT<\/h5>\n<ul>\n<li><a href=\"#calendari\">1. Different calendars lead to systematically inaccurate estimates<\/a><\/li>\n<li><a href=\"#soluzione1\">Solution: multiple calendars configurable at every level<\/a><\/li>\n<li><a href=\"#carico\">2. You know who is available, but not for how long<\/a><\/li>\n<li><a href=\"#soluzione2\">Solution: an aggregated workload view by resource and by department<\/a><\/li>\n<li><a href=\"#ore\">3. Difficulties in recording and managing working hours<\/a><\/li>\n<li><a href=\"#soluzione3\">Solution: multiple entry methods, tailored to the user<\/a><\/li>\n<li><a href=\"#cepi\">A real-life example: the Cepi Silos case study<\/a><\/li>\n<li><a href=\"#demo\">Does your planning system really know your team\u2019s working hours and availability?<\/a><\/li>\n<\/ul>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\">It\u2019s not easy to manage a <strong><a href=\"https:\/\/twproject.com\/blog\/lead-international-project-team\/\" target=\"_blank\" rel=\"noreferrer noopener\">diverse or international project team<\/a><\/strong> and find precise, practical ways of <strong><a href=\"https:\/\/twproject.com\/blog\/schedule-resources-projects\/\" target=\"_blank\" rel=\"noreferrer noopener\">scheduling resources across projects<\/a><\/strong> without losing your mind.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Let\u2019s look at the main challenges a project manager in a production company faces when coordinating resources, and the practical solutions for tackling them.<\/p>\n\n\n\n<p><a name=\"calendari\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">1. Different calendars lead to systematically inaccurate estimates<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">When planning a project without taking into account the <strong>actual working hours<\/strong> of the resources involved, estimates are off the mark from day one. A phase that \u2018should take two weeks\u2019 ends up taking three because there is a local <strong>public holiday<\/strong> in between that nobody had taken into account, or because the department involved is working reduced hours during the summer.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This sort of error isn\u2019t anyone\u2019s fault, but stems from a <strong>lack of the right tools<\/strong>. An <strong>Excel spreadsheet<\/strong> doesn\u2019t know that a particular department doesn\u2019t work on a local public holiday. A static <strong>Gantt chart<\/strong> doesn\u2019t automatically adjust estimates when a resource is moved to another project. The result is plans that appear accurate but aren\u2019t, and errors are always discovered too late.<\/p>\n\n\n\n<p><a name=\"soluzione1\"><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Solution: multiple calendars configurable at every level<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">It is essential to have tools that allow you to set up multiple calendars (for each resource, department or project) that reflect actual working hours: shifts, local public holidays, company closure periods and reduced working hours.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">With <strong><a href=\"https:\/\/twproject.com\" target=\"_blank\" rel=\"noreferrer noopener\">Twproject<\/a><\/strong>, one of the<a href=\"https:\/\/twproject.com\/blog\/the-best-management-software-for-production-companies\/\" target=\"_blank\" rel=\"noreferrer noopener\"> <strong>best software solutions<\/strong><\/a> for resource and project management within <strong>production companies<\/strong>, when you plan a task, the system automatically calculates the timelines based on the specific calendar of the assigned resource, rather than a generic standard timetable.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong><a href=\"https:\/\/twproject.com\/blog\/multiple-calendars-more-flexibility-for-your-projects\/\">Multiple calendars<\/a><\/strong> in <strong>Twproject <\/strong>are configured at various levels: there is a default calendar for the whole company, which can be overridden at project, department or individual resource level.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"766\" height=\"559\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2026\/05\/calendario-risorsa.png\" alt=\"\" class=\"wp-image-29610\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2026\/05\/calendario-risorsa.png 766w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2026\/05\/calendario-risorsa-400x292.png 400w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2026\/05\/calendario-risorsa-705x514.png 705w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 984px) 61vw, (max-width: 1362px) 45vw, 600px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">A company with <strong>offices in several countries<\/strong> can therefore manage these differences without creating parallel systems: everything is in a single system, with exceptions handled in a structured manner. The <strong>end date<\/strong> calculated by <strong>Twproject <\/strong>is a real date, not a theoretical one, and if one phase depends on another managed by a department with different working hours, the dependency is calculated correctly.