How to Adjust Resource Working Calendars for Holiday Schedules in Microsoft Project

When working on a project, it is essential to take into account not only the regular office hours but also holiday schedules. The resource working calendar determines when resources are available to work on tasks. Therefore, adjusting the working calendar to include holidays can help ensure that tasks are completed within the expected timeframe. In this article, we will discuss how to adjust resource working calendars for holiday schedules in Microsoft Project.

Steps to Adjust Resource Working Calendars for Holiday Schedules

Adjusting the resource working calendar for holiday schedules in Microsoft Project is a simple process. Follow these steps to update the calendar:

1. Open the project and click on the “Resource Sheet” view.
2. Select the resource whose working calendar you want to adjust.
3. Click on the “Change Working Time” button in the ribbon.
4. In the “Change Working Time” dialog box, select the day or days that you want to mark as non-working time.
5. Click on the “Set Days to Nonworking” button.
6. Repeat steps 4 and 5 for each holiday that you want to add to the calendar.
7. Click on the “OK” button to save the changes.

Adding Holidays to the Base Calendar

In addition to adding holidays to individual resource calendars, you can also add holidays to the base calendar. Doing so ensures that any new resources added to the project will have the same holiday schedule as the existing resources. Here’s how to add a holiday to the base calendar:

1. Go to the “Project” tab in the ribbon and click on “Change Working Time.”
2. In the “Change Working Time” dialog box, select the day or days that you want to mark as non-working time.
3. Click on the “Set Days to Nonworking” button.
4. In the “Exceptions” tab, select “Add Holiday.”
5. Enter a name for the holiday and select the date.
6. Click on the “OK” button to save the changes.

Creating Custom Resource Calendars

In some cases, you may need to create custom resource calendars to accommodate unique working schedules or holidays. Here’s how to create a custom resource calendar in Microsoft Project:

1. Go to the “Resource Sheet” view.
2. Select the resource whose calendar you want to customize.
3. Click on the “Change Working Time” button in the ribbon.
4. In the “Change Working Time” dialog box, select the day or days that you want to mark as non-working time.
5. Click on the “Set Days to Nonworking” button.
6. In the “Work Weeks” tab, click on “Create New Calendar.”
7. Enter a name for the new calendar and click on “OK.”
8. Make any necessary changes to the calendar, such as adjusting regular working hours or adding additional non-working days.
9. Assign the custom calendar to the appropriate resources.

Using Third-Party Tools

While Microsoft Project is a powerful project management tool, it may not be the best fit for every organization. There are many third-party tools available that can help streamline the process of adjusting resource working calendars for holiday schedules. Some popular options include Clarizen, GanttPRO, Monday.com, Wrike, ClickUp, and Smartsheet. These tools offer a variety of features, including customizable calendars, automated scheduling, and team collaboration.

“A good plan today is better than a perfect plan tomorrow.” - George S. Patton

In conclusion, adjusting resource working calendars for holiday schedules is an important step to ensuring project success. By following the steps outlined in this article, you can easily update individual resource calendars, add holidays to the base calendar, and create custom calendars as needed. Additionally, exploring third-party tools can help simplify the process even further. Remember, a well-planned project is more likely to be completed on time and within budget.

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