Resource management challenges can be extremely hard to predict when working on multiple projects. Working out a plan and managing resources is not as simple as it seems.
Since the pandemic, organizations have become more careful with budget allocation for projects. This has fueled the rise of resource management techniques and with that comes the various challenges associated with it.
Research cites that nearly 46% of team leaders believe that hitting project deadlines is their biggest problem. This usually happens when working with large team sizes.
As seen in a report by Wellingtone’s 2019 State of Project Management, Resource Management has seen the second-largest spike with 30% of respondents. A project can go haywire without proper resource planning and allocation.
Managing teams, monitoring, and improving processes are the very essence that forms a solid Resource Management plan. Needless to say, all of these factors are connected to productivity.
Maximum productivity out of little resources is something that every Project Manager aims at.
However, to hit that goal, we need to wipe out the most common Resource Management hurdles that disrupt project efforts.
(Source: pmi.org)
Planning the resource capacity can skip last-minute delays. The capacity defines the resources available for taking up a specific task.
If you’ve delivered a project on time and within budget, you’re on the right track. A lot of organizations fail to outline resource capacity in the initial project phase; as a result, it’s difficult to plan resource allocation.
Resource capacity can be analyzed with resource tracking. Thanks to some all-purpose Resource Management with project management tools that can ease this challenge.
How many times have you checked your team’s availability?
It isn’t wise to expect your team members’ attention while they’re in the middle of a task. Check the resource availability in advance.
We hope some of the below steps ease your resource priorities—
Having a Plan B can save you a lot of trouble when everything seems to go downhill.
But why do backups matter?
It’s not that resources will always be up for meeting your project requirements.
In times like this, creating a list of every possible risk and opportunity on tasks is the wisest approach.
Get your team to write down processes and procedures along with documenting. This helps you find greater clarity on how work management needs to be defined.
Let’s make this easier—
Tight deadlines must be avoided at all costs.
Planning a specific deadline before the actual deadline can do wonders in meeting timelines.
If you’re on a whim without examining incoming demands or analyzing the priorities, the project goals can face danger.
To resolve this issue, it’s essential to utilize the resources suitable to your needs.
It’s important to regularly document resource allocation and utilization.
A lot of organizations use lengthy spreadsheets that confuse the reader.
High-end projects require a project management tool that takes care of resource management challenges. Errors are inevitable but keeping a record can be used for enhancing workflow management.
(Source: projectengineer.net)
Still, Dealing With Resource Management Challenges?
If you are still struggling to make the best use of your resources, you should consider subscribing to Orangescrum. It lets you streamline your resource allocation to ensure no team member is overloaded and no one is underused. This ensures that the project is delivered on time and with-in the budget.
To prevent resource over allocation, start with a comprehensive resource allocation plan. Clearly define roles, responsibilities, and project priorities. Use resource management software to track resource workloads and identify potential over allocations. Adjust assignments and timelines as needed to ensure a balanced workload for each team member.
Handling competing project priorities requires clear project prioritization and communication. Establish a project prioritization framework based on strategic objectives. Regularly review and reprioritize projects as needed. Ensure open communication with stakeholders about project timelines and resource availability to set realistic expectations.
Managing scope changes involves a change control process. When scope changes are requested, evaluate their impact on resources, timelines, and budgets. Use a change request process to formally document and approve scope changes. Communicate changes to the project team and adjust resource allocation accordingly to accommodate the new scope.
Resource forecasting involves a combination of historical data analysis and future project planning. Regularly review resource utilization data to identify trends. Conduct resource forecasting based on upcoming project requirements and anticipated resource availability. Develop contingency plans for resource shortages and collaborate with HR to address resource gaps.
Enhancing cross-functional collaboration requires building strong relationships with other departments and teams. Create a resource sharing agreement that outlines the terms and conditions for borrowing or lending resources. Regularly communicate resource needs with relevant departments and align resource requests with organizational priorities.