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"585\" height=\"150\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/06\/calndario-su-progetto.png\" alt=\"\" class=\"wp-image-23397\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/06\/calndario-su-progetto.png 585w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/06\/calndario-su-progetto-400x103.png 400w\" sizes=\"auto, (max-width: 585px) 85vw, 585px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">The system automatically calculates <strong>personnel costs<\/strong> based on the <strong>configured hourly rates<\/strong>, and allocates them to the <strong>direct costs<\/strong> recorded for each individual stage.<\/p>\n\n\n\n<p><a name=\"carico\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">2. You know who\u2019s available, but not for how long<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Knowing the working hours is only half the story. The other half is knowing, at all times, what the <strong><a href=\"https:\/\/twproject.com\/blog\/it\/progetti-e-carico-di-lavoro-delle-risorse-cosa-ce-da-sapere\/\" target=\"_blank\" rel=\"noreferrer noopener\">actual workload<\/a><\/strong> is for each team member, not on paper, but in reality. Someone may be \u2018available\u2019 according to the calendar, yet at the same time be <strong>overloaded<\/strong> because they have been assigned to three different projects without anyone having the<strong> big picture<\/strong> to realise it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Without a <strong><a href=\"https:\/\/twproject.com\/blog\/the-best-workload-management-software\/\" target=\"_blank\" rel=\"noreferrer noopener\">tool that consolidates the workload across projects<\/a><\/strong> and departments, those organising the work find themselves walking a tightrope: they know what is happening in their own project, but not in the parallel projects that are taking up the same staff.<\/p>\n\n\n\n<p><a name=\"soluzione2\"><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Solution: an aggregated workload view by resource and by department<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Twproject <\/strong>calculates each resource\u2019s workload by automatically aggregating the <strong>estimated hours across all the projects and phases<\/strong> to which they are assigned, and comparing these with the<strong> actual capacity defined by their calendar<\/strong>. Those organising the work can see at a glance who is overloaded, who has spare capacity, and on which projects the critical workload is concentrated, with the option to <strong>filter the view<\/strong> by department, project or individual.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"840\" height=\"520\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2023\/08\/release7.1-840x520.png\" alt=\"carico di lavoro\" class=\"wp-image-20923\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2023\/08\/release7.1-840x520.png 840w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2023\/08\/release7.1-400x248.png 400w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2023\/08\/release7.1-705x436.png 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2023\/08\/release7.1.png 929w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/figure>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"alignright size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"98\" height=\"83\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2025\/01\/icona-bacchetta-magica.jpg\" alt=\"\" class=\"wp-image-25603\"\/><\/figure>\n<\/div>\n\n\n<p class=\"wp-block-paragraph\">If an imbalance arises, Twproject allows you to take action directly from the same view: <strong>redistribute hours amongst resources<\/strong>, <strong>move the start date of a phase<\/strong>, or use the<strong> automatic optimisation<\/strong> feature, which recalculates timelines based on actual available capacity. This transforms staff management from reactive to proactive: you can spot<strong><a href=\"https:\/\/twproject.com\/blog\/work-overload-how-to-mitigate-risks\/\" target=\"_blank\" rel=\"noreferrer noopener\"> overloading<\/a><\/strong> before it leads to delays.<\/p>\n\n\n\n<p><a name=\"ore\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">3. Difficulties in recording and managing working hours<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Even the most accurate timetable and the best-distributed workload are of little use if the <strong>hours actually worked<\/strong> are not recorded, or are recorded incorrectly or late. In production companies, people working on the shop floor often do not have the same digital habits as those working in an office: asking them to fill in a <strong>timesheet that is too complex<\/strong> is a sure-fire way to end up with missing or inaccurate data.