The 5 smart moves to sharpen your project resourcing

Before we jump into how to improve project resourcing, it’s important to clarify what we mean by a project resource. In simple terms, a project resource is anything you need to get your project done. Every type of resource plays a crucial role in project resource management. This could be something physical like equipment, materials or budget, or it could be something intangible like time, skills, knowledge or the energy of the people involved.

How to identify project resources

Figuring out what resources you need is a key part of planning any project. It’s all about pinpointing everything required to get the job done right. Depending on the project’s size and complexity, this process can get a bit tricky. That’s why asking the right questions is so important to ensure you identify and allocate resources accurately. Here are some key questions to help you cover the most critical aspects of resource planning:

• What specific skills and expertise are essential for completing the project?
• How many team members will you need, and for how long?
• How will you divide the budget across different parts of the project?
• Are there preferred vendors, or do you need to find new suppliers?
• How will you track and manage time throughout the project?
• What software or technical tools are necessary for the project?
• Are there any stakeholder-specific requirements or constraints to consider?
• Do you need to comply with any regulatory or legal requirements?
• How will you ensure quality is maintained from start to finish?
• Are there any sustainability goals or guidelines that need to be followed?

Keep it flowing: 5 ways to fine-tune your project resourcing

Improving your project resourcing strategy is an ongoing journey, one that involves constant tweaking and adapting. Remember, nailing project resourcing isn’t just about careful planning; it’s about crafting a flexible, responsive, and efficient approach that can handle whatever project management throws your way.

1. Comprehensive resource planning: The blueprint for success

The first step in refining your project resourcing strategy is comprehensive planning. This phase is all about getting to grips with the full scope of your project and understanding every detail of what it requires. It means figuring out exactly what types and quantities of resources you’ll need, from skilled team members to materials and budgets.

• Conduct a resource audit: Start by assessing what resources you already have versus what the project will need. This audit should cover everything, including team members' skills and an inventory of available materials and tools.
• Use predictive analytics: Tap into data analytics to forecast your resource needs. Tools like Priofy offer predictive analytics that can help you stay ahead of the game, ensuring you're never caught off guard.

2. Skill-based resource allocation: The right person for the right job

A common mistake in project resourcing is assigning tasks based purely on availability rather than suitability. Skill-based resource allocation is all about making sure the right people are doing the right jobs.

• Develop a skills database: Keep an up-to-date record of your team members’ skills, qualifications, and experience. This database is invaluable for matching tasks to the strengths and expertise of your team.
• Implement cross-training: Encourage cross-training within your team. Not only does this make your team more versatile, but it also provides a safety net for when unexpected resource gaps arise.

3. Dynamic resource management: Staying agile and adaptable

Project resourcing isn’t something you set up once and forget about. It requires continuous monitoring and the ability to adapt to changing circumstances as they arise.

• Regular resource reviews: Schedule regular check-ins to review your resource allocations. This helps you spot over-allocations or underutilisation early, allowing you to make adjustments before any issues escalate.
• Embrace flexibility: Foster a culture that values flexibility. Agile resource management might involve reassigning resources quickly in response to project pivots or unforeseen challenges.

4. Effective communication: The glue that holds resources together

Good communication is key to successful project resourcing. It ensures everyone knows what's expected and that resources are being used effectively.

• Centralise communication: Use a central platform for all project-related communication. Tools like Priofy come with integrated communication features that keep everyone in the loop and on the same page.
• Regular updates and check-ins: Set up a routine for regular updates and check-ins. This ensures that any issues with resource allocation are spotted and resolved promptly.

5. Leveraging technology: Your secret weapon in project resourcing

In today’s digital world, using technology in your project resourcing can give you a serious edge.

• Invest in project management software: Use comprehensive project management tools like Priofy. These platforms offer features for resource planning, tracking, and real-time reporting, all in one place.
• Automate where possible: Identify parts of your resource management process that can be automated. Automation helps reduce manual errors and frees up your time for more strategic tasks.

The 6 must-have features in a project resourcing tool

When it comes to picking the right project resourcing tool, you want something that not only fits the needs of your project but also makes managing resources a breeze. Priofy is specifically designed to handle the ins and outs of project resource management, offering a range of features tailored to keep things running smoothly:

• Resource allocation and scheduling: The tool should make it easy to assign and schedule resources. This includes the ability to match team members with tasks, track their availability and tweak schedules as needed. A good tool helps balance workloads, so no one is overworked or underutilised. It should give you a clear view of who’s doing what, when they’re doing it and how long it’s going to take.

• Real-time visibility and tracking: Your tool should provide real-time insights into how resources are being used. This is crucial for spotting bottlenecks or downtime, so you can make quick adjustments. With real-time tracking, project managers can make data-driven decisions based on what’s happening right now.

• Budget and cost management: Keeping an eye on the financial side of resource allocation is essential. The tool should help you track labour costs, material expenses and overall project budgeting. It needs to offer clear insights into where your money is going and flag any potential budget overruns before they happen. Effective budget management is all about staying in control and keeping your project within its financial limits.

• Collaboration and communication features: A solid resourcing tool should make it easy for your team to work together and stay in sync. It should support real-time sharing of documents, updates and feedback, ensuring everyone is on the same page. Good communication features help resolve issues quickly, align team efforts and keep the project on course.

• Customisable reports and dashboards: The tool should let you create reports and dashboards that fit your specific needs. Customisable reporting lets you focus on the metrics that matter most to your project or organisation, while dashboards provide a quick, visual overview of key data, making it easier to track progress and make informed decisions.

• Wellbeing features: It’s essential that your tool also takes care of the people behind the projects. Look for features that promote team wellbeing, like reminders for breaks, hydration and mindfulness. Keeping your team healthy and motivated isn’t just good for morale – it’s key to long-term success and productivity.

Wrapping it up: Project resourcing done right

Fine-tuning your project resourcing strategy isn’t a one-and-done task – it’s an ongoing process that demands attention, flexibility and a deep understanding of what your project truly needs. By adopting the strategies we’ve discussed and making the most of tools like Priofy, you’re not just setting your projects up for success – you're making sure they exceed expectations.

When you get project resourcing right, it’s about turning every challenge into an opportunity, making your workflow smoother and creating an environment where your team can thrive. So, whether you’re managing one project or juggling several, remember that the right approach to resourcing can transform your projects from good to great. Now, grab a cup of tea, take a deep breath, and watch your smart resourcing decisions lead the way!