How to Manage Resource Working Calendars for Remote and Distributed Teams in Microsoft Project

Managing resource working calendars for remote and distributed teams can be a complex task. It requires careful planning, collaboration, and communication to ensure that everyone is on the same page. Microsoft Project is a powerful tool that can help you manage your team’s working calendars efficiently. In this article, we will discuss how to use Microsoft Project to manage resource working calendars for remote and distributed teams.

Understanding Resource Working Calendars

Before we dive into the specifics of managing resource working calendars in Microsoft Project, let’s first define what they are. A resource working calendar is a schedule that defines when a particular resource is available to work. This includes days off, holidays, and other non-working times. In Microsoft Project, you can assign a unique working calendar to each resource on your team.

When managing a remote or distributed team, it’s essential to consider time zones and local holidays. For example, if you have team members in different parts of the world, their working hours may overlap only partially. You’ll need to create a resource working calendar that takes these differences into account to avoid scheduling conflicts.

Creating Resource Working Calendars in Microsoft Project

Creating resource working calendars in Microsoft Project is a straightforward process. Here’s how:

  1. Open your project plan in Microsoft Project.
  2. Click on the “Resource Sheet” view to see a list of all resources assigned to the project.
  3. Double-click on the resource whose working calendar you want to modify.
  4. In the Resource Information dialog box, click on the “Change Working Time” button.
  5. The “Change Working Time” dialog box will appear. Here, you can edit the resource’s working hours, days off, and holidays.
  6. When you’re finished editing the working calendar, click “OK” to save your changes.

Repeat steps 3-6 for each resource whose working calendar you need to modify.

Assigning Resource Working Calendars to Tasks

Once you’ve created resource working calendars for your team members, it’s time to assign them to tasks. Here’s how:

  1. In the Gantt Chart view, select the task you want to assign a resource to.
  2. Double-click on the task to open the Task Information dialog box.
  3. Click on the “Resources” tab.
  4. Click on the “Add Resources” button.
  5. Select the resource you want to assign to the task from the list of available resources.
  6. In the “Units” column, enter the percentage of the resource’s time that will be assigned to the task.
  7. In the “Resource Calendar” column, select the appropriate calendar for the resource.
  8. Click “OK” to close the dialog box and save your changes.

Repeat steps 1-8 for each task that requires a resource with a unique working calendar.

Monitoring Resource Availability and Conflicts

Now that you’ve created resource working calendars and assigned them to tasks, you’ll need to monitor resource availability and conflicts to ensure that your project stays on track. Microsoft Project makes it easy to do this.

In the Resource Usage view, you can see each resource’s work hours, scheduled tasks, and any conflicts that may arise. If a resource is overallocated or double-booked, you can adjust their calendar or reassign tasks to resolve the conflict.

You can also use the “Level Resources” feature in Microsoft Project to automatically resolve resource conflicts. This feature adjusts task start and end dates to fit within a resource’s available working hours, ensuring that all tasks are completed on time.

Tools for Managing Resource Working Calendars

While Microsoft Project is an excellent tool for managing resource working calendars, there are other options available. Tools like GanttPRO,, Clarizen, ClickUp, Wrike, and Smartsheet offer similar features to Microsoft Project, making them suitable alternatives for remote and distributed teams. Choose the tool that best fits your team’s needs and budget.


Managing resource working calendars for remote and distributed teams can be challenging, but with Microsoft Project, it doesn’t have to be. By creating unique working calendars for each resource and assigning them to tasks, you can ensure that your project stays on track and everyone is working efficiently. Monitor resource availability and conflicts closely to avoid scheduling conflicts, and consider using tools like GanttPRO or if Microsoft Project isn’t the right fit for your team. With these tips, you’ll be well on your way to managing resource working calendars like a pro.