In project management, resource allocation strategies are all about striking the right balance.
How successfully you allocate duties to your team, stay within budget, and finish on schedule are all important factors in the success of your project. A little too much concentration in one area will tilt the scales and force you to rush through another.
Everything boils down to balance. Any good project manager can tell you who is working on what, when each job is due, and how they are progressing toward their original deadlines in general.
Isn’t project management software a blessing?
The problem is that not every project tool can tell you who’s behind schedule and who’s rushing through chores. That is why it is critical to comprehend resource allocation and, more importantly, the best methods for actually reallocating workloads.
Projects may grow larger, more difficult, and unsightly than anticipated. Or your lead software developer breaks their arm on an electric scooter and is out of commission for weeks.
We realise that the last one is a little particular, but these situations happen, and teams frequently need to refocus quickly. You can effectively use your people, time, and tools if you get resource allocation correctly.
If you get it wrong, you risk delays, over-scheduling jobs, underwhelming your clients, and having to start again on the next project. Let’s speak about the greatest solutions to put in place right now instead of dwelling on the negatives.
Here are five of our best resource allocation suggestions to keep your team motivated and on track:
1. Determine the project’s scope.
You must know everything.
Every task, method, and associated department in the project must be thoroughly understood. To avoid the dreaded job overload, they need to know they’re involved sooner rather than later.
In fact, according to one research, inadequate resource management is the largest obstacle for businesses. Despite the fact that 83 percent of firm executives believe resource management is the most impactful approach to improving growth.
The more specific your project scope is, the easier it will be to determine what resources you require and how best to assign them. Your staff, too, desire a defined project scope.
Too many tasks or assignments assigned to an employee can have a detrimental impact on productivity. As a result, project managers must be aware of who is working on what.
What makes this a less difficult task? Having a bird’s-eye view of the entire project scope, allows you to be fully informed and ready to act.
To avoid bottlenecks, RisePath PlanCentral‘s straightforward workload capabilities allow project managers to quickly view, allocate, and scope projects. This means spending less time waiting and more time accomplishing goals.
2. Gather and organise your resources
Gathering your resources is the next phase. You should now have a strong knowledge of what the project entails, the project timeline, and the end goal.
Now you must choose the resources you require, verify their availability, and secure any necessary contractors and equipment. Make a list of everything you’ll need and think about the following:
- What talents are you looking for, as well as contractor availability?
- What tools are required?
- Where will you complete the project or tasks?
- When you require specific contractors and equipment
After you’ve made a list, start reviewing availability and making sure your chosen resources are within the project budget.
Build a company-wide resource centre so that you have all you need in one place.
There’s a good chance that some of the resources you’ll need for each project will overlap. Perhaps you require a UX designer for both your present project and one that will begin in a few months.
In the long term, having qualified resources organised and at your fingertips can make resource allocation much easier.
Create a company-wide knowledge base that covers each employee’s abilities, availability, and any equipment providers you utilise on a regular basis. When it’s time to start assigning resources for a project, just pull data from the knowledge base.
3. Look at the big picture
Projects aren’t always easy to complete. Bottlenecks occur, assets are delayed, and members of the team become ill (or break a limb). To prevent missing deadlines and failing clients, you must create adjustments for these instances.
Prepare backup plans for every part of your project, beginning with the following areas:
- Client feedback. They frequently take longer than expected, provide more feedback, and even send you back to the beginning. If a review takes longer than planned, make sure your resources are available throughout the project rather than just for the deadline or have a backup plan in place.
- Delays in project assets. It’s difficult to estimate how long it will take to develop deliverables. Consider potential asset delays, regardless of project type, to ensure the project continues on track and team members are available when they are needed.
- Staff sickness and emergencies. People may become ill or have an emergency, preventing them from finishing their portion of the project on time (or at all). You’ll need a backup resource in these situations. A simple “heads up” may be all you require.
- Larger, more significant projects. Not all initiatives are created equal, and a more important one may emerge and take precedence. Not ideal, but not unheard of. Make sure you’re ready to be nimble and able to shift duties on the fly if (and when) this happens.
4. Keep time and progress records
It’s difficult to gauge success without measuring and monitoring your progress, just as it is with a marketing campaign or a product launch.
After allocating resources, keep track of the workload and address any difficulties that arise. Time monitoring can help with this because it allows you to determine if a task is taking too long to finish or if everything is running well.
To collect real-time data, use RisePath‘s time monitoring tool. This will allow you to plan ahead, determine what future resources you’ll require, and keep track of what’s going on in real-time.
5. Ensure that adoption is consistent.
It takes more than one individual to effectively allocate resources (even if you do have a dedicated resource manager). It is reliant on receiving regular and reliable data from several departments.
Everyone involved in a project should understand what resources are being used, how they will be used, and what the end result will be. When it comes to project management resource allocation, consistency is crucial.
This eliminates any ambiguity and guarantees that the proper resources are utilised at the appropriate moment. If you publish app bug fixes every two weeks, for example, you know exactly what resources are required.
Consistency also allows your team members (or contractors) to plan ahead and prioritise your needs by knowing what is expected of them and when (first come, first serve, so to speak).
You’ll complete work faster and streamline the project management process if everyone is on the same page.
One of the most typical project management stumbling blocks is resource allocation. Without anticipating bottlenecks, you’ll find yourself scrambling to find team members, equipment, and resources, resulting in dissatisfied customers and higher expenditures.
Instead, make a strategy, build a knowledge base, and keep your staff on the same page. Now get to work on finishing your tasks!