“Bench” – this term in the IT industry can send a shiver down the spine of many financial managers. Employees without an active project, yet still on the payroll. At first glance, it looks like a pure cost. But is it really? What if we said that a strategically managed bench could become one of the most powerful growth drivers for a company? The key lies in changing the perspective and implementing the right practices. Instead of seeing it as a problem, let’s treat it as an opportunity.

Table of contents

• Two sides of the coin – the risk of costs vs. the potential of investment
• From chaos to strategy – how to effectively manage the bench
• Tools that transform resource management
• The most common pitfalls in bench management – and how to avoid them

Two sides of the coin – the risk of costs vs. the potential of investment

There is no denying that an unmanaged bench generates costs. Salaries for employees who are not directly generating project revenue can put pressure on the budget. On top of that, there is the risk of declining motivation and a sense of “suspension” among specialists who want to grow and stay active.

History has seen cases where poor decisions led to serious problems. One IT corporation, after making a risky decision to hire aggressively in anticipation of new contracts, ended up with a bench representing 60% of its workforce when the market slowed down. Such a situation could have been avoided if the decisions had been better thought out.

However, when we look at the bigger picture, the bench can also be a powerful investment in business flexibility and resilience. It becomes a buffer that allows companies to:

• Respond quickly to new opportunities: Having a ready-to-go team when an unexpected project appears.
• Reduce risk: If a key employee suddenly becomes unavailable, a specialist from the bench can step in and minimize delays.
• Invest in development: It’s the perfect time for training, certifications, and skill development.
• Increase satisfaction and loyalty: Participation in internal initiatives and learning opportunities helps prevent burnout.

From chaos to strategy – how to effectively manage the bench

Transforming the bench from a cost into an asset requires deliberate action. Here are several strategies that deliver real results:

Proactive planning and forecasting

Instead of reacting, start predicting. Regular analysis of team workloads, forecasting specialist demand in upcoming projects, and monitoring market trends help avoid both an “overcrowded bench” and sudden talent shortages. A strategic approach to resource management is the foundation of stability.

Investing in skill development

Time spent on the bench is an excellent opportunity to invest in employee growth. Organize training sessions, fund certifications, and encourage participation in workshops and conferences. An employee who returns from the bench with new skills becomes even more valuable to the organization.

Internal projects and innovation

Have an idea for improving an internal process? Engage specialists from the bench to work on it. Such initiatives keep them motivated while also delivering tangible benefits to the company by driving innovation.

Transparent communication

Nothing is more demotivating than uncertainty. Employees on the bench need to understand the plans for them. Open communication about development paths and upcoming projects builds trust and a sense of security.

Tools that transform resource management

It’s time to move beyond complex spreadsheets that cannot keep up with the dynamic reality of modern companies. Effective bench management requires centralized data and full visibility. This is where integrated ERP systems for IT companies come into play.

Dedicated software such as Maconomy enables companies to:

• Monitor workload and specialist availability in real time: You know exactly who is available and who will become available soon.
• Plan resource allocation: Assign tasks based on competencies and optimize team utilization.
• Track working time: Time tracking modules provide full control over costs and project profitability.
• Forecast future needs: Tools help estimate future staffing requirements based on planned projects.

The most common pitfalls in bench management – and how to avoid them

Knowing what not to do is just as important as understanding best practices. Here are some mistakes that can turn the bench into a financial black hole:

• Lack of a clear strategy and risk plan: Acting without anticipating potential challenges leads to chaos. Without a risk management strategy, companies cannot prepare for unexpected scenarios.
• Underestimating the role of analytics: Starting projects without a clear roadmap and without support from ERP systems often results in uncontrolled cost growth.
• Neglecting development: Leaving employees on the bench without meaningful activities is the fastest way to lose valuable talent.
• Ignoring financial KPIs: Effective management requires continuous monitoring of key indicators such as project profitability and operating profit.

The real question is not whether to have a bench, but how to manage it. Instead of treating it as a necessary evil, it should be viewed as a strategic resource. Proactive planning, investments in development, engaging employees in internal initiatives, and supporting processes with the right technological tools are the keys to transforming a potential cost into an investment.

The return comes in the form of greater flexibility, innovation, and team loyalty—a foundation that enables companies not only to survive in the dynamic IT market but to grow and thrive within it.

Magdalena Szyba
Business Development, Todis Consulting

Thank you for reading! I’m glad you made it to the end—feedback is always welcome.