<\/p>\n\n\n\n<p><a name=\"soluzione3\"><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Solution: multiple entry methods, tailored to the user<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Twproject <\/strong>offers various ways of <strong><a href=\"https:\/\/twproject.com\/blog\/tracking-work-hours-with-twproject\/\" target=\"_blank\" rel=\"noreferrer noopener\">tracking working hours<\/a><\/strong>, designed to suit different user profiles:<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"alignright size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"186\" height=\"234\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2026\/05\/tracciamento-ore.jpg\" alt=\"\" class=\"wp-image-29620\"\/><\/figure>\n<\/div>\n\n\n<ul class=\"wp-block-list\">\n<li>traditional <strong>manual entry<\/strong> for projects and phases;<\/li>\n\n\n\n<li>a <strong>stopwatch <\/strong>for those who prefer to start and stop tracking in real time;<\/li>\n\n\n\n<li>the option to record hours directly <strong>from assigned ToDo&#8217;s<\/strong>, which is useful for those who work on operational micro-tasks rather than structured project phases.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The system can also <strong>generate automatic timesheets based on planned assignments<\/strong>, reducing the workload for those who simply need to confirm or correct what has already been scheduled.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"657\" height=\"57\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2026\/05\/worklog-da-eeventi-conclusi.jpg\" alt=\"\" class=\"wp-image-29618\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2026\/05\/worklog-da-eeventi-conclusi.jpg 657w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2026\/05\/worklog-da-eeventi-conclusi-400x35.jpg 400w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 984px) 61vw, (max-width: 1362px) 45vw, 600px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">To ensure that no hours are lost, <strong>Twproject<\/strong> sends <strong>automatic notifications<\/strong> to assignees who have not completed their registration, keeping the data up to date without the resource manager having to chase up every single person to find out whether they have filled in their <strong>worklog<\/strong>.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"840\" height=\"256\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/06\/timesheet-overview-calendar-840x256.jpg\" alt=\"\" class=\"wp-image-23410\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/06\/timesheet-overview-calendar-840x256.jpg 840w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/06\/timesheet-overview-calendar-400x122.jpg 400w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/06\/timesheet-overview-calendar-705x215.jpg 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/06\/timesheet-overview-calendar.jpg 1485w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/figure>\n\n\n\n<table>\n  <caption>In summary: resource coordination issues in manufacturing companies and the solutions offered by Twproject<\/caption>\n  <thead>\n    <tr>\n      <th scope=\"col\">Problem<\/th>\n      <th scope=\"col\">Solution in Twproject<\/th>\n      <th scope=\"col\">Benefit for resource managers<\/th>\n    <\/tr>\n  <\/thead>\n  <tbody>\n    <tr>\n      <td>Different work schedules across departments, sites and resources lead to consistently inaccurate time estimates<\/td>\n      <td>Multiple configurable calendars per resource, department or project, with shifts, local public holidays and reduced working hours automatically factored into timelines<\/td>\n      <td>Realistic delivery estimates and no errors in planning<\/td>\n    <\/tr>\n    <tr>\n      <td>Lack of transparency regarding the actual workload each resource is carrying across all projects simultaneously<\/td>\n      <td>Aggregated workload view by resource and by department, with the option to reallocate hours and automatically optimise timelines<\/td>\n      <td>Overloads identified before they turn into delays; proactive team management<\/td>\n    <\/tr>\n    <tr>\n      <td>Delays and inaccuracies in the recording of hours worked<\/td>\n      <td>Multiple entry methods (manual, stopwatch, ToDo, automatic timesheets) with notifications to assignees for missing entries<\/td>\n      <td>Complete and reliable real-time finalised data<\/td>\n    <\/tr>\n\n  <\/tbody>\n<\/table>\n\n\n\n<p><a name=\"cepi\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">A real-life example: the Cepi Silos case<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Cepi Silos<\/strong>, an Italian company specialising in the design and installation of industrial plant for the food industry, was faced with a classic problem encountered by <strong>well-established production companies<\/strong>: each department had its own systems for managing staff working hours, as well as a <strong>limited view of the projects<\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Information was lost between department<\/strong>s, reports were left unresolved for months, and no one had an overall view of the available resources. In the words of Gian Marco Milanesi, Head of the Technical Department:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>\u2018I found myself faced with the challenge of having to update several Excel spreadsheets and manage hundreds of emails: a task that was extremely time-consuming and provided only a limited overview of the resources available to complete projects within the desired timeframe.