Ramboll, headquartered in Copenhagen, Denmark, is one of the world’s leading engineering, design, and consultancy companies. With more than 18,000 professionals, the firm operates across buildings, transport, energy, environment, and water, and has built a reputation for delivering sustainable solutions to complex challenges. From designing metro systems and renewable energy plants to managing water infrastructure, Ramboll is often tasked with projects where precision and coordination are non-negotiable.
However, coordinating large, multi-disciplinary teams across regions is no easy feat. Projects frequently overlap, specialist skills are in high demand, and critical equipment must be available at the right place and time. The traditional reliance on spreadsheets and siloed tools often left managers struggling with bottlenecks, last-minute changes, and the constant risk of overbooking key experts.
To manage this complexity, Ramboll turned to eResource Scheduler, a flexible best resource management software that brought visibility into availability, helped managers align skills with demand, and kept projects moving without unnecessary delays.
Ramboll’s work is rarely straightforward. Their teams juggle metro systems, renewable energy plants, and water infrastructure projects, often running at the same time and across multiple geographies. Coordinating this scale meant aligning engineers, consultants, and equipment with shifting deadlines and region-specific requirements.
But the tools they relied on—spreadsheets, emails, and siloed systems—were not built for this level of complexity. Managers found themselves struggling with:
These challenges slowed projects down, increased the risk of overbooked specialists, and made it harder to deliver the level of predictability clients expected from a global consultancy. That’s when the need for a reliable resource scheduling tool became clear.
eResource Scheduler gave Ramboll exactly what their projects were missing: clarity and control. Instead of juggling spreadsheets and endless email threads, managers finally had one system to plan, assign, and monitor resources across every region.
The best resource management software made it possible to work with multiple calendars at once, a critical change for a company balancing time zones from South Africa to Scandinavia. Managers no longer had to worry about conflicting schedules or missed handovers.
Requests that once stalled in inboxes moved quickly through built-in approval workflows, allowing teams to secure the expertise they needed without delay. With gap reporting, they could spot the warning signs of overbooking or idle time before those issues disrupted delivery. Assignments also became sharper: the match score highlighted the best-fit engineer for each task, based on skills and availability. And with role-based permissions, leaders controlled exactly who could view or edit schedules, ensuring sensitive information stayed secure.
By weaving these capabilities together, eResource Scheduler turned scheduling into a proactive process. Managers no longer had to fight fires—they could anticipate them, prevent them, and keep Ramboll’s projects moving forward with confidence.
For Ramboll, eResource Scheduler did more than solve scheduling conflicts. It became a central system that connected people, data, and decisions.
With eRS’s built-in management reports, leaders could finally see utilization, availability, and planned vs. actual performance in one place. Instead of waiting for scattered updates, they had live insights to guide resourcing choices and keep projects on track.
Collaboration improved as every department worked from a single source of truth. Engineers, consultants, and project leads could trust they were operating with the latest schedules, reducing misunderstandings and rework.
By linking project hours with billable categories, managers could track whether resources were being used profitably. This integration gave Ramboll visibility into how people’s time translated into budgets and margins.
What started as a scheduling solution quickly turned into a decision-making tool. eResource Scheduler helped Ramboll deliver with speed while keeping an eye on the bigger business picture.
With eResource Scheduler in place, Ramboll gained control over its most critical asset—its people. Projects that once struggled with conflicting schedules and delayed approvals now ran with smoother coordination. Managers could align resources across borders, assign work with confidence, and prevent overbooking before it became a problem.
The new scheduling process gave leaders real visibility into capacity. They could balance workloads early, shift priorities without disruption, and keep multi-disciplinary teams focused on delivery. Collaboration also improved, as every department worked from the same version of the schedule, reducing miscommunication and saving time.
Most importantly, Ramboll moved away from reactive firefighting. Scheduling became proactive, predictable, and efficient—and the role of a strong resource scheduling tool was at the core of that change.
Engineering consultancies like Ramboll operate in high-stakes environments. One delayed handover can slow down an entire project, and one overbooked specialist can throw off carefully planned timelines. In such a setting, the ability to see capacity clearly and schedule resources with accuracy isn’t just a convenience—it’s a competitive advantage.
eResource Scheduler showed that when scheduling is handled proactively, project teams spend less time reacting to crises and more time focusing on delivery. It also highlighted the value of having a single system where human and non-human resources can be managed side by side, giving managers confidence that no detail will slip through the cracks.
For the wider industry, the lesson is simple: relying on spreadsheets and siloed tools is no longer sustainable. Complex, multi-disciplinary projects demand technology that can keep pace with shifting priorities and global teams. Ramboll’s experience demonstrates how the best resource management software can turn resource allocation into a strength rather than a risk.
Ramboll’s projects will always be complex—that’s the nature of engineering and consultancy at a global scale. But complexity doesn’t have to mean chaos. By adopting eResource Scheduler, the company moved from reactive scheduling to a more confident, predictable way of managing resources.
What made the difference was not just visibility, but control. Managers could plan around local calendars, approve requests faster, and match the right skills to the right roles, all within one system. Just as importantly, they gained a clear line of sight into the financial impact of every scheduling decision, ensuring resources were used productively and profitably.
For Ramboll, the shift wasn’t about replacing spreadsheets with another tool. It was about reimagining how people, projects, and priorities could work together without conflict. That clarity is now a cornerstone of how the company delivers on its promise of sustainable, world-class projects.
Disclaimer: This case study has been prepared by our product specialists based on our understanding of the client’s usage of eResource Scheduler. While every effort has been made to ensure accuracy, we do not claim that this case study reflects 100% of the client’s issues, actual processes, or results.
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