AI Masterclass: Resource planning - estimating which roles are needed for a task

1️⃣ Getting started: The real problem

You are facing a new initiative: a marketing campaign, a software project or the launch of a new product. The tasks are clearly defined, but you don't know which roles you really need for them. Your team plans too much, overloads employees or leaves out important skills.

Example: Five developers are planned for the introduction of a new CRM system, but the product owner is missing, the test resources are lacking and employee training has been forgotten.

2️⃣ Why the problem remains

Many companies fail to plan resources correctly because:

• Tool overload: They only rely on project management software.
• Lack of structure: No clear plan on how to align tasks and roles.
• Lack of competence: Estimates are based on gut feeling instead of experience.
• Overly static planning: Roles are defined once, but tasks change dynamically.

Result: Over- or understaffing, delayed projects, inefficient teams.

3️⃣ The concrete solution

We use a 3-step role planning model, now with AI support:

Step 1: Create task clusters

• List all tasks for project X.
• Group them according to skills requirements (e.g. technical implementation, creative work, analysis, management).

Example AI prompt:

List for me all the tasks involved in introducing a new CRM system in a medium-sized company and sort them by skill area (e.g. development, testing, training, product management, communication).

Step 2: Estimate role requirements

• Define roles that cover these tasks.
• Estimate capacity: hours per task, skills, experience level.

Example AI prompt:

For the following task list: [list of tasks], suggest me the required roles (e.g. developer, UX designer, tester, product owner) including estimated hours per role.

Step 3: Create resource matrix

• Put tasks in a matrix with roles and capacity.
• Check for gaps or overloads.
• Optional: AI can simulate alternative role assignments to avoid bottlenecks.

Example AI prompt:

Simulate different resource plans for project [project name]. Show how many hours each role requires and identify possible bottlenecks or overloads.

4️⃣ Practical example

Situation: Medium-sized software company is planning a new feature.

Previously:

• 3 developers planned
• 1 tester
• No product owner, no UX designer

Problem:

• Delays because requirements are unclear
• User feedback not taken into account

After (with 3-step model + AI):

1. AI generates task list for the feature.
2. AI suggests roles and capacities:
   • 2 developers
   • 1 UX designer
   • 1 tester
   • 1 product owner
   • 0.5 Training resource
3. AI simulates alternative scenarios:
   • Bottleneck: developer hours too low → AI suggests overtime or additional resource
   • Optimized: Roles evenly distributed → Project stays on schedule

Result: On-time delivery, clear responsibilities, higher quality

5️⃣ Immediately actionable steps

1. List all tasks for your project X.
2. Cluster tasks by skill area.
3. Use AI prompts to estimate role requirements and capacity
4. Create a matrix of tasks ↔ roles.
5. Check capacity, gaps and overlaps.
6. Simulate alternative role assignments with AI.
7. Adjust role plan regularly as soon as tasks change.

6️⃣ Strategic classification

If you don't plan resources properly, you pay:

• Delays in projects
• Overloading of employees
• Missed opportunities due to inefficient use of skills

Companies that plan roles and capacities flexibly and based on data win:

• Efficiency and adherence to deadlines
• Better quality of work
• Strategic freedom for innovation

7️⃣ 🚀 Next step

If you not only want to understand AI, but also use it in a structured way in your company, then:

👉 Find out more about our AI training:
https://bloo.school

👉 Find out about our Smart Market Fit offers:
https://bloola.com/smf - The Smart Market Fit course
https://bloola.com/smf-system - The Smart Market Fit system for companies

👉 Or find out more about our consulting and automation solutions:
https://bloola.com