\u2019<\/em><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">With <strong>Twproject<\/strong>, Cepi Silos has centralised the management of all its resources on a single platform, with <strong>shared visibility [LINK] <\/strong>across departments. <strong>Schedules have been integrated and harmonised<\/strong>, whilst retaining their specific characteristics; the <strong>workload is now visible by department<\/strong>, with the ability to quickly reallocate resources in response to unforeseen events; <strong>hours worked on projects<\/strong> are accurately tracked, which is a key factor in optimising processes. The final assessment is summed up in one sentence that says it all:<\/p>\n\n\n\n<p><a name=\"alpego\"><\/a><\/p>\n\n\n\n<p><!-- START QUOTE BOX --> <\/p> <div class=\"quote-box\"> <div class=\"quote-content\"><p>Twproject allows us to manage resources efficiently and easily, avoiding the errors and effort required by the previous system<\/p><\/div> <div class=\"quote-link\" >Read <a href=\"https:\/\/twproject.com\/customers\/cepi-silos\/\" target=\"_blank\" rel=\"noopener\">the full interview<\/a><a class=\"quote-arrow\" href=\u2018https:\/\/twproject.com\/customers\/cepi-silos\/\u2019 target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2023\/06\/quote-arrow.png\"><\/a><\/div> <\/div>\n\n\n\n<p><a name=\"demo\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Does your planning system really know your team\u2019s working hours and availability?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">If the answer is \u2018no\u2019, or \u2018more or less\u2019, it means you are planning on an imprecise basis, and the resulting delays <strong>cannot be avoided<\/strong> simply by putting in more effort: they are <strong>structural<\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Twproject <\/strong>adapts to the specific circumstances of your business, even those with a<strong> more complex structure<\/strong>: <strong>department-specific calendars, staff timetables, and public holidays by location<\/strong>. Our expert production tutors will show you how to set all this up so that the system plans for you, with estimates that reflect actual workflow rather than an idealised one.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\ud83d\udc49 <strong><a href=\"https:\/\/twproject.com\/it\/richiedi-una-demo\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong><strong><strong>Set up Twproject to reflect your company\u2019s actual structure: contact us today<\/strong><\/strong><\/strong><\/a><\/strong><\/p>\n\n\n\n<div id=\"blog-promo-box\">\n<div class=\"flex_column_table dark pattern-2\">\n<div class=\"flex_column text_column\">\n<div>\n<h3>Simple resource management even for the most complex organisations<\/h3>\n<div class=\"avia-button-wrap avia-button-left\"><a class=\"avia-button avia-icon_select-no avia-color-custom avia-size-xlarge\" href=\u2018https:\/\/demo.twproject.com\/applications\/teamwork\/welcome\/createUserEnvironment.jsp\u2019 target=\"blank\" rel=\"noopener\"><span class=\"avia_iconbox_title\">Try Twproject<br>\n<\/span><\/a><\/div>\n<\/div>\n<\/div>\n<div class=\"flex_column photo_column\" style=\")\"><\/div>\n<\/div>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Imagine a business project involving the engineering department, production, administration and an overseas branch. The engineering department works standard shifts, production works three shifts, administration works reduced hours on Fridays, and the branch observes different public holidays. How do you calculate actual lead times? How do you know if a resource is actually available when &hellip; <a href=\"https:\/\/twproject.com\/blog\/how-to-coordinate-resources-in-a-production-company-with-distributed-facilities\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;How to coordinate resources in a production company with distributed facilities&#8221;<\/span><\/a><\/p>\n","protected":false},"author":6,"featured_media":29961,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_custom_body_class":"","_custom_post_class":"","footnotes":""},"categories":[88],"tags":[],"class_list":["post-29809","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-resource-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.6 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to coordinate resources in a production company with distributed facilities - Twproject.com<\/title>\n<meta name=\"description\" content=\"Twproject brings together cost, activity and resource management: discover the approach used by the most efficient production companies to manage projects within budget.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/twproject.com\/blog\/how-to-coordinate-resources-in-a-production-company-with-distributed-facilities\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to coordinate resources in a production company with distributed facilities - 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