A resource planning for better project management
To bring a project to fruition, step by step, you need to anticipate all the resources required. This is made possible by resource planning. A good resource planning must be very detailed in its planning, and must include everything needed to complete the project: quantity of manpower, equipment and other materials. Quality planning is what gives stakeholders the confidence to embark on a project.
Why do a resource planning when you're in charge of a project?
resource planning starts during the project planning phase. It is set up by the person in charge of managing project resources, who identifies the resources required for the project. A good resource planning will help to reduce the budget and provide a more accurate picture of the various expenses. If we could give you one recommendation, it would be to create a standard resource planning template.
At resource planning, try to create two types of shots:
- A hypothetical resource plan: without constraints
- A real plan: based on their actual availability
Prepare for different eventualities by creating hypothetical "what if" scenarios in your planning, to better anticipate the unexpected. Incorporate them into your actual project planning later on. Doing so will enable you to see how these things might affect it, and plan contingency resources to respond to the risks the project will face.
The importance of resource planning :
Just as human beings need food, water and a certain level of comfort to live, projects need resources to achieve their objectives. The main advantage of resource planning is the ability to monitor project deadlines and customer deliverables in real time.
The benefits of resource planning :
Stakeholders have limited budgets for projects, and the operating costs of managing a project have increased. It is therefore imperative to ensure that project resources are not wasted.
It's obvious that it's much easier to carry out a project with a huge budget. But most of us have to carry them out on relatively tight budgets, which is a real challenge! That's why resource planning is so crucial. The most complicated part of project management is resource allocation. Using a resource planning tool will make this much easier, and half your project will already be successful. First, create a list of the resources you need and allocate them to the crucial tasks. This will enable you to allocate the rest to the other tasks efficiently and accurately.
How does resource planning relate to project management?
PMI conducted a survey of 4,455 project managers who found it difficult to plan their projects. That is, completing tasks within budget or on time, etc. These problems surface when no solid resource planning is in place.
What happens if there is no resource planning in a project?
- 48% of projects will not meet deadlines
- 43% of projects go over budget
- 31% of projects will not achieve their objectives
Do you understand now? resource planning is an integral part of the project and cannot be avoided. If you do, you won't be able to keep track of your budget and resources working on the project. Skipping resource planning will doom your project to failure.
The benefits of a project are proportional to the resources needed to carry it out. It's not complicated to allocate resources in terms of equipment and infrastructure; what's more complex is to plan and schedule tasks and time for each team member.
The benefits of resource planning :
- Understanding your resources and knowing how to use them will enable you to avoid certain obstacles before they arise.
- Identify whether there are over-allocated resources on a task. Calculate resource dependency by knowing your team's workload. This will help you reduce resource depletion.
- Create a resource limit for each activity. Guarantee that the limit is strictly adhered to.
- Once you know what you need to complete the project, you need to create the resource planning plan and measure the project's ROI.
How to get started resource planning
Here are 3 elements that your resource planning planning must have :
- Scheduled dates for each task: This should include the duration requested by those working on the project, equipment rental, and project site rental.
- The number of resources required for each project task: Many of these are used on a daily basis, so be prepared to set up a detailed schedule to determine how they will be used.
- Make a detailed schedule of resources to track durations, money spent, and add them to a calendar to keep track.
Step 1: Make a list of resources
Lay out all the resources needed for your project and structure them by task. Then decide which of them would be best suited to work on which task. Explain their role and decide what equipment you need for the project (computers, office equipment, machinery etc.) Next, create a list of non-consumable resources you need. This could include: wood, steel, cement etc.
Search profiles in Stafiz
Step 2: Estimate resource consumption
Determine the amount of resources that will be used from the resource list during the project life cycle. For example: how many hours a day will the workforce need to work? How many types of equipment do I need to rent for the project?
Do the same for the materials used in the project. For example: how much lumber and what size of timber are required? The same goes for planning material resources, such as software licenses for computers.
Be precise with your estimates and add the data to your project management software. Try to find out when resources are consumed and what the consumption rate was that day. Having the right data will help you allocate your resources more efficiently.
Stafiz helps you to manage your resource planning and to better control the workload of your employees. Get a more complete overview of the different profiles, their experience and availability, so you can assign them to missions that suit them.
Step 3: Create a resource schedule
Using the information gathered in the first two steps, create your resource schedule. Specify resources, time frame and consumption throughout the project. Quantify resource consumption by day, week or month. Then calculate total (quantified) resources on a weekly or monthly basis. Set aside certain resources to deal with problems that will inevitably surface during the project life-cycle.
resource planning techniques:
1. Resource allocation :
Allocate your resources according to team members' skills and abilities. This way, your project will be carried out with greater quality and efficiency. What's more, it will be all the easier to manage if everyone performs tasks with which they are familiar and for which they have the skills. For greater clarity in task allocation and a more detailed analysis of resources, use project resource allocation reports. These reports help to reduce planning delays and avoid going over budget.
Assigning employees in Stafiz
2. Levelling out resources :
This technique enables you to identify resources that are over- or under-utilized in your projects. For example: An IT project manager with coding knowledge and skills can help a software team correct errors. This can help the project reduce the need to hire external staff to advise on coding errors if this is a problem.
3. Resource forecasting :
Resource forecasting enables you to predict the number of resources needed before a project begins. During project planning, this technique gives greater visibility of constraints, unexpected costs and risks. The project manager needs to have a thorough knowledge of the project and its objectives in order to make predictions. Of course, the project manager must be aware of all the resources available in the organization to be able to carry out his forecasts properly.
Conclusion:
Having an accurate resource schedule, with detailed information on the people and materials involved in the project, is the key to a successful resource planning . Don't assign more than three tasks to be carried out simultaneously to your resources if you don't want to hamper their efficiency. Since every project is unique, schedule changes are inevitable, and the work allocation structure will also change. Even so, try to minimize confusion in resource allocation to produce better results.
Create a task prioritization to ensure that the most urgent tasks are completed on time, not in order of preference. Have a realistic view of your workgroup's timeframe for completing a specific task. Also, be aware of what they need to do it, and how it fits with the organization's and stakeholders' objectives.
resource planning has come a long way in recent years. You no longer need spreadsheets or whiteboards to get organized. A project management tool, or resource planning software such as Stafiz, can help you maximize your time and that of your team, and meet your budget and deadlines efficiently.
Also read: Better manage your teams with a management tool resource planning
What criteria should you take into account when purchasing a resource planning tool that's right for your business? Find out which tool is right for you, depending on your needs and type of business.
