One of the most important activities for the success of an initiative is to correctly allocate staff to project management. It is a relatively complex thing to set up plans to take advantage of the resources available at each moment, according to the best that each one can add.
However, by taking the time to make this assignment efficient, projects can gain significant benefits. This is one of the main strategies to achieve the objectives.
Continue reading to find out how to allocate staff in project management in your company, in a professional and competitive way!
What to take into account when working with team allocation in project management?
Features are varied. Here, we are talking about practically everything: equipment that can be used to perform tasks, materials, other necessary supply items, places where the teams will work and also the people who will integrate the teams. Everyone on this list is considered to be within the remit of resources.
Making all this allocation is a complex activity. However, when it comes to physical resources, the issue is mathematical, as it involves costs, availability and other characteristics that are a little easier to analyze.
When we talk about people, we have a different situation. Human resources have other aspects that must be considered in addition to the workforce, such as motivation, interest and engagement.
Before allocating your resources and managing them , you need to determine the scope of the project you are working on. Is it a big or small project, long or short? When these questions are answered, you can make the right decision about what resources will be needed and how many of them will be important to complete the project.
The clearer the scope of the project, the easier it will become for you to allocate your resources. Therefore, take the time to get a complete overview before making any resource allocations.
Be realistic and work with what is available
Once you know the scope , objectives and tasks that need to be performed for the project to be completed on time and within the approved budget, you will enter the definition phase of the resource allocation itself.
But that does not mean that you have an unlimited pool. It is necessary to verify the people that the company currently has, their knowledge and skills and, fundamentally, the availability of each one.
It is also important to pay attention to the logistics issue, noting the places where the activities will be carried out and whether employees will have difficulties in accessing them.
Before you can allocate resources, you need to make sure you have them. So make a list using these criteria above and then check for a fit with the budget and schedule set for the project.
It is a problem when you are so focused on this process of definition that, perhaps, you forget to align the plan with expectations, not making the observation of what is really happening. Always remember to revisit the plan, as the project develops.
You should always be aware of the state of your resources. For example, as work progresses, is there a need to hire overtime? Have people’s vacations been considered in the design? Is there anyone on sick leave or other reason?
Do not let any of these details go unnoticed. Look at the whole project, not just a particular front or area of development.
How important is the composition of the team?
Projects, for the most part, need multidisciplinary efforts to be completed. The most usual situation, in fact, is to see teams formed by people from different departments, since the needs are the most diverse.
Thus, having a team with varied skills is essential. Assess people’s skill sets to distribute the work. If they have the right skill set , there is a high chance of getting high quality results. The final product will be something that meets the expectations of the management or its client.
It also reduces the likelihood that people will fail because they lack the necessary knowledge or the ability to do a particular job. You will, in fact, be giving them something they can succeed in and you will be able to charge them for it.
It is interesting to think about the development opportunity that the project can present to those involved. You must constantly update the skill set of your team members. One way to do this is to give them a job in which they will learn new skills.
Put them in situations where they will be a little uncomfortable. Give them projects where they will have to learn, grow and need to be open to feedback. Also check about the interest of the person allocated in carrying out the tasks assigned to him.
Collaborators who are genuinely interested and engaged in a project are the ones who make the difference. They are usually motivated and excited, which usually comes with high performance.
How can software help with this allocation?
There are solutions capable of supporting the entire project management. Good solutions include allocating not only human resources, but also all other necessary inputs and supplies.
This type of system contributes a lot to the organization and optimization of resources, as it keeps all information in the same environment, simplifying and automating certain routines that are extremely complex just using spreadsheets.
In addition, it allows constant monitoring, making it easier to update resources.
The Artia is an excellent alternative when it comes to project manager, activities and teams. In addition to being ready for immediate use after creating an account, since it is 100% web, with the system, you are free from the worry about installation, updates, backup or servers, since all of this is part of the package of services offered .
Our system is the best that your company can find to successfully allocate staff in project management. Did you like the article? Subscribe to our newsletter and receive other relevant content like this!